Auto Emails for Enrollments in Class+

After successfully logging into the system, the first step is to find and click on the enrollments tab. Following this, you should select “Add New Auto Email” from the navigation options on the left side of the screen. 

In this section, you will establish the criteria that will dictate the conditions for the auto email. You can choose from various filter options to generate a list of students based on your specific selections. Once you have made your choices, simply click on “Get Data.” For instance, the filter options available allow you to compile a list that can be based on various factors such as student affiliation, assigned teacher, course enrollment, login frequency, grades, pacing, or a combination of these elements.

This feature is particularly powerful, especially when managing a substantial number of enrollments. It proves to be extremely beneficial for organizing groups of students you wish to contact. For example, you might want to reach out to all students enrolled in Algebra 1, or you could set up a more targeted approach, such as contacting students of a specific teacher who are two or more assignments behind in their coursework.

Important to Remember: The list generated from your filter criteria is dynamic. This means that, for example, if you are sending out a weekly reminder, the recipients may change from week to week based on students' progress. If a student catches up by completing assignments or falls behind during the week, they may appear or disappear from your email list accordingly. For instance, if your criteria specify students who are two or more assignments behind, the group of students returned in your initial results represents a snapshot in time. Consequently, the recipients of next week’s email could differ if their status changes about the filter criteria.

 Once you have successfully set your filter options to generate a list of students you wish to contact regularly, such as sending a weekly reminder to those who are two or more assignments behind, you can proceed to step 2, which is located below the list of students.

In this section, you will be responsible for crafting the auto email that you intend to send to the selected list of students who meet the criteria you specified in the previous step. Additionally, you will determine the recipients of this email.

Before you begin, there are two important options to consider: Will you be utilizing an “existing” email template, or will you create a “new” template from scratch?

If your school administration has developed a standardized template, you can easily select it from the template dropdown menu. This is particularly advantageous for emails that are sent out regularly, as it ensures consistency in communication across the school.

For this example, we will be creating a new template intended as a weekly reminder for students who are two or more assignments behind in their pacing. Please refer to the reference numbers indicated in the image above.

1. Begin by entering the subject line for your email.
2. Next, decide who will receive a copy of this weekly reminder. You can indicate your preferences by placing a checkmark in the appropriate box for those who should receive the email.

Important: By default, the student will always receive the email unless you specifically select the option “Don’t copy Student.”

     3. Next, you will create the body of the email and select the variables from the dropdown list provided. This feature is beneficial because it allows you to personalize the email by automatically substituting each student’s name in place of the variable, making the communication feel more personal. You can utilize various variables such as course name, teacher name, and more.

     4. After composing your email, click on “Update Sample” located at the bottom left corner to review how your email will appear to the recipients. This function will replace the variables with actual data, allowing you to confirm that the content is as intended.

Following this, you will need to set the frequency for how often the emails will be sent to the selected group and then save your settings:

At this stage, your auto email has been created and scheduled to be sent according to the filter selections you made. If you wish to modify the auto email to change its status to active or inactive, or to adjust who will receive a copy, simply click on “Auto Emails” to make the necessary edits.