Changing Email & Text Message Templates

This feature is only available to School Admin users.

This feature is accessed as part of your school's settings. See Changing School Settings - School Settings for more details.

Here you can change the templates used to generate the notifications, emails and text messages which are sent to your users when various events of note occur. You can change the wording of the templates with ease, allowing you to maintain consistency in your messages to your pupils & staff.

You are also able to change the common headers and footers sent with notification and direct emails. This is useful for including links to your school website, terms & conditions and other information such as contact details. See Changing Email Header & Footer Templates for more details.

Viewing & Finding

You can find message templates using the message template list. From here you can change individual templates, including text for notification, email and text message delivery mechanisms.

Desktop

By default the list shows all templates, but you can use the 'Category' filter to find templates for messages relating to specific features within the app.

Message Templates List - Desktop

Message Templates List - Desktop

  1. Search - search for message templates by name. The list will change as you type.
  2. Category Filter - filter the message templates shown in the list based on their category. Select 'All' to show all message templates.
  3. Template Item - click the item to view & edit the templates for notification, email and text message delivery mechanisms. See Changing a Template for more details.
  4. Delivery Mechanisms - how messages of this type will be sent, if permitted by the notification preferences of the receiving user(s). Message types sent as a Notification will always be sent, but the user will have to log in to the app to see these.
  5. Default Template Content - a summary of the current content of the template.
  6. List Page Information - The list only shows a maximum of 10 items at a time. To move back and forward between pages you can use the Prev/Next links here.

Mobile

By default the list shows all templates, but you can use the 'Category' filter to find templates for messages relating to specific features within the app. See Filters & Sorting for more details.

Message Templates List - Mobile

Message Templates List - Mobile

  1. Search - search for message templates by name. Enter your search terms and tap the spyglass button to filter the list.
  2. Template Item - click the item to view & edit the templates for notification, email and text message delivery mechanisms. See Changing a Template for more details.
  3. Delivery Mechanisms - how messages of this type will be sent, if permitted by the notification preferences of the receiving user(s). Message types sent as a Notification will always be sent, but the user will have to log in to the app to see these.
  4. Default Template Content - a summary of the current content of the template.
  5. List Page Information - The list only shows a maximum of 10 items at a time. To move back and forward between pages you can use the Prev/Next links here.
  6. Filter & Sorting Menu - click for filter and sorting options. See Filters & Sorting for more information.

Filters & Sorting

  • Instructor Filter - filter the message templates shown in the list based on their category. Select 'All' to show all message templates.
  • Sorting - Select which field you wish to sort by. Select a direction, ascending or descending.

Changing a Template

Changing a temple is simple, but involves the risk of corrupting the messages sent out on behalf of your school, so please be sure you understand what you are doing before saving any changes. You can use the 'Preview Template' feature before you save to get a good idea of what your messages will look like when sent. See Previewing for more details.

There is currently no way to restore the default text for a given message template, however we are planning on adding such a feature in the near future. If you have corrupted a template and need the default restoring please contact support.

The layout of the popup is different for the Desktop & Mobile interfaces, but the functionality remains the same.

Message Template - Edit - Desktop

Message Template - Edit - Desktop

  1. Template Information - the name & category for this message template. For information only, cannot be changed.
  2. Email Title Template - The title of the email that will be sent. Cannot contain rich-text. Can contain Replacement Tokens.
  3. Insert Replacement Token (into Email Title Template) - enables you to select available replacement tokens from a simple list and insert them into the title text. See Replacement Tokens for more details.
  4. Email Body Template - The body of the email that will be sent. Can contain rich-text. You can use the Rich-text Editor to add font styles and links to the text. Can contain Replacement Tokens.
  5. Insert Replacement Token (into Email Body Template)  - enables you to select available replacement tokens from a simple list and insert them into the body text.. See Replacement Tokens for more details.
  6. Preview Template - click/tap this to show example messages as would be produced by the current templates. Use this to check your changes before you save. See Previewing for more details.

Once you are happy with your changes use the 'Save' button to commit your changes. Changes will take effect immediately for all future messages of the type sent on behalf of your school.

Replacement Tokens

Replacement tokens are special symbols that are substituted with information by the app's messaging system when is uses a template to send a message.

They are human-readable text values enclosed by braces (aka. curly brackets); for example if the token "{schoolname}" was included in a template it would be substituted by the name of your school when sending a message.

To make it simple to use replacement tokens we have developed a simple selection tool. You can use this by placing your cursor in one of the template text boxes at the position you wish to insert the token and then using the 'Insert Replacement Token' link below said text box:

Message Template - Insert Replacement Token - Cursor

Insert Replacement Token - Cursor

A simple list of replacement tokens, together with a simple example of a typical replacement value for each token, is shown:

Message Template - Insert Replacement Token Popup

Insert Replacement Token Tool

The exact tokens available in the 'Insert Replacement Token' tool will vary depending upon the message template being edited. All tokens shown for a given template are valid in any of text fields within the template popup.

You can simply click/tap a token to close the tool & insert it at the position of your cursor:

Insert Replacement Token - Complete

Insert Replacement Token - Complete

Previewing

You can use the 'Preview Template' feature before you save to get a good idea of what your messages will look like when sent. You can do immediately after making changes to text fields, including replacement tokens. There is no need to save the template to preview it.

Simply click/tap the 'Preview Template' button to show the preview popup:

Message Template - Preview Popup

Message Template - Preview Popup

Changing Email Header & Footer Templates

You can can set email header and footer template which will be included with emails sent on behalf of your school.

These can be accessed and changed using the message template list and are within the category ''Email Headers & Footers":

Message Header & Footer Templates List - Desktop

Message Header & Footer Templates List - Desktop

On mobile you can filter the list by category using the filter options:

Message Header & Footer Template Filter - Mobile

Message Header & Footer Template Filter - Mobile

There are two distinct sets of templates which are used depending on the nature of the email being sent:

For Notifications

Notifications are messages sent out to inform your pupils instructors and other staff of events which may concern them; for example changes to lesson bookings, new pupils sign ups etc.

The templates used to produce the header and footer for notification emails are EmailDirectHeader and EmailDirectFooter respectively.

For Direct Messages

Direct Messages are messages sent directly to a specific user or group of users. See Contacting Other Users for more details.

The templates used to produce the header and footer for direct messages are EmailNotificationHeader and EmailNotificationFooter respectively.