Email templates & Triggers

Modified on Wed, 30 Aug 2023 at 10:57 AM

TABLE OF CONTENTS

What are Email Templates
How to get to Email templates & triggers
Configure Email templates & triggers
Course email templates
System emails & Triggers
Enrollment email (templates) & Triggers
Different email settings per product

What are Email templates

Email templates are emails that will automatically be sent when an action is triggered. There are a certain amount of email templates that can be used. It is not possible to add other email templates.

Email templates can consist of normal text, images and tags.

Tags are placeholders for information that will come from Eduframe. This means that the information can be different per contact. The tag {{Participant: full name}} will replace this placeholder for each contact by the full name Eduframe knows from that contact.

How to get to Email templates & triggers

As an admin, you can configure the settings in Eduframe. Click on your Name and on Settings to get to the settings overview (see image). You will see an overview of settings you can configure within Eduframe.

Click on Email template & Triggers.

Here you can find the overview of all the existing email templates.

Configure Email templates & triggers

Under Email template & Triggers you can find the email templates and the connected triggers. There are three tabs:
Courses, Enrollment (premium feature) and System.

Course email templates

Underneath this tab, you can create email templates to use in a course (template). The table shows an overview of all email templates in Eduframe. These emails will be sent based on the set moment when creating an email (from template) in the course of your choice. With one click on the name of the email template, you can edit the email and see where the template is used (when applicable).

System emails & Triggers

Underneath this tab, you can edit and enable/disable the system mails. System mail are standard emails that have always the same specific trigger.
For example: created contact --> when enabled, this mail will always be sent to a contact that is created in Eduframe.
Choose which email templates you want to use by enabling or disabling the switches within the Active column (Some are disabled, these email templates can't be turned off as it will always be triggered by a certain button in Eduframe)
The 'Send on' column describes the action which has to be triggered in order to send the email.
The 'Send to' column is filled with tags from Eduframe that shows which email addresses will be used to send the email towards.
By clicking on an email template name, the email template will open in order to change the title, subject, addressee or message.
Each email template can be adjusted. Just click on the email template name and the email will pop up. You can
Change the subject: Within the subject it is also possible to use tags by click on the "tag" icon on the right
Change the message: Within the message you can import photos and use tags to get specific information from Eduframe (NOTE: it is not possible to use all tags within every email template)

Below you can find the groups of email templates and standard triggers are available under System:

When and to whom will each specific Email Template be sent

Contact created	{{Contact: email}}	This email will be sent each time you create a NEW contact. This email will only be sent if the checkbox "Email login to contact" is checked. The email will immediately be sent when you save the new contact.
Task assigned	{{Assignee: email}}	This email will be sent when you assign a new task to a contact. The email will be sent to the contact that you assign the task to.
Task Due	{{Assignee: email}}	This email will be sent a day before the due date of the task to the assigned contact of that task.
Task Changed	{{Task: subscriber emails}}	This email will be sent when you change a task. After you save the adjusted task this email will be send to the contact that was assigned to the task
Program enrollment confirmed	{{Participant: email address}}	When an order for a program is confirmed, this email will be sent to all enrollments of that order.
Send Payment Request	{{Account: Invoice email}}	When you open an invoice with the status Open, it is possible to send a Payment request by email. When clicking on this button, this email template will be sent. Therefore it cannot be switched off. The invoice will be attached to this email by default in pdf and ubl format. This can be deleted. This email will be send to: If it was an organisation order: the Email address that was placed under the billing address of the organisation. If it was a personal order: the Email address of the order contact
Payment Confirmed	{{Account: Invoice email}}	This email will be sent when the payment is confirmed. The invoice will be attached to this email by default in pdf and ubl format. It will be send to: If it was an organisation order: the Email address that was placed under the billing address of the organisation. If it was a personal order: the Email address of the order contact
Order Confirmed	{{Order contact: email address}}	This email will be sent when you confirm an order. It will be sent to the order contact of the order.
Order Created	{{Order contact: email address}}	This email will be sent when you "save and confirm" or just "save" the order. It will be sent to the order contact of the order.
Order Created	{{Educator: administrators email addresses}}	This email will be sent when you "save and confirm" or just "save" the order. It will be sent to all administrators that have checked the "Receives an email for new registration and requesting a brochure" setting.
Send invoice	{{Account: invoice email}}	This email will be sent when you click on the button "Invoice by email" when opening an invoice. Therefore it cannot be switched off. The invoice will be attached to this email by default in pdf and ubl format. This can be deleted. The email will be send to: If it was an organisation order: the Email address that was placed under the billing address of the organisation. If it was a personal order: the Email address of the order contact
Enrollment Confirmed	{{Participant: email address}}	This email will be sent when the enrolments are confirmed. When you confirm an order, all the enrollments of that order will automatically be confirmed. This email will be sent to the email addresses of all enrollments.
Enrollment Cancelled	{{Participant: email address}}	This email will be sent when an enrolment is cancelled. This email will be sent to the email address of the enrollment.
Password Reset	{{Contact: email}}	This email will be triggered by the "Send new password" button or the "Send login information" button on contact level. Therefore this email template can't be switched off. It will send an email to the email address of the contact.

Enrollment email (templates) & Triggers

Underneath this tab you can create custom email templates for enrollments to use in a course, like emails in a different language or with more info in the confirmation email about the specific course.
The first table shows the default system emails for enrollments that have always the same specific trigger.
The second table shows an overview of all email templates (which can be) used for enrollment triggers in courses Eduframe.

Different email settings per product

It is possible in Eduframe to have a different email setup per product. In general, all product will use the settings like described above. But you can choose to deviate from this for a specific product, on the product edition. This can be done here: