Introduction

Email Templates

Email templates are pre-designed and pre-formatted email messages that can be used repeatedly for various purposes such as sending offer letters, promotional emails, confirmation emails, welcome emails, or any other type of email communication. Email templates can save time and streamline email efforts by avoiding the need to create a new email from scratch every time there is a need to send a message. Email templates can help create consistent and professional-looking emails.

Dynamic data in email templates refers to the ability to personalize or customize the content of an email message based on specific data or information related to the recipient. This data can include information such as the recipient's name, location, enrolment, or any other relevant information that is stored in the Meshed Platform. Incorporating dynamic data into email templates can create highly targeted and relevant messages.

Meshed Platform

The Meshed Platform allows you to create templates for email and SMS.

Examples of template uses:

Welcome to Students.
Orientation information
Payment reminders
Marketing information
Course Promotion related information

There are three Template Types available in the Meshed Platform:

Predefined - templates that are ready for use. These can also be edited to suit requirements.
Email - custom templates created that can be used when sending email. These can use system identifiable parameters to automatically populate values e.g. Student first name, last name, date of birth (DOB), Student ID etc.
SMS - custom templates created that can be used when sending SMS.

SMS Integration (Optional Module)

Meshed Higher-Ed has the capacity to integrate SMS capability from a third party provider to send bulk and/or individual text/ SMS messages. This integration is required to use SMS Templates. More information on the SMS Integration can be found on the SMS Functionality Integration page.

Templates

To use Templates navigate to Reports > Add/ Edit Email Template

Predefined Templates

The Predefined Templates are created by Meshed when the system is setup, and are used by the System for auto email sending for various events e.g. online application submission, user forgot password, a new user account is created etc. Further detailed information is on the Predefined Email Templates page.

Predefined Templates can be edited to suit Provider requirements. The Template name is restricted and cannot be modified, but the content and email subject can be modified. Users need to have 'SAdmin' role to add or modify a Template.

Predefined Template functions:

Edit/Modify
File attachments
Set Active/Inactive

To access the Predefined Email Templates, select Predefined Template in the Template Type drop-down menu. You can also filter your search by selecting text only Template or all (as shown below).

The Predefined Email Templates currently in the System are listed on the page. Each Predefined Email Template listed has Action Icons to access additional functionality.

Modify

The content/text in Predefined Templates can be edited to suit Provider requirements:

Click the Edit Action Icon
The Template Editor opens at the bottom of the page
Edit content as required
Click the Save Icon in the Template Editor

Parameters and Reserved Characters

Parameters: Different parameters can be used in the body of the Predefined Template e.g. Student first name, last name, date of birth (DOB), Student ID etc. These parameters will be replaced by the value automatically when sending the email to the user.

Reserved Characters: Characters which are reserved in the Template are '{' and '}'. If the Template contains these symbols the email will not send.

File Attachments

The attachments for Predefined Templates can be managed to suit Provider requirements:

Click the Attachment Action Icon
A pop up box will appear to allow you to attach file(s)

Active/Inactive

Predefined Templates can be set Active or Inactive to suit Provider requirements:

Click the locked Padlock Action Icon to set Inactive
Click the Unlocked Padlock Action Icon to set Active

Inactive Email Templates

For easier identification, Inactive Predefined Templates are shown in the list as a different colour.

Email Templates

Custom Email Templates can be created to suit Provider requirements and used when sending emails. The Template name, recipient (e.g. Student, Agent, Staff), content and email subject can be modified. Users need to have 'SAdmin' role to add or modify an Email Template.

Email Template functions:

Add New
Edit/Modify
File attachments
Set Active/Inactive
Delete

To access the Email Templates, select Email Template in the Template Type drop-down menu. You can also filter your search by selecting the Recipient.

The Email Templates currently in the System are listed on the page. Each Email Template listed has Action Icons to access additional functionality.

Add New

To create a new Email Template:

Click the New Template Action Icon
The Template Editor opens at the bottom of the page
Enter Email Subject as required
Enter Template Name as required (cannot be a duplicate)
Select intended Recipient from the drop-down.
Enter content as required
Click the Save Icon in the Template Editor

Parameters and Reserved Characters

Parameters: Different parameters can be used in the body of the Email Template e.g. Student first name, last name, date of birth (DOB), Student ID etc. These parameters will be replaced by the value automatically when sending the email to the user.

Reserved Characters: Characters which are reserved in the Template are '{' and '}'. If the Template contains these symbols the email will not send.

Modify

The content/text in Email Templates can be edited as required:

Click the Edit Action Icon
The Template Editor opens at the bottom of the page
Edit content as required
Click the Save Icon in the Template Editor

Parameters and Reserved Characters

File Attachments

The attachments for Email Templates can be managed as required:

Click the Attachment Action Icon
A pop up box will appear to allow you to attach file(s)

Active/Inactive

Email Templates can be set Active or Inactive as required:

Click the locked Padlock Action Icon to set Inactive
Click the Unlocked Padlock Action Icon to set Active

Inactive Email Templates

For easier identification, Inactive Email Templates are shown in the list as a different colour.

Delete

Email Templates can be deleted as required:

Click the Delete Action Icon to delete

Preventing email sent from Meshed System being considered as spam or treated as Junk email

To assist with preventing email sent from Meshed Student Management System from being considered as spam and treated as Junk email, our Network Administrator has suggested adding or modifying an SPF,DKIM and DMARC record in your DNS server. Further information see Ensuring Email Delivery (Security): SPF, DKIM, and DMARC Implementation

SMS Templates

Custom SMS Templates can be created to suit Provider requirements and used when sending SMS. The Template name, recipient (e.g. Student, Agent, Staff), and content can be modified. Users need to have 'SAdmin' role to add or modify an SMS Template.

SMS Template functions:

Add New
Edit/Modify
Set Active/Inactive
Delete

To access the SMS Templates, select SMS Template in the Template Type drop-down menu. You can also filter your search by selecting the Recipient.

The SMS Templates currently in the System are listed on the page. Each SMS Template listed has Action Icons to access additional functionality.

Add New

To create a new SMS Template:

Click the New Template Action Icon
Select intended Recipient from the drop-down.
Enter relevant information e.g. Template name and SMS Content
Click Save Template.

Parameters and Reserved Characters

Parameters: Different parameters can be used in the body of the SMS Template e.g. Student first name, last name, date of birth (DOB), Student ID etc. These parameters will be replaced by the value automatically when sending the SMS to the user.

Reserved Characters: Characters which are reserved in the Template are '{' and '}'. If the Template contains these symbols the SMS will not send.

Modify

The content/text in SMS Templates can be edited as required:

Click the Edit Action Icon
The SMS Editor opens at the bottom of the page
Edit content as required
Click the Save Template

Parameters and Reserved Characters

Active/Inactive

SMS Templates can be set Active or Inactive as required:

Click the locked Padlock Action Icon to set Inactive
Click the Unlocked Padlock Action Icon to set Active

Inactive Email Templates

For easier identification, Inactive SMS Templates are shown in the list as a different colour.

Delete

SMS Templates can be deleted as required:

Click the Delete Action Icon to delete

SMS Integration (Optional Module)

Meshed Higher-Ed has the capacity to integrate SMS capability from a third party provider to send bulk and/or individual text/SMS messages. This integration is required to use SMS Templates. More information on the SMS Integration can be found on the SMS Functionality Integration page.

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