
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
NOTE: 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 > Email Templates then click New.
2. Complete the following fields:
- Email Template Name - enter the email
template name that best describes the template that you will create.
- Email Subject - enter the email
subject, this will be used in the subject line for your emails.
- Email Type - select from the
dropdown the specific email type. Leave blank (no selection) if the email
template does not match any of the available email types. The available email
types are:
- Invoice - template used for emails
on invoices to students/companies.
- Invoice Reminder - template used for
system emails on invoice reminders.
- Payment Received - system email
template sent when payment for an invoice is received.
- Payment Failure - system email
template sent when payment for an invoice has failed.
- Company - email template for companies.
- Reset Password - system email
template used in emails for resetting passwords.
- Newsletter - custom email for
creating Newsletter type emails.
- Waitlist - template for emails to
waitlisted students.
- Student - Set Password - template
for emails sent for students to set their passwords for the SMS.
- Refunds - email template regarding
refunds.
- RCTI - email template about
recipient-created tax invoice
- 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.
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.
NOTE: Users can add attachments to email
templates. There are two (2) types of email attachments that can be utilised:1. 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.
2. System Email 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. Once done, click Save.
Editing Existing Templates
1. To edit an existing or pre-loaded template, go to Administration > Templates > Email Templates > then select the
template you would like to edit by searching from the available templates in
the Email Template dropdown field.
Update the email template as needed or required.
2. Once done, click Save button located
at the bottom of the email editor.
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.