Overview

Communicating with prospective and current families is an integral part of building your relationship with them from discovery to enrollment.  Learn what communications are automated or manual so you can customize the parent and student experience, while optimizing your yield and retention!

Inquiry Process Communications

Inquiry Thank You Landing Page

  • Once a parent submits the Inquiry Form, they'll see the inquiry thank you landing page within their web browser.  This is a great place to include a video, images, a link to the application form, and more.
  • Location: Settings-->Portal-->Parent Portal Content-->Inquiry Thank You.

Inquiry Thank You Email

  • An "Inquiry Thank You" email will be sent immediately to the parent on the form upon it's submission by a parent only.  Admin submitted Inquiry forms from the quick action (+) will NOT send the Inquiry thank you email.  You can create a custom thank you email template if you have follow-up information you'd like to send manually after an Admin-entered Inquiry form is submitted.   
  • Location: Settings-->Communications-->Email Templates-->System Emails-->Inquiry Thank You Email.  
  • Email Tracking for Admins: This email is logged in the 'Sent Emails' page only and not in individual contact records.

Calendar/Event Emails

  • At the Inquiry stage, parents can register for events or appointments through the Inquiry Form (best practice) or through public calendar links.  In addition, parents can be registered for events or appointments by Admins through checklist items that are tied to your calendars. 
  • For each calendar, parents will receive up to 3 emails (confirmation, reminder and cancellation), based on the calendar settings you define.  Each of these email templates can be turned on or off and all three can be customized on a per calendar basis. Confirmation emails are sent upon registration (by a parent and by an Admin), reminder emails are sent based on the number of days defined within the calendar settings, and cancellation emails are sent upon cancellation (if turned on). These emails will be sent to the appointment contact by default if turned on.  You also have an option to email all parents for each template you activate.
  • Location: All calendar emails are managed within Scheduling Tab-->Calendars-->'Calendar Name'-->Calendar Settings-->Edit Settings.
  • Email Tracking for Admins: These emails are logged in the 'Sent Emails' page only and not in individual contact records.

Inquiry Automated Communication Plans Emails (PRO ONLY)

  • If you have any automated communication plans setup for the Inquiry stage, these will be sent based on the criteria set. Click here for examples.
  • Email Tracking for Admins: These emails are logged within the 'recent activity'/'history page of contact records and within the 'Sent Emails' page. 

Inquiry Manual Communications

  • Additional emails, phone calls, or mailings that are information or interest based.  Some examples include mailing a Viewbook, calling about tuition assistance information or to answer any questions, mailing tickets to a school game or theater production, creating name badges for events, generating letter templates with speaking points for student or parent ambassadors and more. 
  • Email Tracking for Admins: Manually sent emails are logged within the 'recent activity'/'history page of contact records and within the 'Sent Emails' page. 

Parent Portal Account Emails (For Application and Enrollment Process only)

  • Once a parent creates a parent portal account, they will receive a 'Welcome Email' introducing them to the Parent Portal and its relevance for their admissions/enrollment process.  
  • A 'Reset User Password Email' is sent once the parent clicks on the 'forgot your password' link in the portal, or if an Admin sends a reset password email from the portal accounts tab in the applicant record or from the parent portal accounts page.
  • An 'Unknown Account Email' is sent if the parent enters an email address not associated with an existing account once they click on the 'forgot your password' link on the log-in page.  
  • Location: All templates can be customized with your banner and/or logo, contact information, and warmth within Settings-->Communications-->Email Templates-->Authentication Emails.
  • Email Tracking for Admins: These emails are logged in the 'Sent Emails' page only and not in individual contact records.

Application Process Communications

Application Thank You Landing Page

  • Once a parent submits the Application Form, they'll see the application thank you landing page within their web browser.  This is a great place to include a video, images, a link to fill out an application for another child, and direct them back to their checklist for remaining items.
  • Location: Settings-->Portal-->Parent Portal Content-->Application Thank You. 

Application Thank You Email

  • An 'Application Thank You' email will be sent immediately to the parent on the form upon it's submission by a parent only.  
  • Admin submitted Application Forms from the quick action (+) will NOT send the Application thank you email.  You can create a custom thank you email template if you have follow-up information you'd like to send manually.   
  • Location: Settings-->Communications-->Email Templates-->System Emails-->Application Thank You Email.  
  • Email Tracking for Admins: This email is logged in the 'Sent Emails' page only and not in individual contact records.

Application Fee Receipt

  • Once the application fee is paid online via an electronic payment method, the parent filling out the form will receive an email with an application fee receipt.  This template is not available for edits. This template is not available for edits. To edit instructions on the application fee page within the application form, click here to learn more. 
  • Email Tracking for Admins: This email is sent from your payment processor to the parent and isn't logged within SchoolAdmin. 

Calendar/Event Emails

  • At the Applicant stage, parents can register for events or appointments through the Application Checklist within the Parent Portal.  In addition, parents can be registered for events or appointments by Admins through checklist items that are tied to your calendars. 
  • For each calendar, parents will receive up to 3 emails (confirmation, reminder and cancellation), based on the settings you customize in the calendar settings of each calendar event.  Each of these email templates can be turned on or off and all three can be customized on a per calendar basis. Confirmation emails are sent upon registration (by a parent and by an Admin), reminder emails are sent based on the number of days defined within the calendar settings, and cancellation emails are sent upon cancellation (if turned on). These emails will be sent to the appointment contact by default if turned on.  You also have an option to email all parents for each template you activate.
  • Location: All calendar emails are managed within Scheduling-->Calendars-->'Calendar Name'-->Calendar Settings-->Edit Settings.
  • Email Tracking for Admins: These emails are logged in the 'Sent Emails' page only and not in individual contact records.

Teacher Recommendation Emails

  • For online teacher recommendations, parents submit a request to the teacher of their choice.  Once the teacher completes the recommendation form, the parent will receive a 'Recommendation Complete' email.  The completed recommendation remains school confidential. 
  • Location: Settings-->Communications-->Email Templates-->Request Emails.
  • Email Tracking for Admins: This email is logged in the 'Sent Emails' page only and not in individual contact records.

Document Request Emails

  • For online document requests such as transcripts, parents submit a request to the requester of their choice.  Once the requestor submits the document(s), the parent will receive a 'Documentation Request Completed' email.  The submitted document remains school confidential. 
  • Location: Settings-->Communications-->Email Templates-->Request Emails.
  • Email Tracking for Admins: This email is logged in the 'Sent Emails' page only and not in individual contact records.

Admissions Automated Communication Plans Emails (PRO ONLY)

  • If you have any automated communication plans setup for the Admissions stage, these will be sent based on the criteria set.  Click here for examples.  
  • Email Tracking for Admins: These emails are logged within the 'recent activity'/'history page of contact records and within the 'Sent Emails' page. 

Parent Portal Templates

  • Click here to learn what parent portal templates you can customize to personalize the process, communicate deadlines, and more. 
  • Parent portal account welcome email, reset password email and unknown account email can be customized within the 'authentication emails' tab of your communication settings. Click here to learn more. 
  • Email Tracking for Admins: The authentication emails are only logged within the 'Sent Emails' page and not in individual contact records. 

Admissions Manual Communications

  • If a second parent or guardian needs to authenticate to the child's checklist, you can send an authentication email in the portal accounts tab of the child's record.
  • Additional emails, phone calls, or mailings that are information or interest based.  Some examples include mailing a Viewbook, calling about tuition assistance information or to answer any questions, mailing tickets to a school game or theater production, creating name badges for events, generating letter templates with speaking points for student or parent ambassadors and more. 
  • Email Tracking for Admins: Manually sent emails are logged within the 'recent activity'/'history page of contact records and within the 'Sent Emails' page. 

Enrollment Process

Contract Thank You Email: A "Contract Thank You" email will be sent immediately to the primary parent upon form submission.

Deposit Receipt Email

  • Once the deposit is paid online via an electronic payment method, the parent that pays the deposit will receive an email with an deposit receipt.  This template is not available for edits. To edit instructions on the deposit page within the contract, click here to learn more. 
  • Email Tracking for Admins: This email is sent from your payment processor to the parent and isn't logged within SchoolAdmin. 

Dual Signature Invite Email

  • Only for schools using dual signatures on contracts.  Once  parent/guardian "A" signs the contract, they will be asked to invite the second signer. 
  • Location: Settings-->Communications-->Email Templates-->System Emails-->Invite Contract Signer.
  • Email Tracking for Admins: This email is logged in the 'Sent Emails' page only and not in individual contact records.

Enrollment Automated Communication Plans Emails (PRO ONLY)

  • If you have any automated communication plans setup for the Enrollment stage, these will be sent based on the criteria set.  Click here for examples.
  • Email Tracking for Admins: Manually sent emails are logged within the 'recent activity'/'history page of contact records and within the 'Sent Emails' page. 

Parent Portal Communications

  • Click here to learn what parent portal and checklist templates you can customize to personalize the process, communicate deadlines, and more. 
  • Parent portal account welcome email, reset password email and unknown account email can be customized within the 'authentication emails' tab of your communication settings. Click here to learn more. 
  • Email Tracking for Admins: The authentication emails are only logged within the 'Sent Emails' page and not in individual contact records. 

Enrollment Manual Communications

  • Enrollment email to all returning and new families with parent portal log-in instructions, authentication codes and instructions, and notification that contracts are available for signature.
  • Additional emails, phone calls, or mailings that are information or interest based.  Some examples include mailing a Student Handbook and school calendar of upcoming events, answering questions for class schedules and athletic/academic programs, etc. 
  • Email Tracking for Admins: Manually sent emails are logged within the 'recent activity'/'history page of contact records and within the 'Sent Emails' page. 

Billing Process

  • Click here to learn about automated and manual billing communications.
  • Email Tracking for Admins: These emails are logged in the 'Sent Emails' page only and not in individual contact records.

Additional Resources

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