How to Add a Waitlist Email Template (Maximise)

How to Add a Waitlist Email Template (Maximise)

Overview

We're excited to introduce a new feature called Contacts and Waitlists to our Student Management System. This feature is designed to streamline the process of managing individuals who are not yet enrolled as students but have shown interest in joining specific groups that are not currently open for enrolment.

Note: This exclusive feature is only available for Maximise Package subscribers. Unlock the full potential of your SMS with the Maximise Package. To upgrade your plan and access this feature, please contact support@eskilled.com.au.

Key Features:

  1. Distinct from Company Contacts: It's important to note that Contacts are separate from Company Contacts. Contacts are specifically for individuals who may become future students or are interested in joining groups.
  2. Recording Interest: Contacts allow you to record individuals who have expressed interest in enrolling to Programs that are not currently open for enrolment.
  3. Waitlist Management: For groups that are not open for enrolment but allow a "Waitlist," Contacts provide a way to manage those who are waiting to join.

Before you begin:
  1. To maximise the use of this feature, we recommend that you are familiar with the following topics:
    1. Custom Fields (Adding Custom SMS Fields)

How to Add a Waitlist Email Template?

Step Tutorial
  1. Go to the Templates Page under the Administration Section.
  2. Open the Email Templates tab.
  3. Click on Add.

    For steps 1 to 3, refer to the image below


  4. Fill up the usual fields and select Waitlist as the Email Type.
  5. Users can set any Waitlist Template to be the Default Template. Only one Waitlist Email Template can be set as Default.
  6. Use the Dynamic Fields to personalise your email. Do not forget to add the Enrolment Link field to help the student enrol to the correct program and group.
  7. Once complete, click Save.

    For steps 1 to 7, refer to the image below:

Important

Waitlist Email Features

  1. When a Student Group is ready for enrolment, an email will be automatically sent to all waitlisted contacts. This is done by a service that will run daily to send this email, provided all the following conditions must be met:
    1. Waitlist email has not yet been sent to that Contact.
    2. The Group is Active, has Waitlist set to Yes and has Available for Enrolment set to Yes.
    3. Related Program Instance > Enrolment has Accepting Enrolment set to Yes.
  2. Contacts who received the Waitlist Email can now enrol to the related Group and Program Instance via the External Enrolment Form.
    1. Sample Email Contacts will receive for Waitlist


    2. If a Group has a set maximum number of students enabled, it will only accept student up to the number of set maximum students. 
      1. Contacts who fail to join the group by enrolling will stay in the waitlist until a slot opens which will still be on a first come, first serve basis.
  3. If a Default waitlist email template exists and a new Waitlist Email Template is saved as the Default, the new template will replace the existing template.
  4. Dynamic fields for Waitlist Emails are the following:
    1. Enrolment Link – External Enrolment link to be sent to Contacts for enrolling in the related Group. Only available for Email Templates Type = Waitlist.
    2. Group Name – New Dynamic field that will display the name of the Student Groups/Intake. It can be used by all Email Template Types.
    3. Program Instance
    4. Program name
    5. Contact Email
    6. Contact Mobile Number
    7. Contact Name
    8. Contact Surname



Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to us via email at support@eskilled.com.au

    • Related Articles

    • How to Add Contact to Waitlist (Maximise)

      Overview We're excited to introduce a new feature called Contacts and Waitlists to our Student Management System. This feature is designed to streamline the process of managing individuals who are not yet enrolled as students but have shown interest ...

    • How to Enable Waitlist for Groups (Maximise)

      Overview We're excited to introduce a new feature called Contacts and Waitlists to our Student Management System. This feature is designed to streamline the process of managing individuals who are not yet enrolled as students but have shown interest ...

    • How to Create or Edit Email Templates

      Overview Email templates are a powerful tool within student management systems, streamlining communication and ensuring consistency. By utilising templates, administrators can save time by eliminating redundancy in creating emails, reduce errors, and ...

    • How to Create Email Workflows

      Overview This tutorial will guide users through setting up automatic emails that are sent to students based on specific triggers. In the Student Management System (SMS), you can set up Email Workflows for each program instance. We will walk you ...

    • How to Add Contacts? (Maximise)

      Overview We're excited to introduce a new feature called Contacts and Waitlists to our Student Management System. This feature is designed to streamline the process of managing individuals who are not yet enrolled as students but have shown interest ...