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  1. Xenegrade
  2. Web Registration Module
  3. Client and Registration Features

Email Confirmations

A confirmation email is automatically sent to a client that registers online via the WebReg module. 

Applies To:    Enterprise    Plus    Basic

There is no setting to enable or disable the automatic email confirmation feature.  The email is automatically enabled.  However, some elements of the confirmation email are user-defined.

  • If a Client has more than one email address, the email will be sent to every email address in the client record.
  • If a Client also registers for a member, the member will also receive an email confirmation if the member’s record contains a valid email address.
  • The email contains a user-defined header and footer with the course details embedded after the footer.  If the client's email supports HTML, the confirmation email is in HTML format. Otherwise, the email is in text format.  Included in the email are course details, schedule, days, location, map link, directions, fees, alternate schedule, refund policies, and other related information, if available.  Conference workshops the client is assigned to will also display, if applicable.

To Add the Notification Email Address

  • The Notification Email Address is both the return address of the emails sent to clients and an address for which a copy of all automated email confirmations will be sent.  This should be an email address for the organization from which the client is purchasing the registration.
  • Go to Admin/Security > Settings > Web Options > Registrations.
  • Notification Email Address:  Enter the email address where a copy of every registration email confirmation entered via the Web Registration Module will be sent.  Enter the full email address.  Required field.
  • There is an alternate email notification option for Course Sections.  The Course Section must be linked to a Department and the Department must have a valid email address.  The Department record has an Alt Email Address field.  If this field contains a value, any WebReg registrations for Course Sections for this department will also send a CC email to this email address in addition to the Notification Email Address

To Add a Banner to the Confirmation Email

  • Go to Admin/Security > Settings > Web Options.
  • Email Banner Image:  Upload the image for the Web Registration confirmation email banner. The image should be a high-quality JPG file 730 x 66 pixels in size. Do not use spaces in the banner file name.

To Add a Header and Footer to the Confirmation Email

  • Go to Admin/Security > Settings > Instruction Boxes.
  • Locate the WebReg: Email Header and WebReg: Email Footer records.  Add the records if they do not exist.
  • Enter the text desired to display in the email confirmation for both header and footer.
  • Header displays, then footer displays, both above the course details and receipt information.

To Add Course Specific Attachments (Links) to the Confirmation Email

  • The automatic email confirmation allows embedded links, but not actual attachments.
  • The process described below is Course Section specific and will only be embedded if a client registers for a Course Section with a URL link.
  • Go to the WebReg panel of the Course Section desired.
  • Email WebLink:  Enter a valid URL string to embed as a link in the automatic email confirmation.  The URL should be a link to a page on the company’s website or to a PDF document located on the company’s servers.  The URL cannot be a document uploaded into the document tab of the Course Section or Client records.
  • Email Web Text:  Enter the text the client will actually see when the Email WebLink is displayed in the automatic email confirmation.

To Add Course Specific Text to the Confirmation Email

  • Enterprise and Plus versions only
  • The Course Section text option allows for additional text to be included in the automatic email confirmation but does not display anywhere on the online course detail page.  Only registrants that receive the automated email confirmation receive this information.
  • Go to the WebReg panel of the Course Section desired.
  • Email Append Text:  This additional text will appear in the confirmation email with the course detail information.  No URL links are associated with this text field.

To Add a Map URL and Directions to the Confirmation Email

  • The course section location will display in the automated email confirmation.  However, the location can additionally be a URL link to a map site or a map link on the company’s website.
  • Go to Main Menu > Selects > Facilities.
  • Map URL:  Add a URL link to a popular map software for the address of this facility or a URL link to a PDF document stored on your server.
  • Directions: Add travel directions to the campus.

To Add Generic Refund Policy to the Confirmation Email

  • Go to Admin/Security > Settings > Branch Profile > Preferences.
  • Refund Policy: This is the general organization refund policy.  It displays on the footer of all Web Registration pages, it also displays on receipts, the Web Registration checkout page, and the automatic email confirmation.  A refund policy is usually one of the requirements for proper credit card PCI compliance.

To Add Course Specific Refund Policy to the Confirmation Email

  • All Versions
    • Go to the Registrations Settings panel of the Course Section desired.
    • Alt Refund Policy:  A refund policy entered here causes this refund policy to display on the Web Registration and automatic confirmation receipts.  This refund policy displays in addition to the general refund policy.  Maximum of 750 characters. 
  • Enterprise version only
    • There is an additional option for the Enterprise version for both a Refund Policy and a Cancellation Policy.  See Policies for additional options.

 

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