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 Staff Letter

1. In the top right click on  > System Settings.
2. Click on Email Templates & Letters.
3. Go to Staff > Staff Letters.
4. Click on the  icon in the top right to create a new template.
5. Enter the Name of the template, and the Subject.
6. Type the body of the message 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 here.
   
7. Click on the field below Rooms to choose which rooms recipients need to be assigned to.
8. Click on the field below Sent To to choose which tags recipients need to have.
9. Check Exclude Salaried if you don’t want this template to apply to Salaried employees.
10. In Reply To, select which email address should receive replies from this recipient.
11. Click Save when you’re done.  

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

Setting up Staff Letter Automation

1. Create a new staff letter.
2. Enter the Name of the template, and the Subject.
3. Type the body of the message into the text box. Entering [[ will give you a list of available keywords. Keywords enclosed in square brackets will be substituted with information from the system when the email is received. You can find out what each keyword does here.
   
4. Click on the field below Rooms to choose which rooms recipients need to be assigned to in order to receive this email.
5. Click on the field below Sent To to choose which tags recipients need to have in order to receive this email.
6. In the Automation section at the bottom, check the box next to Send Automatically.
7. Under Frequency, select how often you want the email sent: Weekly or Monthly.
8. Under Send On, choose what day you want this email sent. If the Frequency is Weekly, this will be a day of the week (Mon-Fri), if the Frequency is Monthly, this will be a day of the month (Date).
9. Click Save when you’re done.

• Related Articles

• Staff email template glossary

  What follows is a list of placeholders that can be used when creating custom email templates for staff in eypeople. Note that not every placeholder is usable by every template format, and that any placeholder without corresponding data will return ...

• Creating custom email templates

  For email templates that don’t have a specific function on the system, you can create custom templates. These can be selected when sending a message to a staff member or a parent. In the top right click on > Global Settings. Click on Email Templates ...

• 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 ...

• Introduction to email templates

  Email templates are an easy way of sending the same information to multiple people, while keeping the content personalised. This is done by using placeholders that draw from information in the system, such as a staff member’s First Name, Last Name, ...

• Sending the staff profile form

  In eypeople, you can add staff members by filling out their profile yourself, but you also have the option to save yourself a bit of time by allowing staff members to fill out their own profiles. You do this by sending them the Staff Profile Form. ...