Customising debtors letters

Debtors Letters are sent out to parents who still have outstanding balances on certain days of the month. You can customise the content of the letter, when it’s sent, and to whom.

1. In the top right click on  > System Settings.
2. Click on Email Templates & Letters.
3. Go to Children > Debtors Letters.
4. Click on the  icon in the top right to create a new reminder.
5. Enter in the Name and Subject.
6. Under Send On (Date of calendar month) type in which date of the month you want this letter to be sent.
7. Type the body of the email into the text box. Entering [[ will give you a list of available placeholders. Placeholders enclosed in square brackets will be substituted with information from the system when the email is received. You can find out what each placeholder does in eymanage here.
   
8. Under Send for children with outstanding balances greater than, enter how much money must still be outstanding for this letter to be sent.
9. In the two adjacent fields, enter on which date of the previous, same, or next month this money must still be outstanding for this letter to be sent.
10. Click on the field under Exclude children with payment terms to choose which children with certain Payment Terms are excluded from receiving this letter, for example if they have a payment plan in place.
11. Check Attach Account Statement if you want to include a PDF of the child’s account statement with this letter.
12. In Reply To, select which email address should receive replies from this recipient.
13. Click Save.

To customise debtors letters for all nurseries, go to  > Global Settings, then continue from Step 2.

• Related Articles

• Customising staff letters

  Staff Letters are simply messages intended to be sent out to multiple staff members. These can be sent out manually, or set to recur weekly/monthly, in which case you need to define some simple automation when setting up the template. Creating a ...

• Customising job titles

  You can assign a Job Title for a staff member through their profile. Other than just being an indicator of what that staff member’s job is, the Job Title is also linked to the sorts of qualifications and training courses they can be assigned in the ...

• Customising absence emails

  When a staff member requests an absence through the system, they will begin to receive automatic emails. One for confirmation of the absence request, one informing them that the absence has been accepted, or declined. The contents of these emails can ...

• Customising online booking emails

  Online Booking emails are sent in response to parents using the booking system. You can customise what parents receive when bookings are made, declined, and confirmed. In the top right click on > System Settings. Click on Email Templates & Letters. ...

• Customising training reminders

  As the name suggests, Training Reminders are emails sent to users to remind them about expiring training courses. You can customise Training Reminders in settings. In the top right click on > System Settings. Click on Email Templates & Letters. Go to ...