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Applicant & Family Welcome Email

Parents with OpenApply accounts automatically receive the Applicant & Family Welcome Email when their account is created.

This email can be customised, at Settings > Admissions > Status & Notification > Applicant & Family Welcome

To enable or disable welcome emails, tick or untick Send Parent Welcome Email.

There are two types of welcome email, depending on how the parent account was created:

With credentials - This is sent to parents who created the account themselves, and set their own password when creating their account. For example, this is sent to Parent 1, when they create their account through the application, enquiry or tour form, or via the Register Now page.

Without credentials - This is sent to parents whose account has been created for them, to allow them to set a password for the first time. For example, this is sent to Parent 2, if Parent 1 checked the box to create an account for Parent 2, or if admin activated the account for the parent.

With Credentials Welcome Email

1. The parent with credentials welcome email can be customised.

By default, it includes {{parent_login}} which will show the parent the email address that they used to create the account.

It also includes {{parent_dashboard}}, which provides a link for the parent to click so that they can log into their account. We do not recommend removing these values from the email.

2. Click Insert Legend or click on the Legend of Values on the right to further personalise the email.

3. Click Restore Default to restore the standard welcome email, if an error was made or if the email was temporarily customised.

Without Credentials Welcome Email

1. The parent without credentials welcome email can be customised.

By default, it includes {{parent_login}} which will show the parent the email address that has been used to create the account.

It also includes {{set_password_link}}, which provides a unique link for the parent to set their password and log-in for the first time. We do not recommend removing these values from the email.

2. Click Insert Legend or click on the Legend of Values on the right to further personalise the email.

3. Click Restore Default to restore the standard welcome email, if an error was made or if the email was temporarily customised.

4. Click Preview Email to see an example of how the welcome emails will appear for parents

5. Click Save Changes, once the changes are complete

Re-Send Welcome Email Individually

On the applicant profile, click the three dots icon in the top-right, then click the envelope icon next to the parent that you would like to re-send the welcome email to. This can be useful to remind a parent how to log-in, if they are having difficulty accessing their account.

Alternatively, click the pencil icon on the right panel of the applicant profile, next to Parents & Guardians, to edit the parents. On the edit parents page, click Re-send Welcome E-Mail to re-send the welcome email to all parents of that applicant, or to an individual parent.

Re-Send Welcome Emails in Bulk

Welcome emails can be re-sent in bulk via the Families roster. Select the families that you would like to re-send to (or select all families) and click Re-Send Welcome Emails. This will only email parents that have parent accounts activated, but have never logged in before, so they will receive the Parent Without Credentials Welcome Email. This will allow them to easily set their password and log-in for the first time.