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Email Embed Codes

Email Embed Codes are a method to place integrate data directly into the HTML and/or Text Body sections of Email Templates.  Below are the supported Embed Codes for the various locations email templates are used.

If HTML is added to embed codes, be sure to put the HTML around the entire embed code and brackets, not inside the brackets.

Here is a sample how Embed Codes are used:

Dear [ClientFirstName] [ClientLastName],

Your course [CourseTitle] scheduled to start on [CourseStartDate] has been cancelled. We offer tons of courses, but usually only cancel when we don't have enough people.

Regards,
[OrgName]

Client Email Embed Codes

These embed codes function with all emails targeting Clients.

  •   The following embed codes can be used in the Subject, HTML Body, and Text Body.
    • [ClientNamePrefix] = client name prefix
    • [ClientFirstName] = client first name
    • [ClientLastName] = client last name
    • [ClientNameSuffix] = client name suffix
    • [ClientID] = client ID number
    • [ClientEmail] = client email address
    • [ClientEmail2] = client email address 2
    • [OrgName] = organization name
    • [BranchName] = branch name
  • The following embed codes can be used in the HTML Body and Text Body.
    • [CourseCode] = full course code
    • [CourseTitle] = course title
    • [CourseStartDate] = course section start date
    • [CourseEndDate] = course section end date
    • [CourseStartTime] = course section start time
    • [CourseEndTime] = course section end time
    • [CourseDays] = course section days of the week
    • [CourseClasses] = course section total number of classes
    • [FacilityName] = facility name associated with the room assigned to the course section
    • [BuildingName] = building name associated with the room assigned to the course section
    • [Room] = room assigned to the course section
    • [DrivingDirections] = directions associated with the facility assigned to the course section
    • [MapURL] = mapURL associated with the facility assigned to the course section
    • [Session] = session name linked to course section
    • [AltSchedule] = alternate schedule field from course section
    • [LinkText] = link text field from the course section
    • [LinkHTML] = link html field from the course section
    • [AppendText] = append text field from the course section
    • [Abstract] = abstract field from the course section
    • [SpecialNeeds] = special needs field from the client assignment
    • [ReceiptNotes] = receipt notes field from the client assignment
    • [RosterNotes] = roster notes field from the client assignment
    • [TaxID] = tax ID field from the Branch profile

Staff Email Embed Codes

These embed codes function with emails sent from Report Menu »» Personnel »» Staff Email.

  •   The following embed codes can be used in the Subject, HTML Body, and Text Body.
    • [StaffNamePrefix] = staff name prefix
    • [StaffFirstName] = staff first name
    • [StaffLastName] = staff last name
    • [StaffEmail] = staff email address
    • [StaffEmail2] = staff email address 2
    • [OrgName] = organization name
    • [BranchName] = branch name
  • The following embed codes can be used in the HTML Body and Text Body.
    • [CourseCode] = full course code
    • [CourseTitle] = course title
    • [CourseDescriptionText] = course description stripped of HTML and most formatting (max 9,000 characters)
    • [CourseDescriptionHTML] = course description (max 9,000 characters) (HTML Body only)
    • [CourseStartDate] = course section start date
    • [CourseEndDate] = course section end date
    • [CourseStartTime] = course section start time
    • [CourseEndTime] = course section end time
    • [CourseDays] = course section days of the week
    • [CourseClasses] = course section total number of classes
    • [FacilityName] = facility name associated with the room assigned to the course section
    • [BuildingName] = building name associated with the room assigned to the course section
    • [Room] = room assigned to the course section
    • [Session] = session name linked to course section
    • [AltSchedule] = alternate schedule field from course section
    • [LinkText] = link text field from the course section
    • [LinkHTML] = link html field from the course section
    • [AppendText] = append text field from the course section
    • [TaxID] = tax ID field from the Branch profile

Company Email Embed Codes

Company emails are currently unavailable in Release 3.

These embed codes function with emails sent from Report Menu »» Personnel »» Company Email.

  •   The following embed codes can be used in the Subject, HTML Body, and Text Body.
    • [ClientFirstName] = client first name
    • [ClientLastName] = client last name
    • [CompanyNamePrefix] = company contact name prefix
    • [CompanyFirstName] = company contact first name
    • [CompanyLastName] = company contact last name
    • [CompanyName] = company name
    • [OrgName] = organization name
    • [BranchName] = branch name
  • The following embed codes can be used in the HTML Body and Text Body.
    • [CourseCode] = full course code
    • [CourseTitle] = course title
    • [CourseStartDate] = course section start date
    • [CourseEndDate] = course section end date
    • [CourseStartTime] = course section start time
    • [CourseEndTime] = course section end time
    • [CourseDays] = course section days of the week
    • [CourseClasses] = course section total number of classes
    • [FacilityName] = facility name associated with the room assigned to the course section
    • [BuildingName] = building name associated with the room assigned to the course section
    • [Room] = room assigned to the course section
    • [Session] = session name linked to course section
    • [AltSchedule] = alternate schedule field from course section
    • [LinkText] = link text field from the course section
    • [LinkHTML] = link html field from the course section
    • [AppendText] = append text field from the course section
    • [TaxID] = tax ID field from the Branch profile

Client Block Email Embed Codes

These embed codes function with emails sent from the [Blocks] tab of a Client record. These are optional emails sent when adding a Client Block record.

  •   The following embed codes can be used in the Subject, HTML Body, and Text Body.
    • [ClientFirstName] = client first name
    • [ClientLastName] = client last name
    • [OrgName] = organization name
    • [BranchName] = branch name
  • The following embed codes can be used in the HTML Body and Text Body.
    • [ReasonBlock] = reason for block
    • [BlockedBy] = name of staff who submitted block
    • [BlockedDate] = date block set
    • [ReleaseBy] = name of staff who released block
    • [ReleaseDate] = date block released
    • [ReasonUnblock] = reason for release
    • [BlockStatus] = status of block
    • [Amount] = fee amount listed with block (must add monetary symbol to template)

Cancel Section Function Embed Codes

This is the function that is run from Admin Menu »» Course Functions »» Cancel Section.  The Client email and the Staff email for this function support an HTML version and the same Client and Staff embed codes listed above.   Staff and Course information must be dispalyed using embed codes.

Note that the email templates that will display in the Cancel Section function contain the word "cancel" in the title.  With that flexibility, numerous cancel templates could exist.  The Target population is enforced when the Cancel Section functions filters email templates for the select template fields.

WebReg - Email Partial Payment Embed Codes

This is the reserved email template for the Balance Due Partial Payment email used in the MyAccount section of the WebReg module.  At this time, this email does not support embed codes.  However, an HTML version could be added.

Ed2Go and Ed2Go CTP Confirmation Embed Codes

These are the reserved email templates for the Ed2Go course registrations on both the Admin and the WebReg modules.  These emails do support embed codes.

ProTrain Confirmation Embed Codes

This is the reserved email template for the ProTrain course registrations on both the Admin and the WebReg modules.  At this time, this email does not support embed codes.  However, an HTML version could be added.

Email Invoice Embed Codes

This is the reserved email template for sending an invoice to a Client on the Admin module.  At this time, this email does not support embed codes.  However, an HTML version could be added.

Email Receipt Embed Codes

This is the reserved email template for sending a receipt to a Client on the Admin module.  At this time, this email does not support embed codes.  However, an HTML version could be added.

Email Wailist Embed Codes

This is the reserved email template for sending an email to a Client on the Admin module when an assignment is changed from Waitlist to Enrolled.  At this time, this email does not support embed codes.  However, an HTML version could be added.

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