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

1. 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.

1. Search for the following templates and customise them according to your business or institution’s needs.

NOTE:

Additional documentation regarding the new applicant portal process, email templates utilised, and the associated merge fields can be found here.

Data Resource Number	Data Resource Name (Template Name)	Note
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	An applicant login account has been created, this needs to contain the password reset: reset_password_url NOTE: This email template allows for the inclusion of a file attachment. e.g.
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 doesn’t match that provider, the admissionsEmailProviderId will also get a copy
EMAIL_CRS_OFFER	Course Enrolment Offer Notification	This is an email sent to the applicant when the provider approves the application and makes the offer to the applicant, e.g.
EMAIL_OFFER_ACCEPTED	Course Enrolment Offer Accepted	The applicant will receive this email once they click the 'Accept the Offer' button. This email contains the login credentials as a Student, e.g.
EMAIL_OFFER_REJECT	Course Enrolment Offer Rejected	The applicant will receive this email when they reject their Course Offer.
APPLICATION_SUCCESS	Application Success	This is an email to notify the applicant that their application has been successfully submitted once they completed the application. e.g.
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 institution’s 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.