Emails can be sent in bulk to manage various steps of the admissions and/or enrollment process such as event invites, thank you notes, checklist reminders, or newsletters.

Sending Emails

You can send emails in bulk from most list pages, from search, or from the student contact record.  

Once you have selected the contacts you wish to send email to, click on the Communicate icon in the upper right and select Send Email. 

Send Email Workflow

Selecting Recipients 

You can select multiple recipient options.  Recipients will only receive a single email if they are in multiple groupings.  For example, if you select all parents of selected contacts and primary parents of selected contacts, the primary parent will only receive the email once. 

  • Selected contacts - This will send an email to the contacts selected.  This can be used to send emails directly to students.

  • All parents of selected contacts - This includes anyone with a parent role, mother role or father role which means it will include any aunts, uncles, and grandparents that have these role assignments.  

  • Primary parents of selected contacts - The parent or guardian with the primary flag set (noted as the orange "p" to the left of their name) in the child's record will receive this email.

  • Financially responsible parents of selected contacts - Any contact within 'financially responsible' toggle set to 'yes.'

  • All parents in the primary households of selected contacts -  Any contact with a parent, mother or father relationship set and that's assigned to the primary household. 

  • Mothers of selected contacts - Any contact with the 'mother' relationship set will receive the email.  This also includes aunts, step-parents and grandparents with the 'mother' relationship set.

  • Fathers of selected contacts -  Any contact with the 'father' relationship set will receive the email.  This can include uncles, step-parents and grandparents with the 'father' relationship set. 

  • Consultants of selected contacts -  All consultants tied to the child's record will receive the email. 

Family-Based Emails

If you choose to send your email as a family-based email, it will only be sent once to each parent or consultant, even if they are responsible for multiple students within the selected list.  This is a great option when sending newsletters, event invites, or other communications where you do not what the recipient to receive duplicates.  Once the emails are sent, they will display in the Activity History for all students within that family, even though only one copy was sent to each recipient.  

About merge tokens and family-based emails:

  • It is not recommended to use {contact.field} based merge tokens in family based emails.  If you do use contact based tokens, the system will choose one of the student's info to populate the information.

Schedule Your Email 

Select whether you would like your message to be sent "Immediately" or "On a specific date and time". Choosing "Immediately" will send the email right away, whereas choosing "On a specific date and time" will allow you to schedule it to be sent on a date and time of your choosing. A few notes on scheduling emails:

  1. Emails must be scheduled at least one hour in the future.

  2. All scheduled times are relative to your school site's timezone,

  3. Scheduled times refer to when the email will be sent, and cannot guarantee the time it will be delivered, though typically the time between send and delivery is negligible.  

  4. IMPORTANT: Scheduled emails disappear from this page up to an hour before they send and are not editable or available to cancel, however, they will still be sent at the scheduled time, even though you cannot view them within that hour window. For example, if you're sending decision letters, and you schedule them to be sent at 3pm on Friday, these emails will disappear from the scheduled emails page around 2pm, but they will still be sent out at the scheduled time of 3pm.

Edit Email Text

From here you can select an existing template or write a new email from scratch.

To learn more about the email editor or best practices sending email, refer to the following articles:

Preview Emails 

To preview an email, select a recipient along the left to preview the email they will receive.

Things to check:

  1. Review the body of the email and the merge tokens to be sure the details are correct.

  2. Watch out for missing data. Some of the contacts may not have any data recorded in the merge fields you selected.

Send Email

Click the 'Send Emails' button to complete the process and send the email you created to your selected recipients. 

  • Emails sent immediately will be logged within the 'Recent Activity' section of the student record.

  • Emails scheduled for a future date and time will be logged on the Scheduled Emails page.

Note: CC and BCC emails will not appear as separate entries on the Sent Emails page. You can view the details for any individual email to see what email addresses were CC'd or BCC'd.

Did this answer your question?