Notification Template
A Notification Template is a versatile communication tool used to design and automate mass messaging across multiple platforms, including Email, SMS (Text), and Voice. It allows users to create standardized layouts with dynamic data fields, ensuring consistent communication.

Note: To send notifications to students, parents, and staff, the Send Mail field must be enabled in their respective households. To send notifications to Development Contacts, the Development Send Mail field must be enabled.

To create a new Notification Template, follow the steps in Creating Notification Template.

The One email per student/household combination option sends an email to the student for each household they are associated with, provided both the student and household email fields are selected. The One email per student option sends a single email to the student, even if the student is associated with multiple households.

Template Group is used to categorize templates for easier retrieval. To create a Notification Template Group, follow the steps in Creating Notification Template Group.

To Emails/Phones define which fields are used when sending notifications. At least one email or phone recipient field must be selected before sending.

Sender fields define the "From" identity. Users can insert dynamic tags like [[SenderEmail]] to ensure the reply-to address matches the specific staff member sending the message.

Copy (CC/BCC) allows for internal tracking of sent messages. Options include:
     - First: Only sends a copy for the first recipient in a batch.
     - All: Sends a copy for every single message sent (use with caution).
     - No Copy: Disables internal copies.

The Action dropdown associates a notification to a specific action to categorize or use for reporting purposes.

Action Year associates the notification with a specific academic or admission cycle (e.g., the 2025-2026 school year), ensuring the activity is recorded in the correct historical context.

AI Prompt and AI Prompt Query allow users to leverage integrated AI to generate or refine message content.

Add Fields provides a dropdown list of available database columns. Selecting a field and clicking Subject, Sender, or Body will insert the dynamic placeholder into that specific area.

Save Template allows a user to name and store a template for future use. Note: Only the template creator can update the template. A different user may save the template with a new name, which will create a new template. Note: A Notification Job Type is required to categorize the notification.

Email Body contains the email content. The body must contain at least 10 characters before sending.

Phone Message Body contains the SMS or voice message content. The body must contain at least 3 characters for text messages and at least 50 characters for voice messages. Note: For text messages, the interface includes a calculator that estimates the number of segments being sent, as anything over 160 characters typically counts as multiple messages.

The Preview button opens a modal popup showing exactly how the message will look with merged data. In the preview mode, you can click the Edit icon to make edits to individual notifications.

The Test button sends a sample of the notification to the Sender's email address or phone number. This includes all formatting, CSS, and embedded images to ensure the layout remains intact across different clients (like Outlook or Gmail).

The Schedule button allows users to select a future date and time for delivery. The system requires the scheduled time to be at least one minute in the future.

The Send button initiates an immediate merge and delivery. Note: If you realize a mistake was made after clicking send, the Cancel button allows you to stop the remaining queue from being processed.

The Who can see email history setting determines which permissions from the Roles Dictionary are allowed to view the logs of sent messages.

Who can see template checkboxes restrict who has permission to access a template. By default, "All Roles" are selected.

Template Groups checkboxes are used to associate a template to template groups(s). Note: A template can be associated with one group, multiple groups, or no group at all.

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