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.

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