Customising Email Templates
Overview
Paradigm records customisable Data Resource Templates referred to as email templates and some of these data resources are related to the Online Applicant Portal. These email templates represent the default emails that are to be sent from the Provider to the applicant for the whole duration of the application/enrolment process.
BE ADVISED:
When setting up a new online applicant portal, the email address of the provider is automatically assigned based on the provider of the scheduled program. If no provider is specified, the default or primary provider in the system is used. Please note that by default, Paradigm sends an email to the residential contact type. If you prefer to change this, please let us know.
Workflow
Go to Providers > Search Content, and type in the Data Resource Number or Name to search for the email template.
Refer to the instructions in this article on how to search for a template in the Provider Record in Paradigm: How to SEARCH for a Communication Module Template.
INFO:
For more details on how you can customise these templates, refer to this article: Provider > Search, Add and Edit Content (e.g. Email Templates) which lists all the currently available merge fields for you to use.
Search for the following templates and customise them according to your business or institutionβs needs.
NOTE:
Additional documentation regarding the new applicant portal process, email templates utilised, and the associated merge fields can be found here.
APPLICANT_REG
Applicant Portal Registration
This email is sent to the applicant automatically after the applicant submits their application form. The email contains the login credentials for applicants to login to the Applicant Portal.
APPLICANT_REG
New Process
Applicant Registration
An applicant has applied on applicant_register_form but no ApplicantAccount is set, and no applicant login has been created.
APPLICANT_CREATE
New Process
Applicant User Creation
COURSE_APP_NOTIF
New Process
Application Success
This is sent to providers when an applicant has completed the course enrolment application process. It is sent to the home institution of the scheduled course. If the config admissionsEmailProviderId
is set and it doesnβt match that provider, the admissionsEmailProviderId
will also get a copy
EMAIL_CRS_OFFER
Course Enrolment Offer Notification
EMAIL_OFFER_ACCEPTED
Course Enrolment Offer Accepted
EMAIL_OFFER_REJECT
Course Enrolment Offer Rejected
The applicant will receive this email when they reject their Course Offer.
APPLICATION_SUCCESS
Application Success
APPLICATION_SUCCESS
and DEF_EMAIL
New Process
Course Application Submitted and Course Enrolment Offer Accepted
APPLICATION_SUCCESS
is the default, then DEF_EMAIL
. This is sent to the student at the same time as COURSE_APP_NOTIF
to confirm to the student that they have enrolled in the course.
APPLICATION_UNSUCCESSFUL
Application Unsuccessful
You can create your own email template for cases when the applications are not successful.
If you are having auditions and interviews prior to being accepted to the Course/Program, you might need to have the following email templates configured - depending on how you are doing your auditions or interviews:
ROUND1_REJECT
First Round Interview/Audition Reject Letter
If the applicant is rejected on the First Round of Interview/Audition - they will receive this letter
ROUND2_AUDITION
Notification to Proceed to the Second Round of Interview/Audition
If the applicant is successful on their First Round of Interview/Audition - they will receive this letter for the instructions on how they can proceed to the Round 2 Audition/Interview
ROUND2_REJECT
Second Round Interview/Audition Reject Letter
If the applicant is not successful on their Second Round of Interview/Audition - they will receive this letter
NOTE:
Depending on your institutionβs application acceptance criteria, you have the option to add more email template responses for each possible decision. Please contact our Support Team if you need to discuss with us your business or institution requirements regarding your online applicant portal email templates.
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