How to Create or Edit Message Templates

Message templates are used to communicate with your families. They can be created as an:

- SMS

- Email or 

- Push Notification (SimplyPortal App).

There are standard System message templates that connect to a system function (e.g. sending Statements, Certificates or Teacher Replacement Notifications) and you also have the ability to create Custom message templates (e.g. a Welcome message for new customers). 

Message templates can be used for bulk, individual or automatic (system) messages. They will remain in your list until you delete them, so instead of creating a new message every time for a communication you send regularly, you can edit the existing template each time.

Location

All Message Templates are located at Configuration -> E-Mail / SMS Templates under the 'Communication Preferences' heading.

This page is split into two sections, Custom Message Templates and System Notification Templates.

NOTE: System Notification Templates cannot be created or deleted as they relate to specific system functions. Their content can be edited by clicking on the "Edit" action for the template type you wish to update (email, SMS or Push Notification). Only supported message types will displayed for editing purposes against any system messages.

How to Create a Custom Message Template

1. Click on the green "Add Message Template" button. 

2. Give your template a name (this is only visible to staff), select your message format and 'Add Message Template'. Your message template is now in your list of templates. 

3. Locate your message template from the list and click on the yellow edit folder to add your content. 

Message templates are sorted by format / type and then in alphabetical order by 'Name'. You can number them if you wish them to appear in a certain order. 

Complete all fields and save your message template.

All message templates can be sent in bulk in a Communication Campaign, or individually from a family's file by clicking on "Template" next to the desired contact field and selecting the message template.

NOTE: Email messages must have a subject or they will not send.

How to Edit a Message Template

Custom Message Templates can be edited simply by clicking on the yellow edit folder next to the template name.

System Notification Templates can be edited by clicking on the Edit action for the template you wish to edit (Email, SMS / Text or Push Notification).

Some system templates may only support email and / or SMS. Some will also allow Push Notifications. Only the type available for the corresponding system message will display as an option to edit.

Any wording within %% will pre-fill that field.

Click the 'Save Message Template' button at the bottom of the screen to save any changes.

Related articles:

Adding an attachment to an E-mail (attachments cannot be saved to the finance-related system messages)

Creating Email & SMS Campaigns

Push Notifications - SimplyPortal App

Last updated: 10 April 2024