Auto Emails for Enrollments in Class+

Once you’ve logged in, locate and click the enrollments tab: and then choose “Add New Auto Email” from the left navigation bar. 

Here, is where you will set the criteria that will determine the conditions for the auto email. Select the filter options to pull a set of students based on your choices, and click “Get Data”. As an example, there are many different filter options, creating a list that pulls information based on affiliation, teacher, course, logins, grades, pacing, or all of those combined.

This is a powerful feature, especially when dealing with a large number of enrollments.  It’s also very useful for creating groups of students that you wish to contact and can be as simple as all algebra 1 students, or more complex, such as a specific teacher with students who are 2 or more assignments behind.

Important to Remember: The list generated is based on the filter criteria, and as an example of who you were sending a weekly reminder to, but it (would) change based on students who caught up by completing assignments or fell behind within the week. Example: your email will likely be sent to a different list of students each week. Our example is (2 or more assignments behind). The group of students returned in your initial results are an example of those students as a point in time, but next week’s email could be sent to a different set of students, (if they meet the filter criteria).

 Once you have your filter options set to pull the list of students you wish to contact on a scheduled basis, such as a weekly reminder to any student that is 2 or more assignments behind. Go to step 2 below the list of students.

This section is where you’ll be constructing the auto email you want to send to a list of students who meet the criteria specified in the previous search. You will also choose the recipients of the email.

There are two options to consider before you start: Will you use an “existing” template or create a “new” template?

If your administration has created a standardized template, you can select it from the template drop down menu. This is very useful for emails that are sent out regularly and your school wants consistency for all communication.

For this example, we will be creating a new template as a weekly reminder to students who are 2 or more assignments behind in their pacing. Use the reference numbers in the image above.

1. Enter your subject for the email.
2. Choose who will or will not receive a copy of this weekly reminder. Place a checkmark in the box for who will receive the email.

Important: The student will always receive the email unless you choose “Don’t copy Student”

     3. Create the body of the email and select the variables from the dropdown list. This is useful because it will substitute each student’s name in the place of the variable, so the email is more personable. There are several variables that you can use such as, course name, teacher name, etc.

     4. Once you have composed your email, click “Update Sample” at the bottom left to see your email as it would appear to the user. It will substitute the variables here for you to verify if this is indeed what you want.

Now you are ready to set how often your auto email is to be sent by choosing the periodicity and give it a name.

Save your Auto Email

At this point your auto email has been created and scheduled to send based on your filter choices. If you want to change the auto email to active, inactive, or change who will receive a copy, click on “Auto Emails” to edit.

Find your auto email and click the edit pencil icon under the view column.

Here is where you can change the status, periodicity, and who will receive the auto email. Make your preferred changes and click save.