TracCloud: Emails

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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.


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 determining 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. The preview will show the most recent record of that time in the system by default, you can specify a different record to use as an example by clicking the "Sequence #" button the preview window.

  • Loading Default Emails
Most email prefs here offer a default that you can load, either to use as-is or as a template to build off of. Click the clipboard icon next to your email to load the default email format.

Select an email type below to learn more.


Confirmation Emails

Reminder Emails

Cancellation Emails

Missed Appointment Emails

Auto Cancellation Emails from Student Cancellations

Auto Cancellation Emails from Student Misses

Consultant Schedule Summary Emails

Visit and Visit Duration Notification Emails

Send Visit Notes to Coach, Advisor or Student

Resource Checkout Emails

Workshops

  • 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 Profile 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.

Other Email Articles
Not all of TracCloud's email-related settings are found in your Profile Prefs. Here are some quick links to other email settings:

Mail Servers - Looking to start using TracCloud's email capabilities, but don't have an email server setup yet? Start here.

Email Templates - Write an email as a template, and re-use it as needed when manually sending emails to Students and Staff.

Notifications - Send Notifications to Students, displayed in TracCloud directly or sent over email.

SurveyTrac Module - Send Students Surveys over email when their visit concludes, batch send to entire lists, and more.

TextAlerts Module - Send Students and Staff a text message along with their email.