Emailing Follow-Up Emails

• You must enable the follow-up email feature. We suggest you only enable it for one user who will be responsible for sending the email reminders.
• You must create an email template to use when sending follow up notices. We suggest you give it the code FOLLOWUP. Also the name you give your template will be used as the default email subject. We suggest you name the template Class Follow Up.

To enable the feature:

1. Select Edit > Preferences.
2. Select the Course tab.
3. Check the Send Email Follow-ups box.
4. When you check the Send Email Follow-ups box, the system will ask you if you want to set the follow-up on all upcoming courses. Click Yes to enable Email follow-up emails on all upcoming courses.

   

5. Enter the number of days after the course end date that the emails should be sent in the # of days after end date field.
6. Click the OK button to save your changes.

If you chose No in step 3 of the Enabling Follow-Up Emails Feature section (above), you must enable follow-up emails on individual courses.

1. Open the course record.
2. Select the Comments tab.
3. Check the Email Follow-up to Students box.
4. Click the Save button to save your changes.

1. The follow-up email routine will run when you log into Student Manager. You can also manually run the routine by selecting Tools > Email Student Follow-ups.
2. When the routine runs, it will show you the list of courses for which follow-up emails will be sent. You can deselect any you don't want to include by unchecking the box in the Inc column.

4. The MergeMail window appears with the FOLLOWUP email template pre-selected for you.

5. Select your other options (i.e. edit subject, email signature, email instructor, etc.).
6. If you want to send a BCC to a staff member, select them from the drop down.

7. Click the Fire Away!! button to send the emails. Emails are sent to the registrants in the courses you selected, and a copy is sent to any emails listed in the Person(s) to Notify (BCC)l field on the Course Additional Info tab.
8. The system will ask if you are ready to clear the Email Follow-up to Students box on the courses. Select Yes to clear the box. Select No if you want to send more follow-up emails to these courses.

9. If you have the Report People Not Emailed on Follow-up Emails option enabled (on Course Preferences), if there are any registrants in the selected courses who do not have an email address entered into their Name record, the Additional Reports window will open for you to select a report to print the list of names without emails. The reports are from the Reports > Accounting > Special 1 Reg/1 Line (deadbeat) area.
10. If you deselected any courses, you will be asked if you want to uncheck the Email Follow-up to Students box. Select the appropriate option:

Note: the box will be automatically unchecked on all courses for which you sent follow-up emails.

You can also email follow-ups for one course only. To do so:

1. Open the course record.
2. Click the Quick Reports button.
3. On the Course Quick Reports window, click the Send Mass Merge E-mail to class button.
4. When you click the Done button, the MergeMail window opens. Double-click the FOLLOWUP template in the Email Merge Docs window.
5. Select your other options (i.e. edit subject, email signature, etc.).
6. Click the Fire Away!! button to send the emails. Emails are sent to the registrants in the courses you selected, and a copy is sent to any emails listed in the Person(s) to Notify (BCC)l field on the Course Additional Info tab.