Email Templates

If a parent provides an email address - or it's available from your student information system - K12 Transfers will send email notifications to individuals submitting transfer requests as their requests are submitted, approved, denied, etc. Email templates allow you to keep parents or guardians up to date automatically. The templating system provides robust options for customizing the message for parents or guardians. Templates can be defined for English or Spanish.

Internal Template Triggers

There are three template triggers for internal (intra-district) transfers:

• Approved - sent when an internal transfer is approved
• Rejected - sent when an internal transfer is rejected
• Transfer submitted - sent when an internal transfer is submitted

External Template Triggers

There are six template triggers for external (inter-district) transfers:

• Incoming approved - sent when a request to transfer into a district is approved
• Incoming rejected - sent when a request to transfer into a district is rejected
• Outgoing approved - sent when an a request to leave the district is approved
• Outgoing rejected - sent when a request to leave the district is rejected
• Transfer expiring - sent when an external transfer is about to expire
• Transfer submitted - sent when an external transfer is submitted

Navigate to Email Templates

Add or Edit a Template

To add a template, click on the green plus symbol in the upper right corner of the screen. To edit an existing template, click on the pencil next to the template you wish to edit.

Populate or Update the Email Template

• Trigger - the activity that causes the email to be sent
• Locale - the language of the email. K12 Transfers defaults to English (en) but will send in Spanish (es) if the transfer request was submitted from a browser whose language is set to Spanish.
• Subject - the subject of the email

Editor

While you want to keep things simple with email, you have a wide array of options available to you when composing your email template. As you are composing your email, be sure to click on the Preview tab to see an approximation of how it will appear when the email is opened.

Variables

You have a wide array of substitution variables available for your templates. To see all of your options click on the variable headings contained under the Variables section.

To use a variable, enclose it in double braces {{ }}. For example, to output the name of the student you would enter {{ student.full_name }} in your template.