Email is an essential tool for communicating with your students and there are a few different ways to do this within your Student Management System. In this article, we will cover some different methods of emailing students.
Warning
You will need to have the emailing functionality already set up within your Student Management System. This can be done by setting up an SMTP provider or configuring Mandrill.
TABLE OF CONTENTS
- Emailing An Individual Student
- Emailing Multiple Students in a Course
- Emailing Multiple Students Using the Enrolment List
Emailing An Individual Student
Emailing an individual student is as simple as finding the party profile for that student. Once you are at the student’s party profile, go to Email → Compose.
- To: This will be prefilled with the email address from the student’s party profile by default. You can enter a different email address by typing it into this field and pressing the ENTER key.
- From: If you have any From addresses setup in your site, you can select them in this field. The From address will be displayed as the Sender address in the email.
- Template: You can select a template to prefill the email message content. The layout will be automatically switched to the same one as the template’s default layout.
- Layout: The layout for the email, it is recommended that you leave this as is.
- Subject: The subject line for the email, this will get prefilled when you select a template that contains a subject line.
- Message Content: This will be the content that the student receives in the email. You can write something in here manually or use a template to automatically fill it in. There are also some formatting tools under the content box.
- Attachment: You can attach a file to the email that will be sent to the student as an attachment.
- Additional Email Recipients: You can add additional email recipients. Click on the Plus button in the header to add a field to input an email address, you can also set the additional recipient as a CC or BCC.
Once you have completed your email to the student, click on the Send button.
Emailing Multiple Students in a Course
You can email multiple students at once from a course. Go to the course and click on Email → Compose.
- Layout: The layout for the email, it is recommended that you leave this as is.
- Document Category: If you choose to attach a file to the email, it will be added to the course documents under this category.
- New File: You can upload a file from your computer that will be sent to the students as an email attachment.
- Or URL: You can specify a link to a file that will be attached to the emails.
- Template: The template for the email content. The layout will be switched to the same one as the template’s default layout.
- Subject: The subject line for the email, this will get prefilled when you select a template that contains a subject line.
- Message Content: This will be the content that the student receives in the email. You can write something in here manually or use a template to automatically fill it in. There are also some formatting tools under the content box.
Scroll down to see a list of the active students in the course. Check the box next to each student that you would like to email, you can also search for specific students using the search bar.
Note
If a student doesn't have an email address on their party profile, they will not be selectable on this screen.
Once you have completed your email to the selected students, click on the Send button.
Emailing Multiple Students Using the Enrolment List
If you need to email multiple students that are in different courses, you can email them using Bulk Actions on the Enrolment List.
The Enrolment List can be accessed by going to Enrolments → Enrolment List.
Initially, there will be no enrolments listed on this page. Make sure there is nothing in the search bar and click on the Search button to bring up all enrolments in your system. You can also use Filters to narrow down the results or search for a specific party.
Once you have the required students on the page, click on the Bulk Actions button and select the students that you would like to email, then click on the dropdown arrow and select the Email option.
- From: If you have any From addresses setup in your site, you can select them in this field. The From address will be displayed as the Sender address in the email.
- Enrolments Selected: The amount of enrolments that are selected for this Bulk Action.
- Send To: You can select whether to send the email to each student’s Primary email address or all email addresses that are attached to the students party profile.
- Template: The template for the email content. The layout will be switched to the same one as the template’s default layout.
- Subject: The subject line for the email, this will get prefilled when you select a template that contains a subject line.
- Attachment: You can attach a file to the email that will be sent to the students as an attachment.
- Message Content: This will be the content of the email that the student receives. You can write something in here manually or use a template to automatically fill it in. There are also some formatting tools under the content box.
Once you have completed the email to the students, click on the Send button.