Overview
Template emails may be created and used to communicate with students, customers or staff in your database.
Emails may be sent from the tutor, student or customer record. Emails may also be sent from the schedule or a session to either the tutor or parents of the student/s assigned.
Emails templates may also be sent in bulk from the tutor, student or customer lists.
Article Sections
- Create a Template
- Using Macros
- Send an Email using your Template
- Troubleshooting
- Tutor Image in Emails
- Delete Email Template
- Tables in Session Note Template
Create a Template
1. From the main menu select: Setup > Other > Template Setup.
2. From the top right of the page select New Template.
3. In the pop up name your template.
4. Allocate the template type and save. Note that a template will only be available in the areas of Oases indicated by the type.
The exception to this rule is when tutors are emailing from TutorPlace. From the student record the tutor can email the parent or the student, but both areas use a Student Email Template as the tutor is in the student record. Therefore, if the tutor is emailing a parent please use a student email template.
5. In the new template add your subject line and text. DO NOT COY AND PASTE TEXT into templates. For items sent individually from records you will get a chance to change the text before each send so you may add Xs for information that may be different for each instance. For specific information you can link to custom fields in the relevant records.
Using Macros
6. Use the macros to enable Oases to insert the name of the staff member, the name of the user sending the email and the company name as shown above.
7. Additional macros may be found in the dynamic list. Copy and paste them into your template.
8. The Report Templates don't have macros as these emails are not sent from a record but from a custom report.
9. Add an image using the picture icon and grab an image from your computer or add the URL of a saved image. When pasting a URL into the Image URL field paste with Command V on a mac and Control V on a PC.
Send an Email using your Template
10. Open the record for the intended recipient of your email.
Tutor, Student & Parent - At the top of the record you will see an envelope icon.
Schedule - Press the 3 dots at the top of the schedule.
Session - Advanced options.
11. A blank email will open.
12. Select the template you wish to use from the dropdown menu.
13. The template will appear and the macros will have inserted the required data and the email address as held in the record. If you added Xs for text that will change, edit these areas before sending.
A copy of the email text and date will be in the Notes area of the record.
Troubleshooting
14. If when you choose your template from within a record you can see the macro rather than the merged data brought in by the macro your pasted macro has interfered with the HTML code of the template. Return to set up and remove your macro and re-paste while in text/html mode in the template.
15. Only templates created for specific items will appear in those items.
Emailing a Student from Student Grid or Student Record - Student Template
Emailing a Parent from a Session - Session Template
Emailing a Parent from the parent record - Parent Template etc.
Tracking Emails
16. The status of the email will be in the Email Log. Select Tools, Reports, Other, and Email Log.
27. If you have enabled AUTO BCC on all emails leaving your Oases database you will be copied on the email.
Tutor Image in Emails
28. Where a macro is provided to embed the selected tutor image for Schedule Templates or the Assigned Tutor image for Student Templates the macro needs to be added to the template using HTML.
29. Open the HTML writer by pressing </>. Add the image macro as follows:
Schedule email templates: <img src="#SELECTED_TUTOR1_IMAGE#" width="100" height="100"></p>
Student email templates: <img src="#TUTOR_IMAGE#" width="100" height="100"></span></p>
If you don't know how to add HTML please submit a support ticket and we can copy a basic template for the image to your database for use.
Delete Email Template
30. You may delete any of the email templates that you have created, but not the templates that come with Oases.
31. Filter to the desired template and press Delete.
Tables in Session Note Template
32. Adding a table to the session note template will display correctly via Admin interface and email but the display via the customer login (calendar & attendance list) is space restricted. Always check the display with your fake customer login prior to using a table in this template.