How to Create or Edit Email Templates

How to Create or Edit Email Templates

Idea
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 ensure important information are included in all correspondence. 

Email templates in the SMS can be setup for use in standard enrolment notification, acknowledgement emails, invoice reminders, emails on completion and certificate issuance and many others. 

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

 

Notes
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. To create an email template, go to Administration > Templates > Email Templates then click Add.



2. Complete the following fields:

a. Email Template Name - enter the email template name that best describes the template that you will create. 
b. Email Subject - enter the email subject, this will be used in the subject line for your emails. 
c. 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: 

  1. Invoice - template used for emails on invoices to students/companies.
  2. Invoice Reminder - template used for system emails on invoice reminders.
  3. Payment Received - system email template sent when payment for an invoice is received.
  4. Payment Failure - system email template sent when payment for an invoice has failed. 
  5. Company - email template for Companies.
  6. Reset Password - system email template used in emails for resetting passwords.
  7. Newsletter - custom email for creating Newsletter type emails. 
  8. Waitlist - template for emails to waitlisted students.
  9. Student - Set Password - template for emails sent for students to set their passwords for the SMS. 
  10. Refund - email template regarding refunds.
  11. RCTI - email template about recipient-created tax invoice

d. 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. 

InfoNOTE: Users can add email attachments to the email template which will automatically be included in the email when email template is used. 


Editing Existing Templates

1. To edit an existing or pre-loaded template, go to Administration > Templates > Email Templates. 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 Update Template to save the changes.

 

That's it! You've successfully created/edited email templates!
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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.

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