TracCloudGuideProfilePrefsEmails: Difference between revisions

Emails
There are various Profile-specific emails that can be configured in TracCloud. Most are sent automatically, such as Confirmations and Reminders, while some are sent manually, like Visit Notes. This article will provide an overview of these email types, what they do, and how they can be customized for your use-case.

Other > Other Options > Profiles > [Your Profile] > Prefs > Emails.
File:4038312.png

References:

Twig

Twig and Twig Tags are used extensively throughout emails. This includes simple elements, like using {{Student.First_Name}} to display a student's first name dynamically, to more advanced logic determine exactly what text is included in each email. This article will be referencing Twig, but will not being going into detail. For more information on this topic, take a look at our dedicated Twig Guide.

In the top right corner of your 'Emails' menu is an 'Email Tags' list. This provides quick access to all of your available tags for these emails, which can also be clicked and dragged into text fields to populate them automatically.

Previewing Emails

Every email in this menu has a Preview button to see how your email will display when it's sent. It is required to preview emails before saving any changes.

Select an email type below to learn more.

Confirmation Emails

Confirmation Emails are sent to Students, Consultants, and an optional third address when an appointment is booked. Consultants and Students can receive unique versions of this email, depending on the information required for either party. You can also decide whether the email is sent the moment the appointment is booked, later in the night, or at a specific time in the morning.

File:6124574.png

Send Confirmation Emails

Disable this email, send immediately upon Appointment being booked, or send in a batch that night or the next morning at a time of your choice.

Student/Consultant confirmation email subject

The subject line of the email, supports Twig Tags just like the body of the email.

Student/Consultant confirmation email

The body of the email to be sent to Students/Consultants.

Student/Consultant confirmation SMS Msg

A separate message sent to the Student/Consultant's phone. Requires Text Alerts Module.

CC the Center on Student/Consultant confirmation emails

This option will send a copy of this email to your Profile email address if available.

Send Confirmation to Consultant Also

Allows you to independently disable the Consultant confirmation email, if they're more likely to rely on other resources to see their appointments for the day.

Send Additional Email on New Appointment

This allows you to enable one more Confirmation email to be sent to the email address defined below.

Additional confirmation email address

In the example above, we're using a Custom Field in the student's profile that contains their Assigned Advisor's email address. We can also choose to have a static email address in this field instead.

Additional confirmation email subject

Just like the standard Confirmation emails, we can write out our custom subject line...

Additional confirmation email

...and the email body itself.

Reminder Emails

Reminder Emails are sent to Students and Consultants to remind them of upcoming appointments. Just like confirmations, this can be configured separately for students and consultants. You can set the exact time reminder emails are sent each day, either the night before or a custom time in the morning. Reminders can also be disabled for students, consultants, or both.

Send Reminders Emails

Disable Reminder emails, or choose to send them the night before or the morning of the Appointment date at a specified time.

Student/Consultant reminder email subject

The subject line of the email, supports Twig Tags just like the body of the email.

Student/Consultant reminder email

The body of the email to be sent to Students/Consultants.

Student/Consultant reminder SMS Msg

A separate message sent to the Student/Consultant's phone. Requires Text Alerts Module.

CC the Center on Student/Consultant reminder emails

This option will send a copy of this email to your Profile email address if available.

Send Reminder to Consultant Also

Allows you to independently disable this email for Consultants. This is typically disabled if you plan to use Consultant Schedule Summary Emails instead.

Cancellation Emails

Cancellation Emails will be sent to Students and Consultants immediately upon appointment cancellation. Each user-type will receive a unique email with information about the cancelled appointment.

Send Cancellation Emails

Enable or disable this email type.

Student/Consultant cancellation email subject

The subject line of the email, supports Twig Tags just like the body of the email.

Student/Consultant cancellation email

The body of the email to be sent to Students/Consultants.

Student/Consultant cancellation SMS Msg

A separate message sent to the Student/Consultant's phone. Requires Text Alerts Module.

CC the Center on Student/Consultant cancellation emails

This option will send a copy of this email to your Profile email address if available.

Missed Appointment Emails

Missed Appointment Emails are sent to the Student when an Appointment is missed. This email can be sent the evening of, or the day after the appointment should've taken place.

Send Missed Appointment Emails

Disable, or choose when this email is sent.

Change missed appointment to Status

When this process runs, it will automatically change the appointment status if there's no corresponding visit record. This setting determines what status the appointment is set to, which will typically be the same as your Profile 'Status for missed' definition.

within x Minutes before/after appointment time

A time buffer can be assigned here to determine when an appointment should be counted as 'Missed' if there's a Visit record in close proximity. For example, if a student has a 9:00am Appointment, but they started their Visit at 9:05am, we probably shouldn't mark this Appointment as missed, but if the Student is 25-minutes late, maybe that does qualify as a 'Miss' for your campus. 30-minutes in both fields is what most campuses tend to start with.

Student appointment missed email subject

The subject line of the email, supports Twig Tags just like the body of the email.

Student appointment missed email

The body of the email to be sent to Students.

Student appointment missed SMS Msg

A separate message sent to the Student's phone. Requires Text Alerts Module.

CC the Center on Student appointment missed emails

This option will send a copy of this email to your Profile email address if available.

Consultant Schedule Summary Emails

Consultant Schedule Summary Emails will be sent to consultants the evening before or the morning of their schedule appointments. This single email can contain information about multiple upcoming appointments, rather than receiving individual emails for each appointment. You can write the opening/top of the email, the repeating text box for appointment information, and the final/closing text.

Send Consultant Schedule Summary Emails

Disable this email, or send in a batch the night before or the morning of their appointments at a time of your choice.

Consultant schedule email subject

The subject line of the email, supports Twig Tags just like the body of the email.

Consultant schedule email (top section)

This text will always be placed at the top of the email, frequently used for greetings or instructions.

1-on-1 appointment (appointments, repeats)

This text will repeat for each of their upcoming appointments (the next day, or day of depending on when they're being sent). If the consultant has 4 appointments today/tomorrow, this section will repeat 4 times with information about each one, with the exception of Group Appointments...

Group appointments

Since you probably don't need to repeat the time, subject, center, and so on for each appointment of a group session, you can use this to format those sessions differently than 1-on-1's.

group appointment start (appointments, repeats)

Use this to write out the non-student-specific information. Time, Center, Subject, Location, etc. Will display once for each Group Session.

group line

Use this to write out the student-specific information. Student name, email address, subject if you're allowing to students to book the same session for different topics. This will repeat for each Appointment within a Group Session.

end of group

This concludes the Group Session summary. Typically a couple line breaks or a horizontal line like in the example above.

Consultant schedule email (bottom)

This text will appear at the very bottom of the email, below all appointment information, and won't repeat.

CC the Center on Consultant schedule reminder emails

This option will send a copy of this email to your Profile email address if available.

Visit and Visit Duration Notification Emails

Visit and Visit Duration Notification Emails. Visit reasons can be configured with a “Notify Time Expired” setting. When that time limit is reached, an email can be sent to the center, consultant, or a specific email address automatically. This menu also allows you to configure an email that will be sent out after students conclude their visit.

Send Visit Duration Notification Emails

Choose whether or not to send notification emails when the Visit Time limit of a particular Reason is reached. [[TracCloudGuideProfileReasons|More information.]

Visit duration notification email subject

The subject line of the email, supports Twig Tags just like the body of the email.

Visit duration notification email

The body of the email to be sent to your selected users.

Send Visit Email after Visit Conclusion

Choose whether or not an email should be sent when a Student logs out of a Center.

Visit email address

Choose what email address receives this email. This can be a static email address, or dynamic with a Twig Tag as seen above. This can be used to send a summary of a visit to the Student themselves, their Tutor or Assigned Advisor, a Faculty member, or another email address entirely.

Visit email subject

The subject line of the email, supports Twig Tags just like the body of the email.

Visit email

The body of the email to be sent to Students/Consultants.

Send Visit Notes to Coach, Advisor or Student

Send Visit Notes to Coach, Advisor or Student can be used to send visit information to any of the previously named users, or more. The prompt to send this email can appear on individual visit records to be selected by staff, or it can be automatically initiated during visit conclusion. One of the most common uses for this feature is for Consultants to send their Visit Notes (and general Visit information) to faculty.

Activate send notes option on visit entry screen

If enabled, users with the appropriate permissions will be able to send this email via a button contained within each visit record.

Activate send notes option on KIOSK visit exit

If enabled, this email will be sent immediately upon visit logout.

Send Visit Notes - Email Subject

The subject line of the email, supports Twig Tags just like the body of the email.

To Address of Recipient of the Notes

This controls which user these emails will be sent to.

{{Faculty.Email}} for Faculty

{{Student.Email}} for Students

{{Consultant.Email}} for Consultants or Advisors

Static email addresses, Twig Tags pointing to Custom Fields, and semi-colons for multiple email addresses can also be used.

'Who' Label of the Button for Sending the Notes

The label/name of the button, as seen in the “Activate send notes” screenshot.

Send Visit Notes email

The body of the email to be sent to your selected users.

Send Visit Notes to Coach, Advisor or Student

Resource Checkout Emails are the emails sent upon a resource being checked our or marked as overdue. Overdue emails can repeat for each day the resource isn't returned.

Send Overdue Emails

Disable this email, or choose what time it should be sent.

Student resource overdue email subject

The subject line of the email, supports Twig Tags just like the body of the email.

Resource overdue email

The body of the email to be sent to Students.

Resource overdue SMS Msg

A separate message sent to the Student's phone. Requires Text Alerts Module.

CC the Center on Resource overdue emails

This option will send a copy of this email to your Profile email address if available.

Send additional overdue emails daily

Resend the above email on a daily basis if the Resource is not returned.

Student resource confirmed subject

This email is sent immediately upon Resource checkout. This option effects the subject line of the email, which supports Twig Tags just like the body of the email.

Resource confirm email

The body of the email to be sent to Students.

Resource confirm SMS Msg

A separate message sent to the Student's phone. Requires Text Alerts Module.

CC the Center on confirmation emails

This option will send a copy of this email to your Profile email address if available.

Profile Email Address is the address that all emails from this profile will be sent from. This is also the address used for "CC the center on..." settings.

Include iCal attachments enables calendar attachments for your emails. These can be added to a user's personal calendar, but this is only a one-way communication.

@@ Line 4: / Line 4: @@
 | style="vertical-align:top; padding:20px 20px 20px 2px;" |
 {| style="width:100%; vertical-align:top; "
-<big><b>Emails</b></big><br><br>
+<big><b>Emails</b></big><br>
-There are various Profile-specific emails that can be configured in TracCloud. Most are sent automatically, such as confirmations and reminders, while some are sent manually, like visit notes. This chapter will provide an overview of these email templates, what they do, and how they can be personalized.<br>
+There are various Profile-specific emails that can be configured in TracCloud. Most are sent automatically, such as Confirmations and Reminders, while some are sent manually, like Visit Notes. This article will provide an overview of these email types, what they do, and how they can be customized for your use-case.<br><br>
-This chapter will only be covering definitions and basic customization of TracCloud emails. For more information on email tags and instructions on utilizing Twig for further control over what information is sent, please take a look at our dedicated Twig article.<br>
+''Other > Other Options > Profiles > [Your Profile] > Prefs > Emails''.
-''Other > Other Options > Profiles > [Your Profile] > Prefs > Emails''. Here you will see the available emails to modify.
 <br>
 [[File:4038312.png|900px]]
 <br><br>
-* <b>Confirmation Emails</b> are sent to students and consultants when an appointment is booked. Consultants and students can receive unique versions of this email, depending on the information required on either side. You can also decide whether the email is sent the moment the appointment is booked, later in the night, or at a specific time in the morning. And of course, confirmation emails, and everything else in this article, can be disabled individually by user-type or disabled entirely if it’s not needed.
-* <b>Reminder Emails</b> are sent to students and consultants to remind them of upcoming appointments. Just like confirmations, this can be configured separately for students and consultants. You can set the exact time reminder emails are sent each day, either the night before or a custom time in the morning. Reminders can also be disabled for students, consultants, or both.
+References:<br>
+* <b>Twig</b>
+::Twig and Twig Tags are used extensively throughout emails. This includes simple elements, like using <nowiki>{{Student.First_Name}}</nowiki> to display a student's first name dynamically, to more advanced logic determine exactly what text is included in each email. This article will be referencing Twig, but will not being going into detail. For more information on this topic, take a look at our dedicated [[TracCloudGuideProfilePrefsTwig|Twig Guide]].
+::In the top right corner of your 'Emails' menu is an 'Email Tags' list. This provides quick access to all of your available tags for these emails, which can also be clicked and dragged into text fields to populate them automatically.<br><br>
+* <b>Previewing Emails</b>
+::Every email in this menu has a <i>Preview</i> button to see how your email will display when it's sent. It is required to preview emails before saving any changes.<br><br>
+<b>Select an email type below to learn more.</b>
+<hr>
+<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big>Confirmation Emails</big></div><div class="mw-collapsible mw-collapsed">
+<br><br>
+<b>Confirmation Emails</b> are sent to Students, Consultants, and an optional third address when an appointment is booked. Consultants and Students can receive unique versions of this email, depending on the information required for either party. You can also decide whether the email is sent the moment the appointment is booked, later in the night, or at a specific time in the morning.
+[[File:6124574.png|900px]]<br><br>
+* <b>Send Confirmation Emails</b>
+::Disable this email, send immediately upon Appointment being booked, or send in a batch that night or the next morning at a time of your choice.
+* <b>Student/Consultant confirmation email subject</b>
+::The subject line of the email, supports Twig Tags just like the body of the email.
+* <b>Student/Consultant confirmation email</b>
+::The body of the email to be sent to Students/Consultants.
+* <b>Student/Consultant confirmation SMS Msg</b>
+::A separate message sent to the Student/Consultant's phone. Requires [[TracCloudTA|Text Alerts Module.]]
+* <b>CC the Center on Student/Consultant confirmation emails</b>
+::This option will send a copy of this email to your Profile email address if available.
+* <b>Send Confirmation to Consultant Also</b>
+::Allows you to independently disable the Consultant confirmation email, if they're more likely to rely on other resources to see their appointments for the day.
+[[File:7970512.png|900px]]<br><br>
+* <b>Send Additional Email on New Appointment</b>
+::This allows you to enable one more Confirmation email to be sent to the email address defined below.
+* <b>Additional confirmation email address</b>
+::In the example above, we're using a Custom Field in the student's profile that contains their Assigned Advisor's email address. We can also choose to have a static email address in this field instead.
+* <b>Additional confirmation email subject</b>
+::Just like the standard Confirmation emails, we can write out our custom subject line...
+* <b>Additional confirmation email</b>
+::...and the email body itself.
+</div>
+<hr>
+<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big>Reminder Emails</big></div><div class="mw-collapsible mw-collapsed">
+<br><br>
+<b>Reminder Emails</b> are sent to Students and Consultants to remind them of upcoming appointments. Just like confirmations, this can be configured separately for students and consultants. You can set the exact time reminder emails are sent each day, either the night before or a custom time in the morning. Reminders can also be disabled for students, consultants, or both.
+[[File:3003554.png|900px]]<br><br>
-* <b>Cancellation Emails</b> will be sent to students and consultants immediately upon appointment cancellation. Each user-type will receive a unique email with information about the cancelled appointment.
+* <b>Send Reminders Emails</b>
+::Disable Reminder emails, or choose to send them the night before or the morning of the Appointment date at a specified time.
-* <b>Missed Appointment Emails</b> are sent to the student when an appointment is missed. This email can be sent the evening of, or the day after the appointment should've taken place.
-* <b>Consultant Schedule Summary Emails</b> will be sent to consultants the evening before or the morning of their schedule appointments. This single email can contain information about multiple upcoming appointments, rather than receiving individual emails for each appointment.
+* <b>Student/Consultant reminder email subject</b>
+::The subject line of the email, supports Twig Tags just like the body of the email.
-* <b>Visit and Visit Duration Notification Emails</b>. Visit reasons can be configured with a “Notify Time Expired” setting. When that time limit is reached, an email can be sent to the center, consultant, or a specific email address automatically. This menu also allows you to configure an email that will be sent out after students conclude their visit.
-* <b>Send Visit Notes to Coach, Advisor, or Student</b> can be manually sent to faculty, coaches, or students after a visit takes place, containing visit notes and other information about their visit. The prompt to send this email can appear on the students' individual visit entry pages or during the log-out process.
+* <b>Student/Consultant reminder email</b>
+::The body of the email to be sent to Students/Consultants.
-* <b>Resource Checkout Emails</b> are the emails sent upon a resource being checked our or marked as overdue. Overdue emails can repeat for each day the resource isn't returned.
-* <b>Profile Email Address</b> is the address that all emails from this profile will be sent from.
+* <b>Student/Consultant reminder SMS Msg</b>
+::A separate message sent to the Student/Consultant's phone. Requires [[TracCloudTA|Text Alerts Module.]]
+* <b>CC the Center on Student/Consultant reminder emails</b>
+::This option will send a copy of this email to your Profile email address if available.
-* <b>Include iCal attachments</b> enables calendar attachments for your emails. These can be added to a user's personal calendar, but this is only a one-way communication.
-==Customizing Emails==
+* <b>Send Reminder to Consultant Also</b>
-Let’s start by customizing our confirmation email as an example. Once you understand how this email works, most of the others will immediately make sense in comparison.
+::Allows you to independently disable this email for Consultants. This is typically disabled if you plan to use Consultant Schedule Summary Emails instead.
-<br>
+</div>
-[[File:6k5k64hh4474k54k4.png|800px]]
+<hr>
+<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big>Cancellation Emails</big></div><div class="mw-collapsible mw-collapsed">
 <br><br>
-* <b>Send Confirmation Emails:</b>
+<b>Cancellation Emails</b> will be sent to Students and Consultants immediately upon appointment cancellation. Each user-type will receive a unique email with information about the cancelled appointment.
-This determines when or if this email gets sent out. Typically, this will be set to "Immediate," so once the appointment is booked, the confirmation emails are already being sent out. However, you may prefer to send them all at once later at night or a custom time the next morning.
+[[File:8745743.png|900px]]<br><br>
+* <b>Send Cancellation Emails</b>
+::Enable or disable this email type.
+* <b>Student/Consultant cancellation email subject</b>
+::The subject line of the email, supports Twig Tags just like the body of the email.
+* <b>Student/Consultant cancellation email</b>
+::The body of the email to be sent to Students/Consultants.
+* <b>Student/Consultant cancellation SMS Msg</b>
+::A separate message sent to the Student/Consultant's phone. Requires [[TracCloudTA|Text Alerts Module.]]
-* <b>Email Subject and Email Contents</b>
-This email can be written out to include anything you can think of, from basic information about the appointment to more in-depth instructions on joining online sessions. This is completely up to you.
-In the email contents, we can include <b>email tags</b> to dynamically pull the data we want to include. For example, if we want to include the student's name in the introduction, we can simply type "Hello, <nowiki>{{Student.First_Name}}</nowiki>," which will automatically pull the student's first name when sent.
+* <b>CC the Center on Student/Consultant cancellation emails</b>
+::This option will send a copy of this email to your Profile email address if available.
-To view a list of available tags and easily add them to your email, there's a button above the email settings. When selected, you will be provided a list of tags that can be used. You can even click and drag these tags into the email box to add them to your message. You can hover your mouse over custom field tags to see the corresponding field name, as seen in the screenshot below.
+</div>
-<br>
+<hr>
-[[File:Yu654jh52gff235gh.png|800px]]
+<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big>Missed Appointment Emails</big></div><div class="mw-collapsible mw-collapsed">
 <br><br>
-For more specific Twig instructions and a list of email tags, take a look at our Twig article.
+<b>Missed Appointment Emails</b> are sent to the Student when an Appointment is missed. This email can be sent the evening of, or the day after the appointment should've taken place.
+[[File:1187829.png|900px]]<br><br>
+* <b>Send Missed Appointment Emails</b>
+::Disable, or choose when this email is sent.
+* <b>Change missed appointment to Status</b>
+::When this process runs, it will automatically change the appointment status if there's no corresponding visit record. This setting determines what status the appointment is set to, which will typically be the same as your Profile 'Status for missed' definition.
+* <b>within x Minutes before/after appointment time</b>
+::A time buffer can be assigned here to determine when an appointment should be counted as 'Missed' if there's a Visit record in close proximity. For example, if a student has a 9:00am Appointment, but they started their Visit at 9:05am, we probably shouldn't mark this Appointment as missed, but if the Student is 25-minutes late, maybe that does qualify as a 'Miss' for your campus. 30-minutes in both fields is what most campuses tend to start with.
+* <b>Student appointment missed email subject</b>
+::The subject line of the email, supports Twig Tags just like the body of the email.
+* <b>Student appointment missed email</b>
+::The body of the email to be sent to Students.
+* <b>Student appointment missed SMS Msg</b>
+::A separate message sent to the Student's phone. Requires [[TracCloudTA|Text Alerts Module.]]
-* <b>Preview</b>
-Each email field also has a Preview button, which allows you to see what the email will look like and make sure that there aren’t any formatting errors. This will need to be selected prior to saving.
+* <b>CC the Center on Student appointment missed emails</b>
+::This option will send a copy of this email to your Profile email address if available.
-==Consultant Schedule Summary==
+</div>
-The Schedule Summary will include information about each of the consultant's upcoming appointments. What differentiates this email template from others is that the Schedule Summary is written in three different sections. You can write the opening/top of the email, the repeating text box for appointment information, and the final/closing text.
+<hr>
+<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big>Consultant Schedule Summary Emails</big></div><div class="mw-collapsible mw-collapsed">
+<br><br>
+<b>Consultant Schedule Summary Emails</b> will be sent to consultants the evening before or the morning of their schedule appointments. This single email can contain information about multiple upcoming appointments, rather than receiving individual emails for each appointment. You can write the opening/top of the email, the repeating text box for appointment information, and the final/closing text.
 <br>
-[[File:64857bev6u45ef75.png|800px]]
+[[File:9332607.png|900px]]
 <br><br>
+* <b>Send Consultant Schedule Summary Emails</b>
+::Disable this email, or send in a batch the night before or the morning of their appointments at a time of your choice.
+* <b>Consultant schedule email subject</b>
+::The subject line of the email, supports Twig Tags just like the body of the email.
 * <b>Consultant schedule email (top section)</b>
-This text will always be placed at the top of the email, frequently used for greetings or instructions.
+::This text will always be placed at the top of the email, frequently used for greetings or instructions.
+* <b>1-on-1 appointment (appointments, repeats)</b>
+::This text will repeat for each of their upcoming appointments (the next day, or day of depending on when they're being sent). If the consultant has 4 appointments today/tomorrow, this section will repeat 4 times with information about each one, with the exception of Group Appointments...
+* <b>Group appointments</b>
+::Since you probably don't need to repeat the time, subject, center, and so on for each appointment of a group session, you can use this to format those sessions differently than 1-on-1's.
+:::* <b>group appointment start (appointments, repeats)</b>
+::::Use this to write out the non-student-specific information. Time, Center, Subject, Location, etc. Will display once for each Group Session.
+:::* <b>group line</b>
+::::Use this to write out the student-specific information. Student name, email address, subject if you're allowing to students to book the same session for different topics. This will repeat for each Appointment within a Group Session.
+:::* <b>end of group</b>
+::::This concludes the Group Session summary. Typically a couple line breaks or a horizontal line like in the example above.
-* <b>Consultant schedule email (appointments, repeats)</b>
-This text will repeat for each of their upcoming appointments (the next day, or day of depending on when they're being sent). If the consultant has 4 appointments today/tomorrow, this section will repeat 4 times with information about each one.
 * <b>Consultant schedule email (bottom)</b>
-This text will appear at the very bottom of the email, below all appointment information, and won't repeat.
+::This text will appear at the very bottom of the email, below all appointment information, and won't repeat.
+* <b>CC the Center on Consultant schedule reminder emails</b>
+::This option will send a copy of this email to your Profile email address if available.
+</div>
+<hr>
+<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big>Visit and Visit Duration Notification Emails</big></div><div class="mw-collapsible mw-collapsed">
+<br><br>
+<b>Visit and Visit Duration Notification Emails</b>. Visit reasons can be configured with a “Notify Time Expired” setting. When that time limit is reached, an email can be sent to the center, consultant, or a specific email address automatically. This menu also allows you to configure an email that will be sent out after students conclude their visit.
+[[File:8827877.png|900px]]<br><br>
+* <b>Send Visit Duration Notification Emails</b>
+::Choose whether or not to send notification emails when the Visit Time limit of a particular Reason is reached. [[TracCloudGuideProfileReasons|More information.]
+* <b>Visit duration notification email subject</b>
+::The subject line of the email, supports Twig Tags just like the body of the email.
+* <b>Visit duration notification email</b>
+::The body of the email to be sent to your selected users.
+* <b>Send Visit Email after Visit Conclusion</b>
+::Choose whether or not an email should be sent when a Student logs out of a Center.
+* <b>Visit email address</b>
+::Choose what email address receives this email. This can be a static email address, or dynamic with a Twig Tag as seen above. This can be used to send a summary of a visit to the Student themselves, their Tutor or Assigned Advisor, a Faculty member, or another email address entirely.
-==Send Visit Notes to Coach or Advisor==
-This email contains information about a specific visit that can be sent to faculty, advisors, or even students. This is typically used if you want to let a faculty member know how a visit went, or if you wanted to forward a copy of the visit information to the student or their advisor. This email type also has some specific tags that aren't available in other emails, "Visit Fields." More information on these tags can be found in our Twig article.
+* <b>Visit email subject</b>
-<br>
+::The subject line of the email, supports Twig Tags just like the body of the email.
-[[File:35jh34h35hg35jh3.png|800px]]
+* <b>Visit email</b>
+::The body of the email to be sent to Students/Consultants.
+</div>
+<hr>
+<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big>Send Visit Notes to Coach, Advisor or Student</big></div><div class="mw-collapsible mw-collapsed">
 <br><br>
+<b>Send Visit Notes to Coach, Advisor or Student</b> can be used to send visit information to any of the previously named users, or more. The prompt to send this email can appear on individual visit records to be selected by staff, or it can be automatically initiated during visit conclusion. One of the most common uses for this feature is for Consultants to send their Visit Notes (and general Visit information) to faculty.
+[[File:2376358.png|900px]]<br><br>
 * <b>Activate send notes option on visit entry screen</b>
-If enabled, users with the appropriate permissions will be able to send this email via a button contained within each visit record.
+::If enabled, users with the appropriate permissions will be able to send this email via a button contained within each visit record.
-[[File:6j64h43h35j36j3.png|450px]]
+::[[File:6j64h43h35j36j3.png|500px]]
 * <b>Activate send notes option on KIOSK visit exit</b>
-If enabled, users with the appropriate permissions will be able to send the email with a checkbox during the log out process.
+::If enabled, this email will be sent immediately upon visit logout.
+* <b>Send Visit Notes - Email Subject</b>
+::The subject line of the email, supports Twig Tags just like the body of the email.
+* <b>To Address of Recipient of the Notes</b>
+::This controls which user these emails will be sent to.
+::<span style="color:#ff0000"><nowiki>{{Faculty.Email}}</nowiki></span> for Faculty<br>
+::<span style="color:#ff0000"><nowiki>{{Student.Email}}</nowiki></span> for Students<br>
+::<span style="color:#ff0000"><nowiki>{{Consultant.Email}}</nowiki></span> for Consultants or Advisors<br>
+::Static email addresses, Twig Tags pointing to Custom Fields, and semi-colons for multiple email addresses can also be used.
+* <b>'Who' Label of the Button for Sending the Notes</b>
+::The label/name of the button, as seen in the “Activate send notes” screenshot.
+* <b>Send Visit Notes email</b>
+::The body of the email to be sent to your selected users.
+</div>
+<hr>
+<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big>Send Visit Notes to Coach, Advisor or Student</big></div><div class="mw-collapsible mw-collapsed">
+<br><br>
+<b>Resource Checkout Emails</b> are the emails sent upon a resource being checked our or marked as overdue. Overdue emails can repeat for each day the resource isn't returned.
+[[File:3583722.png|900px]]<br><br>
+* <b>Send Overdue Emails</b>
+::Disable this email, or choose what time it should be sent.
+* <b>Student resource overdue email subject</b>
+::The subject line of the email, supports Twig Tags just like the body of the email.
+* <b>Resource overdue email</b>
+::The body of the email to be sent to Students.
+* <b>Resource overdue SMS Msg</b>
+::A separate message sent to the Student's phone. Requires [[TracCloudTA|Text Alerts Module.]]
+* <b>CC the Center on Resource overdue emails</b>
+::This option will send a copy of this email to your Profile email address if available.
+* <b>Send additional overdue emails daily</b>
+::Resend the above email on a daily basis if the Resource is not returned.
-* <b>On KIOSK Exit, Send Notes button will be checked by default</b>
-This controls whether the above option is checked by default or not.
-* <b>To Address</b>
+* <b>Student resource confirmed subject</b>
-This controls which user these emails will be sent to.
+::This email is sent immediately upon Resource checkout. This option effects the subject line of the email, which supports Twig Tags just like the body of the email.
-<span style="color:#ff0000"><nowiki>{{Faculty.Email}}</nowiki></span> for Faculty<br>
-<span style="color:#ff0000"><nowiki>{{Student.Email}}</nowiki></span> for Students<br>
-<span style="color:#ff0000"><nowiki>{{Consultant.Email}}</nowiki></span> for Consultants or Advisors<br>
-* <b>'Who' Label</b>
+* <b>Resource confirm email</b>
-The label/name of the button, as seen in the “Activate send notes” screenshot.
+::The body of the email to be sent to Students.
+* <b>Resource confirm SMS Msg</b>
+::A separate message sent to the Student's phone. Requires [[TracCloudTA|Text Alerts Module.]]
+* <b>CC the Center on confirmation emails</b>
+::This option will send a copy of this email to your Profile email address if available.
+</div>
+<hr>
+* <b>Profile Email Address</b> is the address that all emails from this profile will be sent from. This is also the address used for "CC the center on..." settings.
+* <b>Include iCal attachments</b> enables calendar attachments for your emails. These can be added to a user's personal calendar, but this is only a one-way communication.
 |}

TracCloudGuideProfilePrefsEmails: Difference between revisions

From Redrock Wiki

Revision as of 17:21, 15 April 2022

Profile Preferences

Prefs