EnrolHQ has five types of email templates found under Email Settings > Templates:

1. Primary Parent / Carer - Emails to the parent that has Enrolment Dashboard access and has created an account with EnrolHQ.
2. Secondary Parent / Carers - Emails to other parent / carers that have been added by the Primary Parent.
3. All Carers - Emails to all parent / carers linked to a student.
4. Staff - Emails an internal template used as a workflow or notification to staff.
5. Payer - Emails the person paying money via EnrolHQ. This person is the one who receives the receipt. Depending on how payments are made in the Enrolment Journey, this email template could apply to multiple people linked to a child.

Email notifications can be linked to system events or custom / marketing templates for quick access.

1. System Emails - for example a thank you notification to a parent when an Enquiry Form has been submitted. If set up, the Primary Parent / Carer can not unsubscribe from these types of emails. The Secondary Parent / Carer can choose to unsubscribe from these types of emails.
2. Custom Emails - for example 'Enquiry Follow-up' where you want to communicate with a parent who has submitted an enquiry and you want to start your reply by using a pre-written template. If you choose to send this email, the Primary Parent / Carer can not unsubscribe from this type of email. The Secondary Parent / Carer can choose to unsubscribe from these types of emails.
3. Marketing Emails - for example 'Come to Open Day' where you want to reach your Enquiry Stage and invite them to an upcoming event. By law, as this is an unsolicited email, so we give both the Primary and Secondary Parent / Carer the ability to unsubscribe and those preferences will be attached to the email address. NB: Unsubscribing from Marketing emails does not unsubscribe the parent from System or Custom emails.

• Email Settings > Templates
• Find the category and email you're looking for
• Click on the Edit button on the far right of the template

For each template you are able to edit the following:

• Group (Folder): - choose the folder where the email template will reside.
• Type: - if your email is not a Custom template or Marketing email, you will need to select the type of system email you are creating.
• Recipient: - select the recipient for the email. Only one recipient can be selected. You will need to duplicate the template to send it to multiple recipients.
• Name: - this is the name of the template as shown in the list for your own reference (it is recommended that if the template is an automated response that this is added to the description).
• Subject Template: - this is the subject line of the email. You can use mail merge tags in this field to create personalised subjects i.e {{ school.settings.name|safe }} Enrolment - {{ profile.first_name }} {{ profile.last_name }} | Year {{ profile.get_entry_grade_display }}, {{ profile.entry_year }} so that the subject contains the students firstname, lastname, grade of entry and year of entry making it easier to search through your email.
• Message Template: - create the body of your email here. Links, images and tags can be used to create a nice customised email for your parents. A full set of merge tags and document is available underneath in the ‘Tags and Filters’ section and ‘Context Variables’ section. Commonly used will include {{ profile.first_name }} {{ profile.last_name }} for future students name. {{ first_parent.first_name }} {{ first_parent.last_name }} for 1st parents name and so on and so forth.
• Email Signature: - select a previously created Email Signature if it has been set up.
• Attachments: - drag and drop any standard attachments you want to send with the Template email here. Schools will have a schematic or map or a link that goes with inviting parents on a school tour; this can be to explain which gate to use or where to sign in. Terms and Conditions should be included in the settings > Customisation > Policy Agreement Documents
• Advanced Settings:
  • Change the From Email - if you want to override the ‘From’ email address that is set in your school settings, you can put an alternative email address here. You might want your enquiry emails to come from enquiry@schoolname.wa.edu.au and your booking emails to come from events@schoolname.vic.edu.au so if parents reply, they will start an email dialogue with the correct staff member inside your school.
  • Change the From Email - for the templates that are sent as staff notifications, you can override which staff members these emails go to. Or if you want the emails to go to multiple staff members, for example all the payment notifications may go to finance@schoolname.qld.edu.au, then you put their email address in this field.
• Top Logo: - adding a logo here will overwrite the default Top Logo from Settings > Campuses
• Bottom Logo: - adding a logo here will overwrite the default Bottom Logo from Settings > Campuses

Custom Templates are not attached to any particular form submission or action made by staff/parents. These are templates you set up yourself to use with the ‘Bulk Email’ or "Commslog" functions in the CRM or in conjunction with Automated Emails.