How Do I Set Up/Edit Custom Email Templates?

IN THIS ARTICLE:
Learn how to create custom emails templates to be used when sending Email Blasts, "Passed Level" skill evaluation emails, or statements.

Since creating/editing email templates requires access to the SETTINGS menu, staff members must have permission to access that section of the Office Portal to make these adjustments.

Creating a Custom Email template

  1. Navigate to SETTINGS>SETUP>GENERAL SETTINGS>EMAIL TEMPLATES.
  2. Click on the CUSTOM tab.
  3. Click the ADD NEW EMAIL TEMPLATE button to launch the editing window.
    1. Give the email a SUBJECT. This subject will be used any time the email is sent and can be seen by the recipient.
    2. Enter a DESCRIPTION. This will be displayed beside the email template in the SETTINGS menu to remind you what the email is about.  It will only be seen by staff who have permissions to access this section of the program.
      1. Enter the EMAIL BODY. Use the buttons and menus at the top of the editor to format text or add images, links, etc. (For more information on using images in emails, see our article "Inserting Images into iClassPro Emails.")

        You can also use email variables to personalize the email to the recipient. (Click the help icon (?) next to “Email Body” for more information about these variables.) 

        General Variables

        Always available.

        Family Variables

        Available when emailing from FAMILIES, STUDENT, CLASSES or CAMPS page and when sending statements.

        Student Variables

        Available when emailing from the STUDENTS page, or when emailing from the CLASSES page per enrollment or per student.

        Class Variables

        Only available when emailing from the CLASSES page.

        Camp Variables

        Only available when emailing from the CAMPS page.

        Staff Variables

        Only available when emailing from the STAFF page.

        Makeup Token Variables

        Only available when emailing makeup token notifications.

        Skill Related Variables

        Available for custom templates related to skills

        Gift Email Variables

        Available for email sent as Gift Email from Customer Portal

        Misc. Variables

        Available only for specific templates

Custom email templates are marked ACTIVE by default.

Editing a Custom Email template

To edit an existing email template, click on the pencil/edit icon next to the template to bring up the editor.  Make any changes that need to be made, then click SAVE to apply the changes.
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To delete an existing email template, click on the trash can/delete icon next to the email template. Click YES to confirm that you want to delete the template.
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Sending an email using a Custom Email template

Your custom email template can be used to send emails from a number of different places within the system.

Using Custom Emails for Email Blasts

  1. Select the recipients of the Email Blast by selecting the families, students, class, camp or staff members to be emailed (as appropriate).
  2. Click the Email Blast icon in the toolbar at the bottom of the screen.
  3. In the window that comes up, set your options for recipients as usual. (See https://support.iclasspro.com/hc/en-us/articles/218569518-Email-Blast for more information about sending Email Blasts.)
  4. Select your custom template from the “Select Template” drop-down menu.
  5. The “Body” field will populate automatically based on the contents of your custom email template. (Note that if you have already entered information into this field, choosing a custom email template will overwrite this information.)
  6. Once you have checked the email to be sure everything is correct, click SEND.

Using Custom Emails for Statements (Family Ledger)

  1. Open the family’s full ledger. This can be accessed in a few different ways:
    1. From the FAMILIES page, click the pencil/edit icon next to the family to open the family details, then click FULL LEDGER on the right-hand side of the details window.
    2. From the FAMILIES or STUDENTS page, click the currency symbol/ledger icon next to the appropriate family/student to expand the mini-ledger view. Click FULL LEDGER to open the ledger.
  2. Click the EMAIL STATEMENT button.
  3. Select your custom template from the “Select Template” drop-down menu.
  4. The “Body” field will populate automatically based on the contents of your custom email template. (Note that if you have already entered information into this field, choosing a custom email template will overwrite this information.)
  5. Once you have checked the email to be sure everything is correct, click SEND. (The statement is sent with the email as a PDF attachment.)

Using Custom Emails for Statements (TRANSACTIONS>STATEMENTS)

  1. Set your options to determine who will receive the statements as usual. (See https://support.iclasspro.com/hc/en-us/articles/115000553767-Running-Statements for more information about sending statements.)
  2. Select your custom template from the “Select Template” drop-down menu.
  3. The “Body” field will populate automatically based on the contents of your custom email template. (Note that if you have already entered information into this field, choosing a custom email template will overwrite this information.)
  4. Once you have checked the email to be sure everything is correct, click PREVIEW and continue with the statement generation process. (The statement is sent with the email as a PDF attachment.)

Using Custom Emails from the Skills Activity Log (Passed Levels)

You will be presented with an option to choose a custom email template only when sending Skill Progression emails for Passed Levels. All other Skill Progression types will send the default Skill Progression email.

Need more assistance?

Call us at 877-554-6776. Our business hours are Mon–Sat, 9am–9pm (CT).