TracCloud: Emails

Profile Preferences

• General

• Centers

• Groups

• Staff & Consultants

• Staff User Level

• Reasons

Prefs

• Log In/Out

• Log Listing Customization

• Log Listing Message, etc

• Schedule

• Appointment Display

• Emails

• Center Description

• Advanced Prefs

• Twig Guide

• Resources

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 chapter will provide an overview of these email templates, what they do, and how they can be personalized. This chapter will only be covering definitions and basic customization of TracCloud emails. For more information on email tags and instructions on utilizing Twig for further control over what information is sent, please take a look at our dedicated Twig article. Other > Other Options > Profiles > [Your Profile] > Prefs > Emails. Here you will see the available emails to modify.
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Confirmation Emails are sent to students and consultants when an appointment is booked. Consultants and students can receive unique versions of this email, depending on the information required on either side. 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. And of course, confirmation emails, and everything else in this article, can be disabled individually by user-type or disabled entirely if it’s not needed.

Reminder Emails are sent to students and consultants to remind them of upcoming 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.

Cancellation Emails will be sent to students and consultants immediately upon appointment cancellation. Each user-type will receive a unique email with information about the cancelled appointment.

Missed Appointment Emails are sent to the student when an appointment is missed. This email can be sent the evening of, or the day after the appointment should've taken place.

Consultant Schedule Summary Emails 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.

Visit and Visit Duration Notification Emails. 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.

Send Visit Notes to Coach, Advisor, or Student can be manually sent to faculty, coaches, or students after a visit takes place, containing visit notes and other information about their visit. The prompt to send this email can appear on the students' individual visit entry pages or during the log-out process.

Profile Email Address is the address that all emails from this profile will be sent from.

Customizing Emails

Let’s start by customizing our confirmation email as an example. Once you understand how this email works, most of the others will immediately make sense in comparison.
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Send Confirmation Emails:

This determines when or if this email gets sent out. Typically, this will be set to "Immediate," so once the appointment is booked, the confirmation emails are already being sent out. However, you may prefer to send them all at once later at night or a custom time the next morning.

Email Subject and Email Contents

This email can be written out to include anything you can think of, from basic information about the appointment to more in-depth instructions on joining online sessions. This is completely up to you.

In the email contents, we can include email tags to dynamically pull the data we want to include. For example, if we want to include the student's name in the introduction, we can simply type "Hello, {{Student.First_Name}}," which will automatically pull the student's first name when sent.

To view a list of available tags and easily add them to your email, there's a button above the email settings. When selected, you will be provided a list of tags that can be used. You can even click and drag these tags into the email box to add them to your message. You can hover your mouse over custom field tags to see the corresponding field name, as seen in the screenshot below.
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For more specific Twig instructions and a list of email tags, take a look at our Twig article.

Preview

Each email field also has a Preview button, which allows you to see what the email will look like and make sure that there aren’t any formatting errors. This will need to be selected prior to saving.

Consultant Schedule Summary

The Schedule Summary will include information about each of the consultant's upcoming appointments. What differentiates this email template from others is that the Schedule Summary is written in three different sections. 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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Consultant schedule email (top section)

This text will always be placed at the top of the email, frequently used for greetings or instructions.

Consultant schedule email (appointments, repeats)

This text will repeat for each of their upcoming appointments (the next day, or day of depending on when they're being sent). If the consultant has 4 appointments today/tomorrow, this section will repeat 4 times with information about each one.

Consultant schedule email (bottom)

This text will appear at the very bottom of the email, below all appointment information, and won't repeat.

Send Visit Notes to Coach or Advisor

This email contains information about a specific visit that can be sent to faculty, advisors, or even students. This is typically used if you want to let a faculty member know how a visit went, or if you wanted to forward a copy of the visit information to the student or their advisor. This email type also has some specific tags that aren't available in other emails, "Visit Fields." More information on these tags can be found in our Twig article.
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Activate send notes option on visit entry screen

If enabled, users with the appropriate permissions will be able to send this email via a button contained within each visit record.

Activate send notes option on KIOSK visit exit

If enabled, users with the appropriate permissions will be able to send the email with a checkbox during the log out process.

On KIOSK Exit, Send Notes button will be checked by default

This controls whether the above option is checked by default or not.

To Address

This controls which user these emails will be sent to.

{{Faculty.Email}} for Faculty
{{Student.Email}} for Students
{{Consultant.Email}} for Consultants or Advisors

'Who' Label

The label/name of the button, as seen in the “Activate send notes” screenshot.