Schedule Automatic Emails

The Automatic Email Scheduler in XenDirect allows users to send emails automatically to clients or instructors based on predefined criteria. The primary use of this feature is to send reminders before a course begins or follow-up emails after a course ends.

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Tools → Marketing Functions → Create Email Templates

Applies to: Enterprise | Plus

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Key Considerations

• This option is only available in View mode of an email template.
• Emails are automatically sent between 1:00 AM and 3:00 AM EST when the criteria match an email event.
• Only dates (not times) are considered when filtering data.
• Client Emails: Only templates where Population = Clients will send emails via the scheduler.
• Staff Emails: Only templates where Population = Staff will send emails. These emails are only sent to Staff 1 instructors (not Staff 2).
• Course Sections: Only sections with Status = “Offered” will trigger emails.
• Return Email Address Selection Order:
  1. Email Alt Return Address (if provided)
  2. Branch Notification Email Address (if Alt Return is blank)
  3. Branch Email Address (if both above are blank)

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How to Schedule an Automatic Email

Step 1: Create or Modify an Email Template

1. Create a new email template or edit an existing one.
2. Switch to View mode of the email template.
3. Edit the Scheduler panel to define scheduling criteria.

Step 2: Configure Scheduling Criteria

1. Scheduled: Set this field to Yes to activate automatic sending.
2. Include Course Info:
   • Yes: Includes course details below the email body.
   • No: Excludes course details (recommended if using embed codes).
3. Date Trigger: Select the date field to trigger the email:
   • Course Section Start Date (emails sent based on the course’s start date)
   • Course Section End Date (emails sent based on the course’s end date)
   • Client Assignment Registration Date (emails sent based on when the client registered)
   • Note: Registration Date is not used for Staff email templates.
4. Days Before/After: Enter a number to specify when to send the email relative to the selected date:
   • Negative number (-X): Sends X days before the selected date.
   • Positive number (X): Sends X days after the selected date.
   • Examples:
     • -10 with Start Date → Email sent 10 days before course starts.
     • 5 with End Date → Email sent 5 days after course ends.
     • 0 with End Date → Email sent on the same day the course ends.
   • Note: If using Client Assignment Registration Date, only positive values (1 or greater) are allowed.
5. Course Code(s):
   • Enter a partial or full course code to filter emails.
   • Example: Entering Auto will match all courses starting with “Auto”.
   • Caution: Ensure partial codes don’t unintentionally match longer course codes.
6. Category: Select at least one course category (Required).
7. Enrollment Status: Select one or more assignment statuses (Required).
8. Evaluation Submitted Filter:
   • Ignore: No filter applied.
   • No: Only clients who have not submitted a course evaluation.
   • Yes: Only clients who have submitted a course evaluation.

Step 3: Save and Activate the Template

• Click Save to store the template settings.
• The template is now scheduled to send emails automatically when criteria are met.

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Monitoring Scheduled Emails

• To review scheduled emails, run the InSight report → Email Scheduler.
• After emails are sent, a notification email is sent to your notification email address.
  • This email lists which templates were used and which clients received emails.
  • Actual copies of the emails are NOT included in the notification.

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Conclusion

The Automatic Email Scheduler in XenDirect ensures timely communication with clients and staff by sending reminders and follow-ups based on predefined criteria. Proper configuration ensures emails are sent efficiently and accurately. For further assistance, refer to related articles or contact support.