Knowledgebase
Emails
Posted by JT Burns on 26 August 2013 01:50 PM

Emails (For a complete list of codes scroll down)

The Center Profile Prefs: Emails Tab is where the majority of email messages/formats are defined. Each of the following preferences that contain a blue (…) button that when clicked, contains an area where emails can be customized, designed and formatted for different user groups. Use the tables located at the end of this section as reference to format these emails.

Helpful Tip: Each of the fields that contain the actual body of emails being sent out (…) can be expanded by clicking on the triangle in the bottom right corner of the text field.
Email schedule summary to Consultant If activated, Consultants will receive emails containing their schedule summary or a summary of their scheduled Appointments.

 

 

 

Email confirmation to Consultant

If activated, Consultants will receive individual email confirmations for each of their appointments. The sending of these emails is dependent on the Automated Event “send Email Reminders”. These reminder/confirmation emails will be sent whenever this automated event is set to run (typically on a daily/nightly basis after closing hours).

Email cancellation to Consultant

If activated, Consultants will receive emails in regards to appointments that have been cancelled.

Consultant Schedule Summary (…)

The Consultant Schedule Summary preference contains an area where the Consultant Schedule Summary email message and format can be modified. Here is a sample Consultant Schedule Summary email taken from our Demo site:

 

Consultant email subj:

The Consultant email subj preference will contain the Subject of your Consultant Schedule Summary email message.

 

Confirmations and Cancellations are BCC (not CC)

This preference, if activated, will send both Confirmation and Cancellations emails as BCC or blind carbon copies, as opposed to CC, or just carbon copies. Activating this preference will proceed to hide email addresses contained in the Address fields.

Note: Any preference that includes SMS refers to Text Messaging functions. Text alerts are available through the Additional Module: Text Alerts (contact Redrock support for more details – support@go-redrock.com).

Email (and SMS text) reminder to Student, and (_) create message

Activating this preference will allow students to receive Appointment reminder emails for any upcoming appointments the student may have scheduled. The sending of these emails is dependent on the Automated Event “send Email Reminders”. These reminder/confirmation emails will be sent whenever this automated event is set to run (typically on a daily/nightly basis after closing hours). The create message field determines whether this message will also be sent within your Trac system.  See also How To: View Messages Sent to Students.

Email confirmation (and SMS text) to Student, and (_) create message

Activating this preference will allow students to receive Appointment Confirmation emails as appointments are booked. The system will send emails to the email address listed in the student’s record or profile. The create message field determines whether this message will also be sent within your Trac system.

Student reminder subj:

The Student reminder subj preference will contain the Subject of your Student Reminder email messages. Here is an example from our Redrock Demo site that illustrates the ability to use email codes within the subject line:

 

 

Student reminder email (…)

The Student Reminder Email preference contains an area where the Student Reminder email message and format can be modified. Here is a sample Student Reminder email taken from our Demo site that illustrates the use of both the # Email Tables and Html code:

 

 


Student reminder SMS (…)

The Student Reminder SMS preference contains an area where the Student Reminder TEXT message and format can be modified. Here is a sample Student Reminder Text message taken from our Demo site:

 

Consultant Reminder SMS (…)

The Consultant Reminder SMS preference contains an area where the Consultant Reminder TEXT message and format can be modified. Here is a sample Consultant Reminder Text message taken from our Demo site:

 

Student confirmation SMS (…)
The Student Confirmation SMS preference contains an area where the Student Confirmation TEXT message and format can be modified. Here is a sample Consultant Reminder Text message taken from our Demo site:

 

Consultant confirmation SMS (…)

The Consultant Confirmation SMS preference contains an area where the Consultant Confirmation TEXT message and format can be modified. Here is a sample Consultant Confirmation Text message taken from our Demo site:

 

Email cancellation to student, and (_) create message

Activating this preference will determine whether or not Cancellation emails are being sent to students. The create message field determines whether this message will also be sent within your Trac system.

Student cancellation subj:

The Student cancellation subj preference will contain the Subject of your Student cancellation email messages. Here is an example from our Redrock Demo site that illustrates the ability to use email codes within the subject line:

 

 

Student cancellation email (…)

The Student Cancellation preference contains an area where the Student Cancellation email message and format can be modified. Here is a sample Student cancellation email message taken from our Demo site:

Student Cancellation SMS (…)

The Student Cancellation SMS preference contains an area where the Student Cancellation TEXT message and format can be modified. Here is a sample Consultant Reminder Text message taken from our Demo site:

 

Consultant Cancellation SMS (…)

The Consultant Confirmation SMS preference contains an area where the Consultant Confirmation TEXT message and format can be modified. Here is a sample Consultant Confirmation Text message taken from our Demo site:

 

Student missed email (…)

The Student missed Email preference contains an area where the Student missed email message and format can be modified. Here is a sample Student missed email taken from our Demo site that illustrates the use of both the # Email Tables and Html code:

 

Student Missed SMS (…)

The Student Missed SMS preference contains an area where the Student Missed TEXT message and format can be modified. Here is a sample Student Missed Text message taken from our Demo site:

 

Center’s email address

The Center’s email address field may contain an email address assigned for your Center. This email address can be set up to receive all confirmation, cancellation, and missed email notifications for all subcenters under a particular Center Profile.

Send immediate:

The Send Immediate preference, if activated, will send all emails immediately. The dropdown menu to the right of this preference determines the format of all emails sent and received.

1 - TEXT/HTML/ICAL
This preference will allow emails to be formatted via text, html coding, and lastly via iCal attachments for Appointment Confirmations and Cancellations. The iCal attachment allows your Trac system schedule items to transfer over to a MS Outlook, Google, or Apple Calendar. Keep in mind, however, that this is a one way road, and items from MS Outlook, Google, and Apple cannot be sent to your Trac system calendar as Availabilities cannot be translated.

2 - HTML/TEXT
This preference will allow for both Text and HTML coding in regards to email formatting.

3 – HTML
This preference will allow only HTML coding in regards to email formatting.

4 – TEXT
This preference will allow emails to be sent out only in Text format.


Email summary to Center

Activating this preference will email Consultant Schedule Summaries to the Center email address listed above in the “Center’s email address” field.

Email confirmations to Center

Activating this preference will email Appointment confirmations to the Center email address listed above in the “Center’s email address” field.

Email cancellations to Center
Activating this preference will email Appointment cancellations to the Center email address listed above in the “Center’s email address” field.

Email missed messages to Center
Activating this preference will send Missed Appointment notifications to the Center email address listed above in the “Center’s email address” field.

Send reminders for repeating appointments
Activating this preference will send Email reminders out for repeating or recurring appointments.

Visit Duration Notification (…):

If your center utilizes Reasons that have notification times associated with them (auto-logout or warning after a certain amount of time), this preference contains an area where you can define the email message that is sent to your students. If you want to edit the Reason preferences that determine the length of time and the desired recipient of the message, See Chapter 6: Reasons.

Send Visit Notes to Coach or Advisor
  - Activate send notes option on visit entry (also requires Group Pref: Send Notes)
Activating this preference will proceed to include the “send notes” option during the Visit Entry process or during the Login process. The send notes option will send an email containing any Notes that either consultant or student has entered into the Visit Record.

  - Activate send notes option on visit exit (also requires Group Pref: Send Notes)

Activating this preference will proceed to include the “send notes” option during the Visit Exit process or during the Logout process. The send notes option will send an email containing any Notes that either consultant or student has entered into the Visit Record.

  - Send notes button will be checked by default

Activating this preference will automatically check the “send notes” option, by default.

  - Message (…)

The Message preference contains an area where the “send notes” email message can be modified. Here is an example from the Redrock Demo site.

 

Subject:

The Subject preference will contain the Subject of your “send notes” email messages. Here is an example from our Redrock Demo site.

 

 

To Address (…)

‘Who’ Label:
The ‘Who’ Label field determines what follows after the “send notes to” option. If we are sending visit notes to an Advisor or Coach, we can enter for example “Advisor”. The option will then read “Send notes to Advisor” upon Visit Entry or Exit.

Student Fields

Student Full Name
#name#
Student Full Name
#student#
Student First Name
#first#
Student Last Name
#last#
Student ID
#ID#
Student ID
#studentID#
Student Other ID
#barcode#
Student Handle
#Account#
Student Street
#Street#
Student Street
#Address#
Student City
#City#
Student State
#State#
Student Zip
#Zip#
Student Street, City, State, Zip
#fullAddress#
Student Email
#studentEmail#
Student Email
#email#
Student Home Phone
#phone#
Student Work Phone
#phone2#
Student Birthdate
#birthdate#
Student Ethnicity
#ethnicity#
Student Major
#major#
Student Cohort
#cohort#
Student Grad_Und
#gradund#
Student College
#college#
Student Class
#class#
Student GPA
#GPA#
Student Accumulated Hours
#TotalHours#
Student Special Status
#status#
Student ReferredBy
#referredby#
Student HS Name
#HSName#
Student Degree Goal
#degree#
Student Custom Field1
#Field1#
Student Custom Field2
#Field2#
Student Custom Field3
#Field3#
Student Custom Field4
#Field4#
Student Custom Field5
#Field5#
Student Custom Field6
#Field6#
Student Custom Field7
#Field7#
Student Custom Field8
#Field8#
Student Custom Field9
#Field9#
Student Custom Field10 --
#Field10#
Student Gender
#gender#
Student Gender
#sex#


Consultant Fields
Consultant Full Name
#tutor#
Consultant Full Name
#advisor#
Consultant Full Name
#counselor#
Consultant Full Name
#Staff#
Consultant First Name
#afirst#
Consultant Last Name
#alast#
Consultant First Name
#tfirst#
Consultant Last Name
#tlast#
Consultant Alternate Name
#AltName#
Consultant Email
#tutoremail#
Consultant Email
#advisoremail#
Consultant Email
#staffemail#
Consultant Phone
#tutorPhone#
Consultant Phone
#advisorPhone#
Consultant Phone
#staffPhone#
Consultant CellPhone
#tutorPhone2#
Consultant CellPhone
#tutorCellPhone#
Consultant CellPhone
#advisorCellPhone#
Consultant CellPhone
#staffCellPhone#
Consultant WorkPhone
#tutorWorkPhone#
Consultant WorkPhone
#advisorWorkPhone#
Consultant Pager
#tutorPager#
Consultant Pager
#advisorPager#
Consultant Pager
#staffPager#
Consultant Location
#tLocation#
Consultant Location
#aLocation#
Consultant Location
#sLocation#
Consultant Notes2
#tutorNotes#
Consultant Notes2
#advisorNotes#
Consultant Notes2
#staffNotes#

Current Date Fields
Current Date
#date#
Current Time
#time#
Current Day of Week
#apptday#


Appointment Fields
Appointment Location
#location#
Appointment Location
#apptlocation#
Appointment Status
#ApptStatus#
Appointment Full Date
#apptfulldate#
Appointment Date
#apptdate#
Appointment Time
#appttime#
Appointment Start Time
#apptstarttime#
Recurring Appointment Start Date
#firstApptDate#
Recurring Appointment End Date
#lastApptDate#
Appointment End Time
#apptendtime#
Appointment Day of Week
#apptday#
Appointment Center
#apptcenter#
Appointment Subject
#apptsubject#
Appointment RequestNotes
#apptrequest#
Appointment OtherNotes
#apptnotes#
Appointment Duration
#apptduration#
Appointment Custom Field
#apptstatus2#
Appointment Custom Field
#apptCust1#
Appointment Fund
#apptfund#
Appointment Total Missed
#missedApptTotal#

Availability Fields
Availability Location
#availlocation#

Section Fields
Section Term Code
#subject#
Section Term Code
#assistanceIn#

Reason Fields
Reason
#reason#
Reason
#logType#

Center Fields
Center Name
#center#
Center Sequence
#centerID#
Profile Name
#profileCenter#

Survey Fields
Survey Response Sequence
#responseID#
Survey Sequence
#surveyID#

Visits Fields
Visit Date In
#visitDate#
Visit Date In
#dateIn#
Visit Date Out
#dateOut#
Visit Time In
#visitTime#
Visit Time Out
#timeOut#
Visit Total Time
#duration#
Visit Day of Week
#visitday#
Visit Custom Field1
#Custom1#
Visit Custom Field2
#Custom2#
Visit Custom Field3
#Custom3#
Visit Custom Field4
#Custom4#
Visit Custom Field5
#Custom5#
Visit Custom Field6
#Custom6#
Visit Custom Field7
#Custom7#
Visit Custom Field8
#Custom8#
Visit Notes
#visitnotes#
Student Remarks
#visitStudRemarks#

Resources
Resource Barcode
#resID#
Resource Title
#resTitle#
Resource Description
#resDescrioon#
Resource Due Date
#resDueDate#
Resource LastDateOut
#resDateOut#
Resource LastTimeOut
#resTimeOut#

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