How Do I Set Up/Edit Custom Templates for Email/SMS/Push Notifications?

IN THIS ARTICLE:
Learn how to create custom communication templates to be used when sending Email Blasts, "Passed Level" skill evaluation emails, Statements, SMS messages, and Push notifications.

Since creating/editing 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 Communication template

  1. Navigate to SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES.
  2. Click on the CUSTOM tab.
  3. Click the ADD NEW COMMUNICATION TEMPLATE button to launch the editing window.
  4. Enter a DESCRIPTION. This will be displayed beside the template in the SETTINGS menu to remind you what the communication template is about.  It will only be seen by staff who have permissions to access this section of the program.
  5. Define the intended use of the template by selecting an answer to WHERE WILL THIS EMAIL TEMPLATE BE USED? This is a required field, which will enable the Communication Template Body for editing.
    • Based on your selection, the system may also display communication template options for either Email Notification (always) and/or SMS and Push Notifications (available based on context).
  6. Enter the content for your communication template: 
    • For an Email Template:
      • Give the email a SUBJECT. This subject will be used any time the email is sent and can be seen by the recipient.
      • 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 use the buttons on the toolbar in the edit window to insert variables and/or emojis (emoticons) as needed. 
    • For an SMS Template:
      • Use the "Enable" switch to enable the template option .
      • Enter the BODY of the text for your SMS template, up to 160 characters.  You can use the buttons on the toolbar in the edit window to insert variables and/or emojis (emoticons). 
        • Note that using emojis will reduce your maximum allowed character count.
    • For a Push Notification Template:
      • Use the "Enable" switch to enable the template option .
      • Enter the PUSH NOTIFICATION TITLE, up to 65 characters.
      • Enter the text for your PUSH NOTIFICATION MESSAGE, up to 230 characters.
      • For both the TITLE and MESSAGE, you can use the buttons on the toolbar in the edit window to insert variables and/or emojis (emoticons).
        • Note that using emojis will reduce your maximum allowed character count.

Using Variables

Based on your selection for WHERE WILL THIS EMAIL TEMPLATE BE USED? the system will display variables relevant to that page. The only option in this list which is not related to a page is the "Level Passed Email", which is used when staff choose to send the email to notify a family of a student passing a skill level. (For more information on custom Level Passed emails, see our article "How Can I Be Prompted to Automatically Send an Email when a Skill Level is Marked 'Passed'.")

You can also use Variables to personalize the message to the recipient. Insert a Variable by using the "Variables" menu in the editor toolbar. (For more information on using variables in custom emails, see our article "What Variables are Available for Email Blasts/Custom Emails?")

email_variables.png

Variables categories that will be available based on your response to “Where will this email template be used?” are:

  • Families Page
    • General
    • Family
    • Family Custom Fields
  • Students Page
    • General
    • Student
    • Family
    • Family Custom Fields
    • Student Custom Fields
  • Classes Page
    • General
    • Class
    • Family
    • Student
    • Class Enrollment
    • Class Custom Fields
    • Family Custom Fields
    • Student Custom Fields
  • Camps Page (SMS/Push notification options not available)
    • General
    • Camp
    • Camp Enrollment
    • Family
    • Student
    • Family Custom Fields
    • Student Custom Fields
  • Enrollments Page
    • General
    • Family
    • Student
    • Family Custom Fields
    • Student Custom Fields
    • Enrollment
    • Class
    • Class Custom Fields
    • Class Enrollment
    • Camp
    • Camp Enrollment
  • Staff Page
    • General
    • Staff
  • Level Passed Email (SMS/Push notification options not available)
    • General
    • Skill-related

Custom email templates are marked ACTIVE by default.

Editing a Custom Communication template

To edit an existing communication template, click on the pencil/edit icon next to the template name to bring up the editor.  Make any changes that need to be made, then click SAVE to apply the changes.


custom_email.png

 

Disabling a Custom Communication Template

If you are no longer using a specific Communication Template but wish to keep it, you can disable it or make it Inactive.  If a template is disabled/Inactive, it will not be displayed in the drop-down menu when selecting a custom template to be used.

  • For Email templates, uncheck the "Active" box below the WHERE WILL THIS EMAIL TEMPLATE BE USED? field to make the template Inactive.
  • For SMS/Push Notifications, toggle the "Enable" switch to the off position to make the template Inactive.

Deleting a Custom Communication Template

To delete an existing email template, click on the trash can/delete icon next to the template name. Click YES to confirm that you want to delete the template.
image02.png

NOTE: Deleting a template deletes all forms (email, SMS, and Push notification).  You can disable each option separately if it is no longer being used.

Using a Custom Communication template

Your custom communication template can be used 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. The system will double-check any email variables to be sure that they are valid based on the page from which you selected the email template.  Any invalid variables will be replaced with an empty text string.
  7. 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. The system will double-check any email variables to be sure that they are valid based on the page from which you selected the email template. Any invalid variables will be replaced with an empty text string.
  6. 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. The system will double-check any email variables to be sure that they are valid based on the page from which you selected the email template. Any invalid variables will be replaced with an empty text string.
  5. 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.

 

Using a Custom SMS Message Template

When composing an SMS Message, a drop-down menu option will be displayed that will allow you to choose a custom template if one exists associated with the page you selected to answer "Where will this email template be used?".

Using a Custom Push Notification Template

When composing a Push Notification, a drop-down menu option will be displayed that will allow you to choose a custom template if one exists associated with the page you selected to answer "Where will this email template be used?".

Downloading the Default Custom Email Headers

All of the built-in custom email templates provided by iClassPro include default customized headers.  Should these be deleted during your customization process, or should you wish to use one of the headers in your own custom email, you can download them all here: https://www.iclasspro.com/files/iClassPro-Email-Headers.zip

Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).