TABLE OF CONTENTS
- How to Send an Email to a Student?
- What Are Substitutions?
- How to Send Bulk Email?
- How to Check if an Email Is Sent?
How to Send an Email to a Student?
You can send emails to any student directly from GEGI. You need to open a student profile first. The Send Email function will be available on any tab in the Actions panel except Student Folders:
Click the Send Email link to open the Send Email pop-up panel and fill the required information:
- From — message sender (filled automatically)
- To (Student)— recipient (filled automatically)
- Reply-To who receives the student's reply. You can select yourself or another user in this field.
- Send Copy To— who will receive the message copy
- Email Category— select the notification category or create a new one using the Add New Category menu item
- Subject— the message subject
- Text— the message body
- Attachments— attach a file if needed. Use the add icon to attach multiple files
Click the Send button after you filled all the fields.
What Are Substitutions?
GEGI allows using text substitutions for your convenience. They automatically replace text in the emails. E.g, if you type in %STUDENT_NAME% in the message body, the %STUDENT_NAME% will be replaced by the actual student name before sending the message. You can view all available substitutions in the Substitutions field. Also, substitutions can be used both in the body and the subject of an email message:
Available Substitutions:
- %STUDENT_ID% — student ID (e.g., S12345).
- %STUDENT_NAME% — student name (e.g., John Smith).
- %GROUP_NAME% — group name ("FI-VN-2017-SH-2"). This substitution will use student groups with the ENROLLED and ACTIVE statuses. If a student has several groups, they will be displayed in the email, separated by commas. If a student has not any groups with ENROLLED or ACTIVE stages of pipeline, the email won't be sent.
- %COURSE_TITLE% — course title ("VN 100 - Fundamental of Nursing"). Сan be used only if bulk emails are sent to students of the selected course of a group, on the Group Name: Education Group Details page.
- %SCHOOL_SIGNATURE% — school signature for the email bottom.
How to Send Bulk Email?
If you need to send a message to multiple students at once, you need to find the students using the Search & Order panel on the Leads & Students page, and click the Send Bulk Email item in the Actions drop-down menu:
Note: You can use this method not only on the Leads & Students page but on the other pages and reports in GEGI.
Also, you can send bulk email for students from some courses in the group. Please open the Group Name: Education Group Details page and use the Send bulk email item in the Actions drop-down menu for the needed course:
Next, create a message as described above. Use substitutions and each student will receive a message with the student's correct name:
Here is an example of a message with substitutions:
How to Check if an Email Is Sent?
If an email has not been sent to a student, you will see the list of such students and the reason:
There may be two reasons:
- The student has unsubscribed from the selected category.
- The student has not any groups with ENROLLED or ACTIVE stages of pipeline.
Also, all the emails sent to a student can be viewed using the View Emails link in the Actions panel in the student profile:
You will see all the emails sent to the student after clicking this link. The filter colors in the Search & Order panel will help to easily identify the message status:
You can also use the Sent Emails Journal report in the Communications menu tab to review all messages sent to students or users from GEGI. Use the search filters in the Search & Order panel. The color of the message row corresponds to the status filter color and helps to identify the message status as mentioned previously: