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Email Template

The Email Template feature allows administrators to create and customize the email template used for Session enrollment reminders. This tool helps maintain consistent communication with trainees, supervisors, and trainers when sending notifications about upcoming training sessions.

Overview​

An Email template is automatically used when sending reminders for class session enrollments. The system provides a flexible templating system with replacement tags that dynamically populate email content with session-specific information.

How to Configure Email Templates​

Accessing Email Templates​

  1. Navigate to Options: Go to the "Options" page."
  2. Select Email Template: Click on Email Template link on the left.
  3. Configure Template Fields: Modify the default fields for Subject, Send To, CC, and Message as needed.

Template Components​

Subject Template​

  • Purpose: Defines the subject line for reminder emails.
  • Default: "Training Session Reminder".
  • Usage: Can include replacement tags for dynamic subject content.

Send To Template​

  • Purpose: Specifies who receives the email.
  • Default: [[AttendeesEmail]] (enrolled participants).
  • Options: Can be customized to include multiple recipient types.

CC Template​

  • Purpose: Defines who receives copies of the email.
  • Default: Includes supervisors, trainers, and current user.
  • Format: [[SupervisorsEmail]],[[TrainerEmail]],[[CurrentUserEmail]].

Message Template​

  • Purpose: Contains the main body content of the email.
  • Default: Includes basic session information.
  • Customization: Fully editable with replacement tag support.

Available Replacement Tags​

The system provides numerous replacement tags that automatically populate with session data:

Session Information Tags​

  • [[CourseTitle]] - The name of the training course
  • [[CourseNumber]] - The course record number
  • [[CourseVersion]] - The version of the course being delivered
  • [[BeginDateTime]] - Session start date and time
  • [[EndDateTime]] - Session end date and time
  • [[Location]] - Training location name
  • [[Trainer]] - Name of the assigned trainer
  • [[Notes]] - Any session-specific notes

Participant Tags​

  • [[AttendeesList]] - List of enrolled participants
  • [[AttendeesEmail]] - Email addresses of enrolled participants

Contact Information Tags​

  • [[SupervisorsEmail]] - Email addresses of participants' supervisors
  • [[TrainerEmail]] - Trainer's email address
  • [[CurrentUserEmail]] - Email address of the user sending the reminder

Time Zone Tags​

  • [[TimeZone]] - Simplified time zone information
  • [[TimeZoneWithUTC]] - Full time zone display with UTC offset

Using Replacement Tags​

Tag Syntax​

  • All replacement tags use double square brackets: [[TagName]]
  • Tags are case-sensitive and must match exactly
  • Tags are automatically replaced when emails are sent

Best Practices​

Template Design​

  • Keep it concise: Include essential information without overwhelming recipients.
  • Include key details: Always include date, time, location, and course information.
  • Add contact information: Provide a way for recipients to ask questions.

Tag Usage​

  • Verify templates: Verify the template by clicking the Email Reminder button on a Class Session record (you can cancel the dialog instead of sending).
  • Consider time zones: Include time zone information for clarity.

Recipients​

  • Review recipient lists: Ensure the right people are included in Send To and CC fields
  • Respect privacy: Be mindful of who receives participant lists and personal information
  • Update regularly: Review and update recipient configurations as organizational structure changes

Troubleshooting​

  • Tags not replacing: Ensure tag names are spelled correctly with proper brackets.
  • Missing recipients: Verify email addresses are configured for all relevant personnel.