IN BRIEF:

iClassPro can prompt staff to send a preconfigured congratulatory email when a student’s Skill Level is marked Passed. This workflow helps standardize communication while still allowing staff to choose whether to send or skip the email each time a level is passed. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Creating or Editing a Custom Email Template
  • Enabling the Skill-Tracking Email Prompt
    • Understanding Prompt Behavior
  • Assigning a Custom Email Template to a Skill Level
    • (Optional) Leaving the Template Blank
• What Happens When You Mark a Level “Passed”?
• Troubleshooting & FAQs
• Related Articles

Overview

When this feature is properly configured, the System displays a confirmation dialog each time a Skill Level is marked Passed, asking whether a congratulatory email should be sent to the family. The email content is based on a custom email template that you create and assign to specific Skill Levels.

This process ensures consistent messaging while still giving staff control over whether an email is sent in each individual case.

Important Note: If this feature is disabled, “Level passed” emails can still be sent manually from the SKILLS page.

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Accessing the Feature

This workflow involves settings in multiple areas of the System:

• Communication Templates – to create or edit the email content
• Skill Tracking Settings – to enable the email prompt
• Skills Setup – to assign the email template to specific Skill Levels

Each step must be completed for the prompt to appear when a level is passed.

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Step-by-Step Instructions

Creating or Editing a Custom Email Template

1. Navigate to SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>CUSTOM tab.
2. Select Add New Email Template, or select an existing template to edit it.
3. Under Where will this email template be used?, select Level Passed Email.
   • This exposes all level-specific email variables.
4. Enter the email subject and body content.
5. Save the template.

Note:  Only templates created under CUSTOM will be available for Skill Level assignment.

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Enabling the Skill-Tracking Email Prompt

1. Go to SETTINGS>SETUP>GENERAL SETTINGS>SKILL TRACKING.
2. Enable Enable prompt to send congratulations email when passing level.
3. (Optional) Enable Send to all email addresses on file.
   • When enabled, all family email addresses are preselected in the confirmation dialog.

Understanding Prompt Behavior

• Enabling this setting only displays a confirmation dialog; it does not send the email automatically.
• If no email template is assigned to the Skill Level, the prompt will not appear.

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Assigning a Custom Email Template to a Skill Level

1. Navigate to SETTINGS>SKILLS.
2. Locate the appropriate Skill Level and select Edit Level.
3. From Email Template to Use For Level, select the custom email template.
   • Only custom templates appear in this list.
4. Save the Skill Level.

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(Optional) Leaving the Template Blank

• If Email Template to Use For Level is left blank:
  • No email prompt appears when that Skill Level is marked Passed.
  • This applies even if the global prompt setting is enabled.

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What Happens When You Mark a Level “Passed”?

When staff mark a Skill Level as Passed, the following occurs:

• A confirmation dialog appears asking whether to send the congratulatory email.
• If Send to all email addresses on file is enabled:
  • That option is preselected in the dialog.
• If your account uses multiple locations:
  • Staff can select Send from Location Email.
  • Choosing a specific Location ensures:
    • That Location’s branding colors are used.
    • The correct “Reply-To” email address is applied.
• Staff can then choose:
  • Yes – to send the email immediately.
  • No – to record the pass without sending an email.

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Troubleshooting & FAQs

• Why is the congratulations email prompt not appearing?
  •  Confirm the following settings are in place:
    • Enable prompt to send congratulations email when passing level is enabled under Skill Tracking.
    • A custom email template is assigned to the specific Skill Level that was marked Passed.
• Why are families not receiving the congratulations email?
  • Verify the following:
    • Review the Family Email Log to confirm the email was delivered.
    • Confirm that the email addresses on the family record are correct.
    • Ask families to check their spam or junk folders.
    • Recommend that families add your Location’s email address to their contacts.
• How do I resend the congratulations email at a later time?
  • Resend the email and certificate using the following steps:
    • Go to the Skills page.
    • Filter evaluations to Sent.
    • Use All Progression Types and limit results to Passed Levels.
    • Select the student.
    • Choose Send Emails Now to resend the email and certificate.

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Related Articles

• What is a Skill Tree?
• How Do I Create a Skill Level?
• How Do I Configure the “Certificate Designer” Settings?
• How Do I Create Custom Communication Templates (Email/SMS/Push Notification)?
• What is the SKILLS Page/Skills Activity Log?

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