Linking Email Templates to Expected Year Groups (In-Year Admissions)

This article will show how to link email templates and send personalised emails to parents based on the year group applied for

The steps below will guide you through the process of linking email templates to expected year groups, particularly useful for In-year admissions. This feature ensures that parents receive relevant and specific information appropriate for their child’s expected year group. 

• From your Forms Area, click on your application form's kebab menu icon, then click 'Edit'. Make sure to tick the option for 'Send different emails linked to Expected Year Group,' then click 'Save Application Form.'

The option to link emails to year groups is activated when you choose the “Send different emails” option. This allows customisation for each year group applied for.

• Once the 'Send different emails' option is selected, an 'Application Completed Emails' folder will appear under the Automated Messages tab. To find that, click on 'Communications & Events' icon and navigate to Communications > Automated Messages. 

This folder will contain an email template for each year group you specified in your Forms Area. 

Staff can edit and customise these templates according to the specific year group’s requirements. 

Condition for Sending Emails

The system will send these customised emails to parents only when the year group-specific condition is met. 

When setting up your Global Form Settings, make sure to select 'Parents' for the type of user, and toggle on the 'Disable sending emails to Students' option, as shown below.

To find this, click on the 'Settings' icon and navigate to Application Form > Student Application Form. Then, click on Global Form Settings on the right-hand side.

This article should serve as a helpful guide for staff members when using the platform’s email template feature to better manage In-year admissions.