Automated Enrolment Emails
Enrolment Emails
Timesavr can automate the sending of emails to the parents during the various stages of the intake process. The three automated emails available to you are as follows.
- Registration Email
- Waiting List Email
- Activation Email
These emails are triggered and sent automatically to both parents when you perform specific tasks within the system and can greatly simplify your intake process while keeping the parents informed. Each of these emails can be configured in Admin > Intake.
Registration Email
This email gets sent to the parents when they submit a new online registration.
The registration email is found in Admin > Intake > Registration Email. On this page you can configure your email however you like, including formatting with colors, lines, tables and font styles. Or embedded images, hyperlinks or an attached document.
Once you have your email set up the way you like it, enable the option to Automatically send a registration email to the parents when an online registration is submitted. At this point it's recommended that you submit a fake online registration for your own centre and confirm that you receive the email and that it is written without errors. This type of testing allows you to experience your own customer service from your customer's perspective.
One document can be attached to the registration email. If you want to attach multiple documents, combine all the documents into a single document, save it as a pdf and attach that one single document.
Waiting List Email
This email gets sent to the parents when you move their child to the waiting list. (Click here for more information moving a child to the waiting list)
The waiting list email is found in Admin > Intake > Waiting List Email. On this page you can configure your email however you like, including formatting with colors, lines, tables and font styles. Or embedded images, hyperlinks or an attached document.
Once you have your email set up the way you like it, enable the option to Automatically send a waiting list email to the parents when a child is moved to the waiting list. If you have a fake family in your database that you use for testing, you may want to move your child to the waiting list and confirm that you receive this email as intended. This type of testing allows you to experience your own customer service from your customer's perspective.
One document can be attached to the waiting list email. If you want to attach multiple documents, combine all the documents into a single document, save it as a pdf and attach that one single document.
Activation Email
This email gets sent to the parents when their child is made active. A child is made active either by clicking on "Make active" on the child's enrolment page, or by entering in a start date for the child.
The activation email is found in Admin > Intake > Activation Email. On this page you can configure your email however you like, including formatting with colors, lines, tables and font styles. Or embedded images, hyperlinks or an attached document.
Once you have your email set up the way you like it, enable the option to Automatically send a registration email to the parents when a child is made active. Similar to the testing you would've done with the waiting list email, use a fake family in your database to trigger the activation email by making a child active. Make sure that you have your email address entered for either the mother or father on your fake family. This type of testing allows you to experience your own customer service from your customer's perspective.
One document can be attached to the activation email. If you want to attach multiple documents, combine all the documents into a single document, save it as a pdf and attach that one single document. The activation email is typically used to send the parent handbook. This way you can save your ink and paper because you don't have to print the handbook. It's a good idea in the activation email, assuming you have the parent handbook attached, to mention that the handbook is attached and that the parents should print the last page and sign it and return it to your centre.
Sending Enrolment Emails Manually
Aside from the options to automate the sending of these enrolment emails, you can also send these manually for each family. To send an enrolment email manually go to a family and open up the Tools menu.
In the bottom right hand corner of the Tools menu you'll see all three Intake Emails listed. If an email has already been sent, the envelope icon is displayed in green and the link for the email reads Send Again. Click the link to send the email again. This can be helpful if the parents say they didn't receive it or if it went to an incorrect email address, and you've since corrected the email address on their profile.
If the intake email has not yet been sent, you can send it manually by clicking Send Now. Each send is recorded and when you hover your cursor over a previously sent email in this menu you will see the date it was sent.
An intake email will never be automatically sent more than once. So if you activate a child, and then change your mind and move the child to the unconfirmed list, and then back to the active list, the parents will have received the activation email the first time you made the child active, but not the second time. If you intentionally want to send the email a second time you will have to use the Send Again function on the Tools menu.
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