TracCloudGuideProfilePrefsEmails
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Profile Preferences
Prefs
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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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Customizing EmailsLet’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.
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.
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.
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 SummaryThe 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.
This text will always be placed at the top of the email, frequently used for greetings or instructions.
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.
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 AdvisorThis 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.
If enabled, users with the appropriate permissions will be able to send this email via a button contained within each visit record.
If enabled, users with the appropriate permissions will be able to send the email with a checkbox during the log out process.
This controls whether the above option is checked by default or not.
This controls which user these emails will be sent to. {{Faculty.Email}} for Faculty
The label/name of the button, as seen in the “Activate send notes” screenshot.
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