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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.
- 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.
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