Emailing Course Reminders

• You must enable the feature and obtain a copy of the REMINDER email template. If you don't have a copy in your Module > Catalog > Email Templates listing, please contact your ACEware technician to obtain a copy.
• You may also need to edit the REMINDER email header/footer text.
• The email reminder feature is user-specific and we suggest you only enable it for one user who will be responsible for sending the email reminders.

To enable the feature:

1. Select Edit > Preferences.
2. Select the Course tab.
3. Check the Send Email Reminders box.
4. When you check the Send Email Reminders box, the system will ask you if you want to set the reminder on all upcoming courses. Click Yes to enable reminders on all upcoming courses.

   

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

If you chose No in step 3 of the Enabling Course Reminder Feature section (above), you must enable course reminders on individual courses.

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

You can schedule when reminders will be included when the system checks for reminders (for more information, see next session).

1. Open the course record.
2. Select the Comments tab.
3. Make sure the Email Reminders to Students box is checked.
4. Enter the date and time the course should be included.

5. Click the Save button to save your changes.

1. The email reminder routine will run when you log into Student Manager. You can also manually run the routine by selecting Tools > Email Student Reminders.
2. When the routine runs, it will show you the list of courses for which reminders will be sent.

You can deselect any you don't want to include by unchecking the box in the Inc column.

To exclude courses that have not met minimum enrollment, check the Deselect Less than Min box before proceeding.

To email reminders for a specific Coordinator only, select the appropriate coordinator from the Deselect All but this Coordinator drop down list.

3. When you click the Done button, the Choose a Send Option window opens for you to select your sending option. Choose either the Email Only or Both option. If you select SMS Only, see the SMS Reminder topic.

4. The MergeMail window appears with the REMINDER 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 staff, 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. If you selected Both in step 3, the SMS Reminder routine will now start.
9. If you have the Report People Not Emailed on Reminder 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 Reminders to Students box. Select the appropriate option:

Note: the box will be automatically unchecked on all courses for which you sent email reminders.

You can also email reminders 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 REMINDER 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.

You can email reminders for the courses selected in the F2 Quick Counts report. To do so, open the F2 report and enter your search criteria, then click the Email Reminders button.