Emails: Difference between revisions

The Center Profile Prefs: Emails Tab is where the majority of email messages/formats are defined. Each of the following preferences that contain a blue (…) button that when clicked, contains an area where emails can be customized, designed and formatted for different user groups. Use the tables located at the end of this section as reference to format these emails.

Helpful Tip: Each of the fields that contain the actual body of emails being sent out (…) can be expanded by clicking on the triangle in the bottom right corner of the text field.

Email schedule summary to Consultant

If activated, Consultants will receive emails containing their schedule summary or a summary of their scheduled Appointments.

Email confirmation to Consultant

If activated, Consultants will receive individual email confirmations for each of their appointments. The sending of these emails is dependent on the Automated Event “send Email Reminders”. These reminder/confirmation emails will be sent whenever this automated event is set to run (typically on a daily/nightly basis after closing hours).

Email cancellation to Consultant

If activated, Consultants will receive emails in regards to appointments that have been cancelled.

Consultant Schedule Summary (…)
The Consultant Schedule Summary preference contains an area where the Consultant Schedule Summary email message and format can be modified. Here is an example of a correctly formatted Consultant Session Summary:

Dear #tfirst#,

You have the following appointments scheduled for #apptfulldate#.

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#appttime#, #first# #last#, #phone#, #email#

#subject#, #reason#

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Please be sure to enter your evaluation notes following each session.

Thank you,
Student Support Services

The message has 3 clearly identified sections that are separated by the Less Than Greater Than symbols.

When your Consultant Session Summary is formatted correctly, your Consultants will receive nightly emails listing their upcoming appointment schedule.

Consultant email subj:

The Consultant email subj preference will contain the Subject of your Consultant Schedule Summary email message.

Confirmations and Cancellations are BCC (not CC)

This preference, if activated, will send both Confirmation and Cancellations emails as BCC or blind carbon copies, as opposed to CC, or just carbon copies. Activating this preference will proceed to hide email addresses contained in the Address fields.

Note Any preference that includes SMS refers to Text Messaging functions, these functions are available via our Text Alerts module.

Email (and SMS text) reminder to Student, and (_) create message

Activating this preference will allow students to receive Appointment reminder emails for any upcoming appointments the student may have scheduled. The sending of these emails is dependent on the Automated Event “send Email Reminders”. These reminder/confirmation emails will be sent whenever this automated event is set to run (typically on a daily/nightly basis after closing hours). The create message field determines whether this message will also be sent within your Trac system.

Email confirmation (and SMS text) to Student, and (_) create message

Activating this preference will allow students to receive Appointment Confirmation emails as appointments are booked. The system will send emails to the email address listed in the student’s record or profile. The create message field determines whether this message will also be sent within your Trac system.

Student reminder subj:
The Student reminder subj preference will contain the Subject of your Student Reminder email messages. Here is an example from our Redrock Demo site that illustrates the ability to use email codes within the subject line:

Student reminder email (…)

The Student Reminder Email preference contains an area where the Student Reminder email message and format can be modified. Here is a sample Student Reminder email that illustrates the use of the # and everything in between the pound signs will be replaced with the appropriate data.

Dear #first#
You have scheduled an appointment with #tutor# on #apptdate# at #appttime#.

Student reminder SMS (…)

The Student Reminder SMS preference contains an area where the Student Reminder TEXT message and format can be modified. Here is a sample Student Reminder Text message:

Appt Reminder #apptcenter# at #appttime#

Consultant Reminder SMS (…)

The Consultant Reminder SMS preference contains an area where the Consultant Reminder TEXT message and format can be modified. Here is a sample Consultant Reminder Text message:

Appt Reminder #apptcenter# at #appttime# with #student#

Student confirmation SMS (…)

The Student Confirmation SMS preference contains an area where the Student Confirmation TEXT message and format can be modified. Here is a sample Consultant Reminder Text message:

Appt Confirmed #apptcenter# on #apptdate# as #appttime#

Consultant confirmation SMS (…)

The Consultant Confirmation SMS preference contains an area where the Consultant Confirmation TEXT message and format can be modified. Here is a sample Consultant Confirmation Text message:

Appt Confirmed #apptcenter# at #appttime# with #student#

Email cancellation to student, and (_) create message

Activating this preference will determine whether or not Cancellation emails are being sent to students. The create message field determines whether this message will also be sent within your Trac system.

Student cancellation subj:

The Student cancellation subj preference will contain the Subject of your Student cancellation email messages. Here is an example from our Redrock Demo site that illustrates the ability to use email codes within the subject line:

#student# Appointment Cancellation #apptcenter#

Student cancellation email (…)

The Student Cancellation preference contains an area where the Student Cancellation email message and format can be modified. Here is a sample Student cancellation email message:

Dear #first#
You have cancelled an appointment with #tutor# on #apptdate# at #appttime#.

Student Cancellation SMS (…)

The Student Cancellation SMS preference contains an area where the Student Cancellation TEXT message and format can be modified. Here is a sample Consultant Reminder Text message:

Appt CANCELLED #apptcenter# on #apptdates# at #appttime#

Consultant Cancellation SMS (…)

The Consultant Cancellation SMS preference contains an area where the Consultant Cancellation TEXT message and format can be modified. Here is a sample Consultant Cancellation Text message:

Appt CANCELLED #apptcenter# on #apptdates# at #appttime# with #student#

Student Missed email (…)

The Student Missed preference contains an area where the Student Missed email message and format can be modified. Here is a sample Student Missed email message:

Dear #first#
You have missed an appointment with #tutor# on #apptdate# at #appttime#.

Student Missed SMS (…) (…)

The Student Missed SMS preference contains an area where the Student Missed TEXT message and format can be modified. Here is a sample Student Missed Text message:

Appt MISSED #apptcenter# on #apptdates# at #appttime#

Center’s email address

The Center’s email address field may contain an email address assigned for your Center. This email address can be set up to receive all confirmation, cancellation, and missed email notifications for all subcenters under a particular Center Profile.

Send immediate:

The Send Immediate preference, if activated, will send all emails immediately. The dropdown menu to the right of this preference determines the format of all emails sent and received.

1 - TEXT/HTML/ICAL -> This preference will allow emails to be formatted via text, html coding, and lastly via iCal attachments for Appointment Confirmations and Cancellations. The iCal attachment allows your Trac system schedule items to transfer over to a MS Outlook, Google, or Apple Calendar. Keep in mind, however, that this is a one way road, and items from MS Outlook, Google, and Apple cannot be sent to your Trac system calendar as Availabilities cannot be translated.
2 - HTML/TEXT -> This preference will allow for both Text and HTML coding in regards to email formatting.
3 – HTML -> This preference will allow only HTML coding in regards to email formatting.
4 – TEXT -> This preference will allow emails to be sent out only in Text format.

Email summary to Center

Activating this preference will email Consultant Schedule Summaries to the Center email address listed above in the “Center’s email address” field.

Email cancellations to Center

Activating this preference will email Appointment cancellations to the Center email address listed above in the “Center’s email address” field.

Email missed messages to Center

Activating this preference will send Missed Appointment notifications to the Center email address listed above in the “Center’s email address” field.

Send reminders for repeating appointments

Activating this preference will send Email reminders out for repeating or recurring appointments.

Visit Duration Notification

If your center utilizes Reasons that have notification times associated with them (auto-logout or warning after a certain amount of time), this preference contains an area where you can define the email message that is sent to your students. If you want to edit the Reason preferences that determine the length of time and the desired recipient of the message.

Send Visit Notes to Coach or Advisor

Activate send notes option on visit entry (also requires Group Pref: Send Notes)

Activating this preference will proceed to include the “send notes” option during the Visit Entry process or during the Login process. The send notes option will send an email containing any Notes that either consultant or student has entered into the Visit Record.

Activate send notes option on visit exit (also requires Group Pref: Send Notes)

Activating this preference will proceed to include the “send notes” option during the Visit Entry process or during the Login process. The send notes option will send an email containing any Notes that either consultant or student has entered into the Visit Record.

Send notes button will be checked by default

Activating this preference will automatically check the “send notes” option, by default.

Message (…)

The Message preference contains an area where the “send notes” email message can be modified. Here is an example:

Coach,

#student# visited the center on #visitdate# at #visittime#, we had a great session and here are the notes for that session:

#visitnotes#

If you have any question , please contact the center

Thank you,

Tutoring Center

Subject
The Subject preference will contain the Subject of your “send notes” email messages. Here is an example:

Message to Coach regarding #student# visit

To Address (…)
The Adress preference will contain the email of who will receive the “send notes” email messages.

‘Who’ Label:
The ‘Who’ Label field determines what follows after the “send notes to” option. If we are sending visit notes to an Advisor or Coach, we can enter for example “Advisor”. The option will then read “Send notes to Advisor” upon Visit Entry or Exit.

Email Tags

Everything in between the pound signs will be replaced with the appropriate data.

Student Fields

Student Full Name (last, first) -------------------------------- #student#

Student Full Name (first last) --------------------------------- #firstlast#

Student First Name --------------------------------------------- #first#

Student Last Name ---------------------------------------------- #last#

Student ID ----------------------------------------------------- #studentID#

Student Formatted ID ------------------------------------------- #formattedID#

Student Other ID ----------------------------------------------- #barcode#

Student Handle ------------------------------------------------- #Account#

Student Street ------------------------------------------------- #Address#

Student City --------------------------------------------------- #City#

Student State -------------------------------------------------- #State#

Student Zip ---------------------------------------------------- #Zip#

Student Street, City, State, Zip ------------------------------- #fullAddress#

Student Email -------------------------------------------------- #studentEmail#

Student Home Phone --------------------------------------------- #phone#

Student Work Phone --------------------------------------------- #phone2#

Student Text Message Address ---------------------------------- #txtMsgAddress#

Student Gender ------------------------------------------------- #gender#

Student Birthdate ---------------------------------------------- #birthdate#

Student Ethnicity ---------------------------------------------- #ethnicity#

Student Class -------------------------------------------------- #class#

Student College ------------------------------------------------ #college#

Student Cohort ------------------------------------------------- #cohort#

Student Major -------------------------------------------------- #major#

Student Grad_Und ----------------------------------------------- #gradund#

Student GPA ---------------------------------------------------- #GPA#

Student Accumulated Hours -------------------------------------- #TotalHours#

Student Graduation Date ---------------------------------------- #GradDate#

Student Graduation Degree -------------------------------------- #GradDegree#

Student Condition Code ----------------------------------------- #CondCode#

Student Flag Text ---------------------------------------------- #FlagText#

Student Special Status ----------------------------------------- #status#

Student ReferredBy --------------------------------------------- #referredby#

Student HS Name ------------------------------------------------ #HSName#

Student Degree Goal -------------------------------------------- #degree#

Student Custom Field1 ------------------------------------------ #Field1#

Student Custom Field2 ------------------------------------------ #Field2#

Student Custom Field3 ------------------------------------------ #Field3#

Student Custom Field4 ------------------------------------------ #Field4#

Student Custom Field5 ------------------------------------------ #Field5#

Student Custom Field6 ------------------------------------------ #Field6#

Student Custom Field7 ------------------------------------------ #Field7#

Student Custom Field8 ------------------------------------------ #Field8#

Student Custom Field9 ------------------------------------------ #Field9#

Student Custom Field10 ----------------------------------------- #Field10#

Consultant Fields

Consultant Full Name ------------------------------------------- #tutor#

Consultant Full Name ------------------------------------------- #advisor#

Consultant Full Name ------------------------------------------- #counselor#

Consultant Full Name ------------------------------------------- #Staff#

Consultant First Name ------------------------------------------ #afirst#

Consultant First Name ------------------------------------------ #tfirst#

Consultant Last Name ------------------------------------------- #alast#

Consultant Last Name ------------------------------------------- #tlast#

Consultant Alternate Name -------------------------------------- #AltName#

Consultant Email ----------------------------------------------- #tutoremail#

Consultant Email ----------------------------------------------- #advisoremail#

Consultant Email ----------------------------------------------- #staffemail#

Consultant Phone ----------------------------------------------- #tutorPhone#

Consultant Phone ----------------------------------------------- #advisorPhone#

Consultant Phone ----------------------------------------------- #staffPhone#

Consultant CellPhone ------------------------------------------- #tutorPhone2#

Consultant CellPhone ------------------------------------------- #tutorCellPhone#

Consultant CellPhone ------------------------------------------- #advisorCellPhone#

Consultant CellPhone ------------------------------------------- #staffCellPhone#

Consultant WorkPhone ------------------------------------------- #tutorWorkPhone#

Consultant WorkPhone ------------------------------------------- #advisorWorkPhone#

Consultant Pager ----------------------------------------------- #tutorPager#

Consultant Pager ----------------------------------------------- #advisorPager#

Consultant Pager ----------------------------------------------- #staffPager#

Consultant Location -------------------------------------------- #tLocation#

Consultant Location -------------------------------------------- #aLocation#

Consultant Location -------------------------------------------- #sLocation#

Consultant Notes2 ---------------------------------------------- #tutorNotes#

Consultant Notes2 ---------------------------------------------- #advisorNotes#

Consultant Notes2 ---------------------------------------------- #staffNotes#

Current Date Fields

Current Date --------------------------------------------------- #date#

Current Time --------------------------------------------------- #time#

Current Day of Week -------------------------------------------- #apptday#

Appointment Fields

Appointment Location ------------------------------------------- #apptlocation#

Appointment Status --------------------------------------------- #ApptStatus#

Appointment Full Date ------------------------------------------ #apptfulldate#

Appointment Date ----------------------------------------------- #apptdate#

Appointment Time ----------------------------------------------- #appttime#

Recurring Appointment Start Date ------------------------------- #firstApptDate#

Recurring Appointment End Date --------------------------------- #lastApptDate#

Appointment Start Time ----------------------------------------- #apptstarttime#

Appointment End Time ------------------------------------------- #apptendtime#

Appointment Day of Week ---------------------------------------- #apptday#

Appointment Center --------------------------------------------- #apptcenter#

Appointment Subject -------------------------------------------- #apptsubject#

Appointment Reason -------------------------------------------- #apptreason#

Appointment Notes ---------------------------------------------- #apptnotes#

Appointment Duration ------------------------------------------- #apptduration#

Appointment Custom Field --------------------------------------- #apptCust1#

Appointment Fund ----------------------------------------------- #apptfund#

Appointment Total Missed --------------------------------------- #missedApptTotal#

Availability Fields

Availability Location ------------------------------------------ #availlocation#

Center Fields

Center Name ---------------------------------------------------- #center#

Center Sequence ------------------------------------------------ #centerID#

Profile Name --------------------------------------------------- #profileCenter#

Survey Fields

Survey Response Sequence --------------------------------------- #responseID#

Survey Sequence ------------------------------------------------ #surveyID#

Visits Fields

Visit Date In -------------------------------------------------- #dateIn#

Visit Date Out ------------------------------------------------- #dateOut#

Visit Time In -------------------------------------------------- #visitTime#

Visit Time Out ------------------------------------------------- #timeOut#

Visit Total Time ----------------------------------------------- #duration#

Visit Day of Week ---------------------------------------------- #visitday#

Visit Subject -------------------------------------------------- #subject#

Visit Reason --------------------------------------------------- #reason#

Visit Custom Field1 -------------------------------------------- #Custom1#

Visit Custom Field2 -------------------------------------------- #Custom2#

Visit Custom Field3 -------------------------------------------- #Custom3#

Visit Custom Field4 -------------------------------------------- #Custom4#

Visit Custom Field5 -------------------------------------------- #Custom5#

Visit Custom Field6 -------------------------------------------- #Custom6#

Visit Custom Field7 -------------------------------------------- #Custom7#

Visit Custom Field8 -------------------------------------------- #Custom8#

Visit Notes ---------------------------------------------------- #visitnotes#

Visit Student Remarks ------------------------------------------ #visitStudRemarks#

Resources

Resource Barcode ----------------------------------------------- #resID#

Resource Title ------------------------------------------------- #resTitle#

Resource Description ------------------------------------------- #resDescrioon#

Resource Due Date ---------------------------------------------- #resDueDate#

Resource LastDateOut ------------------------------------------- #resDateOut#

Resource LastTimeOut ------------------------------------------- #resTimeOut#

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