TracCloud: Email Templates

Contents

Basics

Listings

Profile Prefs

Global Prefs

Tech Docs

Modules

Global Preferences

• System Preferences

• Search Availability Options

• General KIOSK Login Options

• Terms

• Student Entry Choices

• Student Photo Files

• Dashboard Charts

• Campus IP Address Blocks

• Student Lists & Watch Lists

• Document Types

• Task Types

• Email Templates

• Public / Admin Docs

• Skills / Accommodations

• Notification Types

• Welcome Messages

• Prospective Student Settings

• Confirm Bio

• Reports Management

---

• Announcements

• Custom Fields

• Grade Groups & Assignments

• Tracking Staff Payroll

• Work Plans

Email Templates
Email templates allow you to configure pre-written emails that can be easily accessed and modified when needed. These could be used for standard messages that would be frequently sent to students. Maybe a Getting Started guide, a Birthday greeting, or the contents of a notification.

An Automation folder will exist by default, this is used for Notification emails specifically. Additional folders can be manually created as needed.

To create new Email Template, click on New Template. Templates can also be organized into different folders if preferred.

• Delete

Delete the selected template. This cannot be undone, only delete the template if you’re absolutely sure you won’t be using it anymore.

• Rename

Rename the template.

• Duplicate

Duplicates the template, allowing you to make changes to separate version without affecting the original.

• Move to…

Allows you to move the template into a different folder.

• Edit

Takes you to the template editor, as seen below.

When creating your template, you can write out your text, adjust formatting with the tools along the top, and even attach files.

Additional tags can also be used for different purposes.

• {#?FIELD#}

This allows you to prompt a piece of text to be replaced when the template is used. As an example, let’s say your campus closes on certain days each month, but it’s not consistent enough to include in the template. In this case, let’s use a tag like this: {#?ClosureDates#}

The actual text can say whatever you’d like, as long as it’s within {#?____#}.

When the email is being sent, a prompt will appear requesting that the field contents are specified.

Clicking “Replace Tags” replaces the tags in the email body with the text we entered. We can then make further modifications to the email as needed.

• Twig

Twig tags are also supported, allowing you to pull student information automatically. For example, you could start your email template with “Hello, {{Student.First_Name}}!” which will become “Hello, Dave!” when the email is sent to a student named “Dave.” A list of available Twig tags can be found by clicking the <> button on the right-side of the text editor. More information on these tags can be found in our Twig Guide.

---

Using an Email Template

Once you have your email template ready, you can find it within the “Templates” tab when sending emails to students.

Select the template you want to use, make any needed adjustments (such as the student’s name in this example), then send the email.