Application & Lottery: Setup Trigger Emails

Trigger Emails allow administrators to automate communications with families regarding enrollment and lottery processes. These emails are sent based on specific actions within the system, ensuring timely updates for applicants.

Table of Contents

• Accessing Trigger Emails

• Enrollment Interest Submission Email

• Application Lottery Emails

  • Winner Notification

  • Non-Winner Notification

  • Waitlist Notification

• Configuring Lottery Emails

• Variables in Trigger Emails

Accessing Trigger Emails

1. Navigate to Admin > Settings > Trigger Emails.

   

2. Identify the appropriate email triggers you wish to manage.

3. If some emails are not visible, click the "Show All" button located in the top right corner to reveal any potentially disabled emails. Then, use the Enabled toggle to activate any trigger emails that are currently turned off.

   

Enrollment Interest Submission Email

When enabled, this email is automatically sent to families upon completion of the Enrollment Interest Form. The email includes:

• Status ID for tracking purposes

• A link where families can check their Enrollment Interest Form status

Steps to Enable

1. Go to Trigger emails >  Enrolment Interest Section

2. Scroll down to Enrollment Interest Submission trigger email.

3. Enable the email and customize the email template.

Application Lottery Emails

After running a lottery, administrators can send automated notifications to families. Three email types are available:

Winner Notification

• Sent to families of students who have secured a seat.

• Includes details about the acceptance process.

Non-Winner Notification

• Sent to families whose students were not selected in the lottery.

• May include additional information about alternative enrollment options.

Waitlist Notification

• Sent to families whose students are placed on the waitlist.

• Provides details on the next steps and their position in the waitlist (if applicable).

Configuring Lottery Emails

1. Navigate to Admin > Settings > Trigger Emails > Application Lottery.

2. Select the email type (Winner, Non-Winner, or Waitlist).

3. Use the Edit option to customize the email body.

4. Enable the email to send automatically upon lottery processing

Variables in Trigger Emails

A variable titled “Lottery Program” is available for Trigger email templates. This variable dynamically inserts the specific Lottery Program associated with the lottery results.