Managing Email Templates

Email templates let you standardize your school's admissions communications. Create reusable templates for common scenarios -- welcome emails, application confirmations, interview invitations, enrollment offers, and more -- so your team sends consistent, professional messages every time.

Accessing Email Templates

1. Navigate to Configuration in the sidebar.
2. Select the Email Templates tab.
3. You will see a list of all templates with their name, subject line, open rate, reply rate, last updated by, and status.

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You need Config Access permissions to create, edit, or delete email templates. Users with basic access can view templates but cannot modify them.

Creating a New Template

1. Click the Create Template button in the top-right corner.
2. A full-screen modal opens with two panels:
   • Left panel: Template form fields (name, subject, body).
   • Right panel: Available placeholder variables.
3. Fill in the required fields:
   • Name -- An internal label for this template (e.g., "Welcome Email", "Interview Confirmation").
   • Color -- Choose a color from the palette to visually identify the template.
   • Subject -- The email subject line recipients will see. You can insert variables here.
   • Body -- The email content. Use the rich text editor (WYSIWYG) to format text, add links, images, and lists.
4. Click Save to create the template.

WARNING

Both the Name and Subject fields are required. The Save button remains disabled until both are filled in.

Editing a Template

1. Find the template in the list.
2. Click the actions menu (three-dot icon) on the right side of the row.
3. Select Edit.
4. The same full-screen editor opens with the template's current values pre-filled.
5. Make your changes and click Save.

Inserting Variables

The right panel of the template editor displays all available placeholder variables, organized by category:

• Lead / Applicant -- {{name}}, {{first_name}}, {{email}}, etc.
• School -- {{school_name}}, {{campus}}, {{contact_email}}, etc.
• Form / Academic -- {{form_name}}, {{stage_name}}, {{enrolment_year}}, etc.
• CRM fields -- Parent/guardian details, student details, academic information.

To insert a variable:

1. Place your cursor in either the Subject or Body field.
2. Click a variable in the right panel to insert it at the cursor position.
3. Alternatively, drag a variable from the right panel and drop it into the body editor.

The editor highlights which field (Subject or Body) is currently active so you know where the variable will be inserted.

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Use the search box at the top of the variables panel to quickly find a specific placeholder. You can also copy a variable to your clipboard by clicking the clipboard icon next to it.

AI-Powered Text Improvements

The body editor includes AI text transformation capabilities. Select text in the editor to access AI-powered suggestions for improving tone, grammar, and clarity.

Previewing a Template

1. While editing a template, click the Preview button in the modal header.
2. A preview modal opens showing how the email will look with sample data.
3. The preview displays the rendered subject line and a sandboxed HTML preview of the body.

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Variables appear as their placeholder names (e.g., {{name}}) in the preview. Use the Send Test feature to see how variables resolve with real sample data.

Template Status

Each template has a status badge:

• Active -- Available for use in workflows and manual sending.
• Draft -- Not yet ready for use; still being composed.
• Archived -- Hidden from active use but preserved for records.

You can filter templates by status using the status column filter icon in the table header.

Reordering Templates

When no search query or status filter is active, you can drag-and-drop templates to reorder them:

1. Hover over the drag handle (horizontal lines icon) on the left side of a template row.
2. Click and drag the template to the desired position.
3. Release to drop it in place. The new order is saved automatically.

WARNING

Drag-and-drop reordering is only available when you are viewing the full, unfiltered list. It is disabled when a search query or status filter is active.

Duplicating a Template

1. Click the actions menu on the template row.
2. Select Duplicate.
3. A copy of the template is created with the same content. Edit the duplicate to customize it.

Archiving and Restoring Templates

• To archive: Click the actions menu and select Archive. The template moves to "Archived" status.
• To restore: Filter by "Archived" status, find the template, and select Restore from the actions menu.

Deleting a Template

1. Click the actions menu and select Delete.
2. Confirm the deletion by typing "DELETE" in the confirmation dialog.
3. The template is permanently removed.

WARNING

Deletion is permanent. If you might need the template later, consider archiving it instead.

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