There are a number of global setting that can be configured to change the behavior of how emails are sent to students/parents when they enroll in a class. By default, Studioware will automatically send an email to students enrolling in a class. You have the option of turning this functionality off, allowing your staff members to receive an enrollment notification email, or customizing the email template.
Turning on/off enrollment emails
There is a global setting that will allow you to turn off sending emails to students when they enroll in a class. By default, Studioware is initially configured to send the emails. To change the value of this setting, follow these instructions:
- Click on Administration
- Click on Global Settings
- Search for the setting "Send Student Enrollment Confirmation Email". The current value of the setting will be displayed. For example, here it is set to "true":
- Click on the "Edit" button if you would like to change the setting
- Set the value to "false" to stop sending enrollment emails, otherwise, set the value to "true".
- Click on the "Save" button
Duplicate email to Staff
You have the option of allowing your staff members to receive a duplicate enrollment email that was sent to your student. That is, when a student enrolls in a class using the Business Portal, the student will receive the enrollment email, in addition, you can configure a staff member to also receive the student enrollment email.
Please Note: The duplicate enrollment emails are only sent when a student enrolls using the Business Portal.
To configure the staff members to receive the enrollment email, follow these steps:
- Click on Administration
- Click on Global Settings
- Search for the setting "Online Enrollment Notification". This setting contains a list of email addresses that will be sent the duplicate student enrollment email:
- Click on the "Edit" button to add or remove email address.
- Add or remove email addresses from the configuration. If you remove all the email addresses, no duplicate enrollment email will be sent. You can add multiple email addresses, by separating them by a comma.
- Click on the Save button to save your changes.
Customizing the Enrollment Email
Studioware comes with a enrollment template that is sent to students when they enroll in a class. You have the ability to create your own customize enrollment email. To create your own customized enrollment email, follow these steps:
Create a new communication letter:
- Click on Administration
- Click on Communication
- Look for an existing letter called "Class Enrollment". If the letter does not exist, create a new letter with that name.
- Enter in the content for the letter template. Please note, you can use the standard merge fields. In addition, you can use these special merge fields that will contain the name of the class the student just enrolled into:
- {{Class.Name}}
- {{Class.Description}}
- {{Session.StartDate}}
- {{Session.Time}}
- {{Session.EndDate}}
- {{Session.Length}}
Please Note: The double-curly brackets are required. Simply type in {{Class.Name}} anywhere in your letter template, and the value will be replaced with the name of the class the student has enrolled into.
- Click on "Save" to save the new letter
Configure Studioware to utilize your custom letter
Lastly, Studioware need to be made aware of the letter template you would like to use in place of the standard template. This is accomplished by adding the letter name to a global variable.
- Click on Administration
- Click on Global Settings
- Search for the setting "Student Enrollment Letter". If the global setting does not exist, you will need to create a new global setting.
- Click on the "Edit" button
- Enter in the name of the letter template to be used when a student is enrolled in a class.
- Click on the "Save" button.
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