Communication
Creating An Email Template:
Email templates can be used for communicating items of interest to your participants. Whether you have an announcement for one program or several, the Communication section in your RegPoint system can get your message out there. Follow the steps below to get started:
1. Click on Communication --> Templates.
2. Click on the green Add New button to begin creating your email template.
3. Enter your Template Name and Subject in the fields provided.
4. Create your email in the editing space using the tools provided (toolbar below).
The space below the toolbar contains various Template Variables that can be pulled into your email that contain specific information. You can use multiple combinations of these variables to add a more personalized look to your broadcast emails. The variables available are listed below:
Registration Details:
| First Name | Emergency Name | Registration Date | Promotional Code | Form 1 Received | |
| Middle Name | Address | Emergency Phone | Session Date | Total Promo Discounts | Form 2 Received |
| Last Name | City | Emergency Relation | Assigned Registration Group | Total Amount Paid To Date | Form 3 Received |
| Date of Birth | State | Registration Number | Program Price | Total Cost of Program | Form 4 Received |
| Gender | Zipcode | Registration Option | Account Balance | Invoice Download Link | Form 5 Received |
| Phone | Country | Registration Status | Add On Total | Statement Download Link |
Program Details:
| Program Code | Location | Max Registration | Reg Option 1-10 Price | Daily Schedules 1-5 | FacilityZip |
| Description | Status | Max Waitlist | Reg Option 1-10 Limit | Facility Name | Group 1-5 |
| Description Full | Billing Code | Minimum Age | Local Contact Name | Facility Website | Registration Policy |
| Description Sub | Deposit Amount | Maximum Age | Local Contact Phone | Facility Address | Policy 1-3 Title |
| Start Date | Deposit Cutoff Date | Gender Requirement | Local Contact Email | Facility City | Policy 1-3 Text |
| End Date | Registration Cutoff Date | Reg Option 1-10 Name | Program Staff | Facility State |
Registration Questions:
When selecting a question from the Registration Question dropdown, the system will insert the text for the question into the body of the email where the cursor is placed.
Registration Answers:
When the question is selected from the answer drop down, the system will insert the answer key in the body of the email where the cursor is placed. The answer key will retrieve the appropriate answer from the participant's registration.
Download Forms:
Based on your system information.
5. Once your email is complete click SAVE.
Program Broadcast:
The following steps will take you through the process of sending broadcast emails through the Communication section. There are three tab options when sending emails: Send Email, Advanced Search, Send Master. The three of these options are outlined below:
1. Send Email tab:
1. Click on Communication --> Program Broadcast.
2. Select the Program(s) where the email broadcast is to be sent by selecting the "Master" or "Registration" checkboxes. This feature allows you to send to either the email address listed with the Master Account or the Registration or both.
Clicking on the Program title link allows you to further customize the recipients of your email broadcasts. You can narrow your broadcast down further by checking the Master (or Registration) box and clicking on the Registration Status to where you would like your emails sent. Doing so will select all of the same Statuses within a specific program. For example, click the Program Name, check the Master box and click on the Status for a participant. You'll notice that all of the same Statuses within that Program have been selected in the Master box.
3. Select the Email Template in the drop down under ‘Select Email Template’.
4. Click Send Email.
2. Advanced Search tab:
Advanced Search allows you to enter specific criteria in the event you would like to email a certain group of participants. For example, if you wanted to send an email to everyone in Charlotte, NC, you would select "City" Equal To "Charlotte".
1. Click on Communication --> Program Broadcast --> Advanced Search tab.
2. Enter your Search Criteria in the drop-down menus available and click Search.
3. The next screen will show you the individual Participants to whom the emails will be sent. You can select or de-select the Participants who should or shouldn't receive the email broadcast.
4. Select the Email Template in the drop down under ‘Select Email Template’.
5. Click Send Email.
3. Send Master tab:
Send Master gives you the option to send an email broadcast to all or a selected Master Account, regardless of whether they have registrations attached to them or not.
1. Click on Communication --> Program Broadcast --> Send Master tab.
2. Enter the name for the Master Account you would like to send an email to or select the box next to '...or send email to all of them'.
3. Select the Email Template in the drop down under ‘Select Email Template’.
4. Click Send Email.
Archive Broadcast:
1. Click on Communication --> Archive Broadcast.
2. Select the Archived Programs where the email broadcast is to be sent by selecting the "Master" or "Registration" checkboxes. This feature allows you to send to either the email address listed with the Master Account or the Registration or both.
Clicking on the Program title link allows you to further customize the recipients of your email broadcasts. You can narrow your broadcast down further by checking the Master (or Registration) box and clicking on the Registration Status to where you would like your emails sent. Doing so will select all of the same Statuses within a specific program. For example, click the Program Name, check the Master box and click on the Status for a participant. You'll notice that all of the same Statuses within that Program have been selected in the Master box.
3. Select the Email Template in the drop down under ‘Select Email Template’.
4. Click Send Email.
Print Templates:
Print Templates are ideal for printing check-in sheets, participant information sheets, etc...
1. Create an Email Template to be used as your Print Template (see Creating An Email Template).
2. Click on Communication --> Print Templates.
3. Select the Programs the Print Templates are to be associated with by selecting the "Master" or "Registration" checkboxes. This feature allows you to print to either the email address listed with the Master Account or the Registration or both.
Clicking on the Program title link allows you to further customize the recipients of your Print Templates. You can narrow your Templates down further by checking the Master (or Registration) box and clicking on the Registration Status to where you would like your emails sent. Doing so will select all of the same Statuses within a specific program. For example, click the Program Name, check the Master box and click on the Status for a participant. You'll notice that all of the same Statuses within that Program have been selected in the Master box.
4. Select the Email Template in the drop down under ‘Select Email Template’.
5. Click on Print Templates.
Email Log:
Review sent emails.
1. Click on Communication --> Email Log.
2. Review emails sent in the grid provided. You can expand the grid so that you can view 10, 25, 50, 100 or All emails sent simultaneously.
You can review the following fields in the Email Log section:
- Sent To
- Template name
- Subject
- Time Sent
- Name
- Program
- Account Number
