How to Create or Edit Email Templates

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 repetitive email creation, reduce errors, and ensure that all important information id included in every correspondence. 

In the SMS, email templates can be setup for standard enrolment notifications, acknowledgement emails, invoice reminders, completion updates, certificate issuance, and many other scenarios. 

This tutorial will guide users through the process of editing and creating custom email templates, tailored to various training context.

Step Tutorial
InfoNOTE: Your SMS is preloaded with standard email templates. Users can edit these templates to match your organisation's standard communication content or create new templates customised to your organisation's requirements. 

Creating an Email Template

1. From the sidebar menu, go to Administration > Templates > Emails > Email Templates then click New.

Info
NOTE: Toggle on the Show Inactive option to view inactive templates.

2. Complete the following fields:

  1. Email Template Name - enter the email template name that best describes the template that you will create. 
  2. Email Subject - enter the email subject, this will be used in the subject line for your emails. 
  3. Email Type - select from the dropdown the specific email type. The available email types are: 
    1. Activity - email templates related to activities
    2. Company - email templates for companies.
    3. Enrolment - email templates related to enrolments
    4. Event - email templates related to events.
    5. Invoice - template used for emails on invoices to students/companies.
    6. Invoice Reminder - template used for system emails on invoice reminders.
    7. Newsletter - custom email for creating Newsletter type emails. 
    8. Payment Failure - system email template sent when payment for an invoice has failed. 
    9. Payment Received - system email template sent when payment for an invoice is received.
    10. RCTI - email template about recipient-created tax invoice
    11. Refunds - email template regarding refunds.
    12. Reset Password - system email template used in emails for resetting passwords.
    13. Student - template for emails related to students
    14. Student - Set Password - template for emails sent for students to set their passwords for the SMS. 
    15. Unit - email templates related to units
    16. Waitlist - template for emails to waitlisted students.
  4. Active - Indicates that the template is available for use. New templates are active by default.
  5. Email body - Enter or create your email content in this HTML text box. Text tools can be used to format the email, allowing users to change the font type, size, add images, or links. Users can also use dynamic fields to customise the content specific to the email recipient. 
  6. Email Attachments - This section is used when you want to add attachments to a specific email template. The attachment will be automatically included in the email whenever the template with the added attachment is used. To add an email attachment, click the New button, then tick Choose File to upload. Once done, click Save.

Once done, click Save. If you wish to discontinue adding the template, click Cancel.

Once the email template is saved, it will be available for use. 


Info
NOTE: Users can utilise the System Attachments. Attachments added in this section will be available across all email templates. They can be accessed within the email body using the Attachments dropdown field.

To add system email attachment, click the New button.

Then tick Choose File to upload a file. Once done, click Save.

Editing Existing Templates

1. To edit an existing or pre-loaded template, go to Administration > Templates > Emails > Email Templates, then select the template you want to edit by clicking the Action button and choosing Edit.

Update the email template as needed or required.

2. Once done, click Save button located at the bottom of the email editor.

InfoNOTE: An Email Template used in Automations, Program Instance Workflows, or Automated Certificate Creation cannot be set to Inactive. Attempting to do so will trigger an error message.


And that’s how to create and edit email templates in the SMS!
​
​
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 the contact support via email.

    • Related Articles

    • 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 Create Newsletters in the SMS with Unsubscribe Option

      Overview Newsletters are an invaluable tool for educational institutions, allowing them to disseminate important information, updates, and announcements efficiently to students. It's equally crucial to respect recipients' preferences and provide them ...

    • How to Update Privacy Notice and Student Declaration

      Overview Enrolment forms are a crucial part of the training process especially for organisation that are required to submit the data included in the forms to the government for reporting. These enrolment forms includes privacy notices as documented ...

    • How to Create Task Templates

      OVERVIEW Task Templates allows you to create a set of tasks that can be reused on similar deliverables later on. Thus, it saves time in creating the same tasks over and over. In this tutorial, we will show how you can create task templates in the ...

    • How to Add Organisational Units in the SMS

      Overview Part of the process of setting up your SMS is creating Organisational Units. An Organisational Unit in the SMS functions as a grouping of SMS internal users to make task assignment and other administrative set up, such as Automations, easier ...