Template Categories

Overview

SSAdmin email templates are organized into four main categories based on their purpose and target audience. Each category contains templates for specific communication scenarios.

Template Categories

Admissions

Templates related to the application and admission process for both Level 1 and Level 2 students.

Purpose: Communicate application status, acceptance, and enrollment information

Templates:

Key Information Included:

• Student names and contact details
• Tracking/RD numbers
• Fee breakdowns and payment deadlines
• Orientation dates
• Campus information

When Sent:

• After application review
• Upon acceptance or rejection
• After application submission (acknowledgement)

Preview Admissions Templates

Assessments

Templates for acknowledging student assessment submissions and providing results.

Purpose: Confirm exam and quiz submissions, provide scores and grades

Templates:

Key Information Included:

• Student and course names
• Assessment name
• Score and grade
• Pass/fail status
• Submission timestamp
• Passing score threshold

When Sent:

• Immediately after exam submission
• Immediately after quiz submission
• After grading is complete

Preview Assessment Templates

Payments

Templates related to tuition payments, receipts, and reminders.

Purpose: Acknowledge payments and remind students of pending fees

Templates:

Key Information Included:

• Payment amount
• Payment channel/method
• Transaction reference
• Date and time
• Payment link (for reminders)

When Sent:

• Immediately after successful payment
• On scheduled reminder dates
• Multiple reminders if payment pending

Preview Payment Templates

Referees

Templates for referee communication during the application process.

Purpose: Request and acknowledge referee recommendations

Templates:

Key Information Included:

• Referee and student names
• Referee type (Minister/Employer)
• Unique referee link
• Submission details
• Form data summary

When Sent:

• When student adds referee
• When referee submits recommendation
• When student's referee completes form

Preview Referee Templates

Template Variables

Each template uses specific variables that are populated with real data when sent:

Common Variables

Used across multiple templates:

• firstName, lastName, fullName - Recipient names
• email - Recipient email
• date - Current or specific date

Student-Specific Variables

• rdNo - Student RD number
• studentId - Student ID
• intake - Intake period
• campus - Campus name
• level - Academic level

Financial Variables

• amount - Payment/fee amount
• totalFee - Total fee
• applicationFee - Application fee
• initialDepositFee - Initial deposit
• installmentFee - Installment amount
• campus1stPaymentDeadline - First payment deadline
• campusFinalPaymentDeadline - Final payment deadline

Assessment Variables

• courseName - Course name
• examName / quizName - Assessment name
• score - Student score
• grade - Letter grade
• passingScore - Minimum to pass
• maxScore - Maximum possible
• submittedAt - Submission timestamp

How Templates Work

Template Rendering

1. Trigger Event: Action occurs (e.g., exam submission)
2. Data Collection: System gathers relevant data
3. Variable Population: Template variables filled with real data
4. Email Rendering: Template rendered with data
5. Email Sent: Rendered email sent to recipient
6. Archiving: Email archived for compliance

Sample Data vs. Real Data

Sample Data (in preview):

• Pre-defined example values
• Used for testing and verification
• Shows template structure

Real Data (in production):

• Actual user information
• Current dates and amounts
• Live transaction details

Template Customization

Templates are maintained in the codebase and follow RHEMA branding guidelines:

Branding Elements:

• RHEMA logo and colors
• Official contact information
• Social media links
• Professional formatting

Content Guidelines:

• Clear, concise messaging
• Professional tone
• Accurate information
• Actionable next steps

Best Practices

Choosing the Right Template

1. Identify the Event:

   • What triggered the need for communication?
   • Who is the recipient?
   • What information do they need?

2. Select Appropriate Category:

   • Admissions for application-related
   • Assessments for exam/quiz results
   • Payments for financial transactions
   • Referees for recommendation process

3. Verify Variables:

   • Ensure all required data is available
   • Check data format matches template expectations
   • Confirm default values exist for optional fields

Testing Templates

1. Use Email Preview:

   • Review template before deployment
   • Check all categories regularly
   • Verify sample data renders correctly

2. Test with Real Data:

   • Send test emails to admin accounts
   • Verify variables populate correctly
   • Check formatting in different email clients

3. Monitor User Feedback:

   • Track user reports of email issues
   • Update templates based on feedback
   • Improve clarity and usability

Common Workflows

How do I find the right template for a communication?

1. Identify the purpose (admission, assessment, payment, referee)
2. Navigate to Email Preview
3. Browse the relevant category
4. Review template descriptions
5. Preview template to confirm

How do I understand what data a template needs?

1. Preview the template
2. Scroll to Sample Data section
3. Review the JSON structure
4. Note all variable names
5. Verify data availability in system

How do I verify a template will work for my use case?

1. Access Email Preview
2. Find relevant template
3. Review sample data
4. Check if your scenario matches
5. Test with real data if possible

Template Updates

Templates may be updated for:

• Content Changes: Updated information or messaging
• Design Improvements: Better formatting or branding
• New Features: Additional variables or sections
• Bug Fixes: Corrections to errors or issues

Permissions/Access

Related Features

• Email Preview - Preview individual templates
• Email Archiving - View sent emails
• Archive Management - Search archived emails