Overview

Authentication Emails include templates relating to portal account creation and password resets. This article will discuss the different authentication email templates, how to update them, and best practices for doing so.

Please note: These emails are not logged in the Sent Emails or on the activity section of the contact record.

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How-To: Edit Authentication Email Templates

Authentication email templates are customizable and can be found by navigating to 'Settings' -> 'Communications' -> 'Email Templates', then clicking the Authentication Emails tab.

Click on Edit to the right of the template you want to update. This will open the template editor where you can customize the email. You can also click on the Revert to System Default button to the right of the template at any point if you want to start over with our system default template.

The available authentication email templates are:

  • Reset Admin Password Email: Email with password reset link. This sends out to an internal admin/user account when a System Admin resets their password from the Admin Portal Accounts page.
  • Reset User Password Email: Email with password reset link. This sends out to a parent when either (1) the parent uses the 'Forgot your password?' button in the Parent Portal, or (2) an admin uses the 'Reset Password' button for the parent on the student's contact record. Please note: If the parent enters an email address in the password reset field that is not associated with an existing Parent Portal Account, they will receive the 'Unknown Account' email instead.
  • Unknown Account Email: Sends out to a parent when they use the 'Forgot your password' button in the Parent Portal and enter an email address that is not associated with an existing Parent Portal Account. The default template includes a note to the parent that there is no account associated with the email address they entered, as well as instructions on how to resolve this.
  • Welcome Email: Sends out to a parent once they have created a Parent Portal Account for the first time, introducing them to the Parent Portal and its relevance for their admissions/enrollment process. 

Authentication Code Merge Field Tokens

The following merge fields (tokens) are useful for crafting your authentication email templates:

  • {{user.reset_password_url}} - Generates a unique clickable password reset link for the user receiving the email. When the user clicks the link, they will be brought to a parent portal page where they can enter a new password.
  • {{user.name}} - Pulls in the name for the user receiving the email.
  • {{user.email}} - Pulls in the email address for the user receiving the email.
  • {{school.portal_name}} - Pulls in the portal name for your school, as configured under Basic Setup.
  • {{school.parent_portal_url}} - Pulls in a clickable link to the Parent Portal login page for your school.

Do not replace the {{user.name}} merge field with a salutation merge field for these emails, as the emails are specifically looking for the user account name. 

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