TracCloud: Emails - Revision history

Redrock at 18:29, 7 April 2026

2026-04-07T18:29:13Z

← Older revision		Revision as of 18:29, 7 April 2026
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	<!-------------------------------------------- Confirmations -------------------------------------------->		<!-------------------------------------------- Confirmations -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~>Confirmation Emails~~</big>~~</div><div class="mw-collapsible mw-collapsed">		<div class='collapsible'>Confirmation Emails</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<br><br>
	<b>Confirmation Emails</b> are sent to [[TracCloudGuideListingsStudents\|Students]], [[TracCloudGuideProfileStaff\|Consultants]], and an optional third address when an [[TracCloudGuideListingsAppts\|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.		<b>Confirmation Emails</b> are sent to [[TracCloudGuideListingsStudents\|Students]], [[TracCloudGuideProfileStaff\|Consultants]], and an optional third address when an [[TracCloudGuideListingsAppts\|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.
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	<!-------------------------------------------- Reminders -------------------------------------------->		<!-------------------------------------------- Reminders -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~>Reminder Emails~~</big>~~</div><div class="mw-collapsible mw-collapsed">		<div class='collapsible'>Reminder Emails</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<br><br>
	<b>Reminder Emails</b> are sent to [[TracCloudGuideListingsStudents\|Students]] and [[TracCloudGuideProfileStaff\|Consultants]] to remind them of upcoming [[TracCloudGuideListingsAppts\|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.		<b>Reminder Emails</b> are sent to [[TracCloudGuideListingsStudents\|Students]] and [[TracCloudGuideProfileStaff\|Consultants]] to remind them of upcoming [[TracCloudGuideListingsAppts\|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.
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	<!-------------------------------------------- Cancellations -------------------------------------------->		<!-------------------------------------------- Cancellations -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~>Cancellation Emails~~</big>~~</div><div class="mw-collapsible mw-collapsed">		<div class='collapsible'>Cancellation Emails</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<br><br>
	<b>Cancellation Emails</b> will be sent to [[TracCloudGuideListingsStudents\|Students]] and [[TracCloudGuideProfileStaff\|Consultants]] immediately upon [[TracCloudGuideListingsAppts\|appointment]] cancellation. Each user-type will receive a unique email with information about the cancelled appointment.		<b>Cancellation Emails</b> will be sent to [[TracCloudGuideListingsStudents\|Students]] and [[TracCloudGuideProfileStaff\|Consultants]] immediately upon [[TracCloudGuideListingsAppts\|appointment]] cancellation. Each user-type will receive a unique email with information about the cancelled appointment.
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	<!-------------------------------------------- Missed -------------------------------------------->		<!-------------------------------------------- Missed -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~>Missed Appointment Emails~~</big>~~</div><div class="mw-collapsible mw-collapsed">		<div class='collapsible'>Missed Appointment Emails</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<br><br>
	<b>Missed Appointment Emails</b> are sent to the [[TracCloudGuideListingsStudents\|Student]] when an [[TracCloudGuideListingsAppts\|Appointment]] is missed. This email can be sent the evening of, or the day after the appointment should've taken place.		<b>Missed Appointment Emails</b> are sent to the [[TracCloudGuideListingsStudents\|Student]] when an [[TracCloudGuideListingsAppts\|Appointment]] is missed. This email can be sent the evening of, or the day after the appointment should've taken place.
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	<!-------------------------------------------- Auto Cancel -------------------------------------------->		<!-------------------------------------------- Auto Cancel -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~>Auto Cancellation Emails from Student Cancellations~~</big>~~</div><div class="mw-collapsible mw-collapsed">		<div class='collapsible'>Auto Cancellation Emails from Student Cancellations</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<br><br>
	<b>Student auto cancellation emails</b> will be sent only if this functionality is enabled. The first two preferences in this menu allow you to define a limit for how many consecutive recurring appointments a student can cancel before TracCloud automatically cancels the entire series.		<b>Student auto cancellation emails</b> will be sent only if this functionality is enabled. The first two preferences in this menu allow you to define a limit for how many consecutive recurring appointments a student can cancel before TracCloud automatically cancels the entire series.
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	<!-------------------------------------------- Auto Miss -------------------------------------------->		<!-------------------------------------------- Auto Miss -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~>Auto Cancellation Emails from Student Misses~~</big>~~</div><div class="mw-collapsible mw-collapsed">		<div class='collapsible'>Auto Cancellation Emails from Student Misses</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<br><br>
	<b>Student auto cancellation emails</b> will be sent only if this functionality is enabled. The first two preferences in this menu allow you to define a limit for how many consecutive recurring appointments a student can miss before TracCloud automatically cancels the entire series.		<b>Student auto cancellation emails</b> will be sent only if this functionality is enabled. The first two preferences in this menu allow you to define a limit for how many consecutive recurring appointments a student can miss before TracCloud automatically cancels the entire series.
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	<!-------------------------------------------- Schedule Summary -------------------------------------------->		<!-------------------------------------------- Schedule Summary -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~>Consultant Schedule Summary Emails~~</big>~~</div><div class="mw-collapsible mw-collapsed">		<div class='collapsible'>Consultant Schedule Summary Emails</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<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.		<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.
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	<!-------------------------------------------- Visit and Duration -------------------------------------------->		<!-------------------------------------------- Visit and Duration -------------------------------------------->
	<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">		<div class='collapsible'>Visit and Visit Duration Notification Emails</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<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.		<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.
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	<!-------------------------------------------- Send Notes -------------------------------------------->		<!-------------------------------------------- Send Notes -------------------------------------------->
	<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">		<div class='collapsible'>Send Visit Notes to Coach, Advisor or Student</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<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.		<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.
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	<!-------------------------------------------- Resources -------------------------------------------->		<!-------------------------------------------- Resources -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~>Resource Checkout Emails~~</big>~~</div><div class="mw-collapsible mw-collapsed">		<div class='collapsible'>Resource Checkout Emails</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<br><br>
	<b>Resource Checkout Emails</b> contains several emails relating to [[TracCloudGuideBasicsResources\|resource]] records. Emails can be sent when an item is overdue, upon checkout, prior to the due date, prior to a reservation date, and upon return.		<b>Resource Checkout Emails</b> contains several emails relating to [[TracCloudGuideBasicsResources\|resource]] records. Emails can be sent when an item is overdue, upon checkout, prior to the due date, prior to a reservation date, and upon return.
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	<!-------------------------------------------- Workshops -------------------------------------------->		<!-------------------------------------------- Workshops -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~>Workshops~~</big>~~</div><div class="mw-collapsible mw-collapsed">		<div class='collapsible'>Workshops</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<br><br>
	<section begin="workshops" />		<section begin="workshops" />
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	<hr>		<hr>
	<~~big~~>Other Email Articles</~~big~~><br>		<b>Other Email Articles</b><br>
	Not all of TracCloud's email-related settings are found in your Profile Prefs. Here are some quick links to other email settings:		Not all of TracCloud's email-related settings are found in your Profile Prefs. Here are some quick links to other email settings:

Redrock at 23:24, 30 March 2026

2026-03-30T23:24:21Z

← Older revision		Revision as of 23:24, 30 March 2026
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	{{TracCloudGuideTabs}}		{{TracCloudGuideTabs}}
	<div class="tcWidgetPage">		<div class="tcWidgetPage">
	<div class="~~categoryWide~~">		<div class="categoryDynamic">
	{{TracCloudGuideProfileTOC}}		{{TracCloudGuideProfileTOC}}
	</div>		</div>

Redrock: Removed protection from "TracCloud: Emails"

2026-03-30T22:01:42Z

Removed protection from "TracCloud: Emails"

← Older revision	Revision as of 22:01, 30 March 2026
(No difference)

Redrock at 21:22, 3 September 2025

2025-09-03T21:22:39Z

← Older revision		Revision as of 21:22, 3 September 2025
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	::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>		::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. 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.<br><br>

	* <b>Loading Default Emails</b>		* <b>Loading Default Emails</b>

Redrock at 16:34, 29 July 2025

2025-07-29T16:34:42Z

← Older revision		Revision as of 16:34, 29 July 2025
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	{{TracCloudGuideProfileTOC}}		{{TracCloudGuideProfileTOC}}
	</div>		</div>
	<~~big><b~~>Emails</~~b></big><br~~>		<div class="pageTitle">Emails</div>

	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>		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>

Redrock at 23:20, 31 January 2025

2025-01-31T23:20:20Z

← Older revision		Revision as of 23:20, 31 January 2025
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	* <b>within x Minutes before/after appointment time</b>		* <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~~.		::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 a typical value.

Redrock at 18:46, 25 November 2024

2024-11-25T18:46:51Z

← Older revision		Revision as of 18:46, 25 November 2024
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	<b>[[TracCloudTA\|TextAlerts Module]]</b> - Send Students and Staff a text message along with their email.		<b>[[TracCloudTA\|TextAlerts Module]]</b> - Send Students and Staff a text message along with their email.

	[[Category:TracCloud]]		[[Category:TracCloud Manual]]
	</div>		</div>

Redrock: Redrock moved page TracCloudGuideProfilePrefsEmails to TracCloud: Emails

2024-11-22T22:46:29Z

Redrock moved page TracCloud: Emails to TracCloud: Emails

← Older revision	Revision as of 22:46, 22 November 2024
(No difference)

Redrock at 19:15, 18 November 2024

2024-11-18T19:15:18Z

← Older revision		Revision as of 19:15, 18 November 2024
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	Not all of TracCloud's email-related settings are found in your Profile Prefs. Here are some quick links to other email settings:		Not all of TracCloud's email-related settings are found in your Profile Prefs. Here are some quick links to other email settings:

	<b>[[~~TracCloudTechMail~~\|Mail Servers]]</b> - Looking to start using TracCloud's email capabilities, but don't have an email server setup yet? Start here.		<b>[[TracCloud:_Mail_Server\|Mail Servers]]</b> - Looking to start using TracCloud's email capabilities, but don't have an email server setup yet? Start here.

	<b>[[TracCloud:_Email_Templates\|Email Templates]]</b> - Write an email as a template, and re-use it as needed when manually sending emails to Students and Staff.		<b>[[TracCloud:_Email_Templates\|Email Templates]]</b> - Write an email as a template, and re-use it as needed when manually sending emails to Students and Staff.

Redrock at 22:45, 14 November 2024

2024-11-14T22:45:51Z

← Older revision		Revision as of 22:45, 14 November 2024
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	<b>Resource Checkout Emails</b> contains several emails relating to [[TracCloudGuideBasicsResources\|resource]] records. Emails can be sent when an item is overdue, upon checkout, prior to the due date, prior to a reservation date, and upon return.		<b>Resource Checkout Emails</b> contains several emails relating to [[TracCloudGuideBasicsResources\|resource]] records. Emails can be sent when an item is overdue, upon checkout, prior to the due date, prior to a reservation date, and upon return.

	<~~onlyinclude~~>		<section begin="resources" />
	[[File:3583722.png\|900px]]<br><br>		[[File:3583722.png\|900px]]<br><br>

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	* <b>CC the Profile on resource return confirmation emails</b>		* <b>CC the Profile on resource return confirmation emails</b>
	::This option will send a copy of this email to your Profile email address if available.<br><br>		::This option will send a copy of this email to your Profile email address if available.<br><br>
	</~~onlyinclude~~>		<section end="resources" />
	</div>		</div>
	<hr>		<hr>