• Scheduler Tab
  • Communications – Send an Email

Scheduler Tab

The Scheduler tab on an Intake is used to create schedules for:

1. Internal Enrolment assignments for your staff members
2. Sending emails to Students using Communication Templates
   • For a guide on creating a Communication Template, refer to System Settings – Communication Templates.

The following shows the set-up for Email Schedules, specifically.

Communications – Send an Email

This action sends an email to Students enrolled within an Intake, externally.

Figure 1. Set Email Parameters and Outcomes

• Access Communication Templates
• Create a New Template
• Email Templates
• Text Message Templates
• PDF Templates
  • Preview, Download and Print PDF Template

Access Communication Templates

Figure 1. Navigation Bar

Click the cog icon in the top navigation bar.

Figure 1ii. Settings Panel

Click “Communication Templates“.

Create a New Template

The most effective way of using comms in SELMA is by creating templates. You can create templates for Emails, Email Attachments (PDF documents) and Text Messages.

Figure 2i. Communication Templates Overview

Templates are grouped by section headings, which expand on clicking (blue). Click the pencil icon to preview or edit (green), clone (purple) and remove a template (red).

Figure 2ii. Add a Communication Template

To create a new template, click on “New” and choose a template type between Email, Text or PDF.

Email Templates

Email templates require Context of Use, Name, Subject and Body.

“Context of Use” (orange) restricts the Communication Template to map data from a specific object in SELMA e.g. “Intake” sends an email to a Student/s of an Intake, while “Student” sends an email to Student profiles.

Once an Email is set-up they can be accessed and sent from the Intake, Enrolment and Student levels.

Figure 4. Email Template Editor

Use Mail Merge Fields in the body of your email, to fetch dynamic data from SELMA (yellow). Use the formatting panel to stylise text.

Text Message Templates

Text templates require Context of Use, Name and Body.

Once a Text is set-up, they can be accessed and sent from the Intake, Class, Enrolment and Student levels.

NOTE: The message body is limited to 300 characters. Exceeding this limit adds a text message unit, which counts as an additional feature depending on your SELMA subscription plan.

Figure 5. Text Message Template Editor

Use mail merge fields to fetch and insert dynamic data from SELMA.

PDF Templates

PDF attachment templates are attached to emails that can be sent to Students.
They also require a Context of Use, Name, Subject and Body.

Figure 6. PDF Template Editor

Use mail merge fields to fetch and insert dynamic data from SELMA (red).
Optional: Choose a “Document Type” (orange) to categorize this PDF template when it’s saved in the Documents tab of the Object profile from which you send an email.

Preview, Download and Print PDF Template

Figure 7i. Send Email

Navigate to the relevant page (in this case, the Context of Use is “Enrolment”, so the relevant page is a selected Enrolment profile). Then click “Send Email” from the actions menu (red).

Figure 7ii. Select a PDF Attachment

Navigate to “System Attachments” at the bottom of the email editor, and select a PDF attachment (red) to include in an email you may have an email template for (orange). Click on the eye icon, to the right of “System Attachments”, to preview the PDF template (green).

Figure 7iii. Preview, Download and Print a PDF Attachment

If you have set-up a Communication Template, you can pre-populate the email or text with the details you have specified, previously.

• Please refer to System Settings – Communication Templates for more.

In this Section:

• Send an Email
  • Send Emails in Bulk
• Send a Text Message
  • Send Text Messages in Bulk

Send an Email

Figure 1. Navigate to Students > Student Index

Figure 2. Student Profile | Action Button

On a Student profile page, click the purple action button, then select “Send Email” from the list.

Figure 3. Fill out the Email and Send

Provide the necessary details, or add an email template (i.e. Communication Template) you have set-up, previously (purple).
Note: “System Attachments” are PDF Templates which are a type of Communication Template you can attach to emails (lavender). If you would like to manually upload a document, please select “File Attachments” (blue-grey).

Send Emails in Bulk

Figure 4. Navigate to Cohorts > Intake Index

Figure 4. Intake Profile | Enrolments Tab

Navigate to the Enrolments Tab of an Intake, and select all or individual Enrolments.

Figure 5. Intake Profile | Action Button

On the Enrolments tab, click the purple action button, then select “Send Bulk Email” from the list.

Figure 6. Fill out the Email and Send

Provide the necessary details, or add an email template (i.e. Communication Template) you have set-up, previously (purple).
Note: “System Attachments” are PDF Templates which are a type of Communication Template you can attach to emails (lavender). If you would like to manually upload a document, please select “File Attachments” (blue-grey).

Send a Text Message

Figure 7. Navigate to Students > Student Index

Figure 8. Student Profile | Action Button

On a Student profile page, click the purple action button, then select “Send Text”.

Figure 9. Enter Text Message and Send

Use a Text Message template to populate the text body for you. The “To” field will be automatically filled with the Student’s mobile number.
Note: A Text Message template is a type of Communication Template, and should be set-up previously.

Send Text Messages in Bulk

Figure 10. Navigate to Cohorts > Intake Index

Figure 11. Intake Profile | Action Button

On the Enrolments tab of an Intake profile page, click the purple action button, then select “Send Bulk Text”.

Figure 12. Enter Text Message and Send

Use a Text Message template to populate the text body for you.
Note: A Text Message template is a type of Communication Template, and should be set-up previously.