Email Message Templates

Many of the automated emails sent to parents and staff can be customised to meet your language requirements. To find the templates, navigate to Administration → Site Administration → Manage Email Messages.

Click on edit next to the template you wish to edit.

Depending on the template you are editing, you may see one or more of the following sections:

• Email Subject: This appears in the email subject line when the message is sent.
• Top of Message: This is where the body is displayed. In emails that include automated report content, this message will appear above the report content.
• Bottom of Message: This section is often omitted for emails that do not include automated report content. Where it is present, it will appear below the emailed report.
• Valid Merge Codes: Each email template provides different merge codes. These merge codes can be used in any of the sections. They must appear exactly as shown with the braces {}.

Click on Save Message when done.

The Email Templates

The table below lists the email templates that ADAM provides, grouped by the headings under which they appear on the Manage Email Messages screen. Every template is always listed, regardless of which modules your school uses, but a template is only ever sent when the feature it belongs to is in use. The detailed workflow behind each email is covered on the documentation page for the relevant module.

Section	Template	When it is sent
Applications	New Application	Sent to a parent to invite them to begin an online application, containing the link to the application form.
Applications	Notify Parent of Application Submission	Confirms to the parent that their application has been received.
Applications	Notify Parent of Application Approval	Tells the parent their application was successful and explains the next steps.
Applications	Notify Parent of Application Rejection	Tells the parent that their application was unsuccessful.
Applications	Notify School of Completed Application	Alerts the school that a parent has completed an online application.
Applications	Reminder: Application Not Started	Reminds a parent who has been invited to apply but has not yet begun.
Applications	Reminder: Application Incomplete	Reminds a parent who has started an application but not yet submitted it.
Attendance Alerts	Attendance Register Alert	Notifies staff that an attendance register has not been completed as expected.
Families	Detail Update - Family Request	Sent to a family inviting them to review and update their details online. See Family Detail Updates.
Families	Detail Update - School Notifications	Notifies the school when a family submits changes to their details.
Families	Password Creation Email	Sent to a parent so they can create a password for the parent portal.
Families	Password Reset Email	Sent to a parent who has requested a password reset.
Families	Send Class and Teacher Details to Parents	Sends a pupil’s class and teacher allocation to their parents.
Family Alerts	Parent Alert	The scheduled family alert digest sent to parents.
Family Alerts	Pupil Alert	The scheduled family alert digest sent to pupils.
General	All Email	The master HTML wrapper applied to every email ADAM sends. See Editing the Default Template below.
General	All Messaging Centre Email	The default message body used for emails composed in the Messaging Centre when no other template is chosen.
Leaves	Approval Notification to Parents	Tells a parent that a pupil’s leave request has been approved.
Leaves	Denial Notification to Parents	Tells a parent that a pupil’s leave request has been denied.
Leaves	Cancellation Notification to Parents	Tells a parent that a pupil’s leave has been cancelled.
Leaves	Pending Leave Approval Notification - Families	Reminds the relevant approver that family leave requests are awaiting approval.
Login	Login Notification	Notifies a user that their account has been logged into. See Login Messages.
Medical	Medical Exams - Notify Staff	Notifies staff of an upcoming or recorded medical examination. See the Medical Module.
Online Agreements	Online Agreement - Copy of Response	Sends a respondent a copy of the online agreement they have completed.
Pupils	Notification of New Pupil Comment	Notifies staff that a new pupil comment has been recorded.
Pupils	Notification of New Pupil Comment - to Parents	Notifies parents that a new pupil comment has been recorded.
Pupils	Notification of Password Change	Confirms to a pupil that their ADAM password has been changed.
Pupils	Send Class and Teacher Details to Pupils	Sends a pupil their own class and teacher allocation.
Records and Points	Pupil Notification of New Record	Notifies a pupil that a new records and points entry has been recorded against them.
Reports	Report Email	Delivers a pupil’s academic report to parents. See Publishing Reports.
Roll Call	Roll Call Absence Alert	Alerts staff that a pupil was marked absent in a roll call.
Roll Call	Roll Call Reminder	Reminds the responsible staff member to complete a roll call.
Signup Module	Signup Notification (to Staff)	Notifies staff that a pupil has signed up for an appointment. See the Sign-up Module.
Signup Module	Signup Notification (to Families)	Reminds families of an appointment a pupil has signed up for.
Signup Module	Signup Notification (to Pupils)	Reminds a pupil of an appointment they have signed up for.
Signup Module	Approval Notification (to Staff)	Notifies staff that an appointment signup requires approval.
Signup Module	Signup Notification of Cancellation (to Staff)	Notifies staff that an appointment signup has been cancelled.
Signup Module	Signup Notification of Staff Cancellation (to Pupils)	Notifies a pupil that a staff member has cancelled their appointment.
SMS Zoom	SMS Reply Message	Forwards a parent’s reply to an SMS batch to the school by email. See SMS Services.
Staff	Detail Update - Staff Request	Invites a staff member to review and update their own details online.
Staff	Detail Update - Reviewer Notification	Notifies the nominated reviewer when a staff member submits detail changes.
Staff	Password Change Notification	Confirms to a staff member that their ADAM password has been changed.
Staff	Password Reset Notification	Sent to a staff member who has requested a password reset.
Staff	Pending Leave Approval Notification - Staff	Reminds the relevant approver that staff leave requests are awaiting approval.
Staff Alerts	Absentee Alert	The daily absentee digest sent to staff.
Staff Alerts	Absentee Reminder	Reminds a teacher to record absentees for a class.
Staff Alerts	Absentee Recording Report	Reports back on absentees recorded by email reply.
Staff Alerts	Birthday Alerts	The scheduled digest of upcoming pupil and staff birthdays.
Staff Alerts	Off-sport Alert	The scheduled digest of pupils currently excused from sport.

Editing the Default Template

Where schools have demanding CI requirements, ADAM allows for the customisation and modification of the default email template.

Navigate to Administration → Site Administration → Manage Email Messages. Click on edit next to the All Email template, listed under the General heading.

Unlike other message templates, this one does not provide a “rich” text editor and, instead, provides the raw HTML that is used to format every message - including the other templates that ADAM lists.

Note carefully the four merge codes. Importantly, the {body} and {footer} merge codes MUST be included in the template.

Alternatively, there are a number of HTML template generators available who will ensure that your emails look as consistent as they can across different email clients. However, these are normally not free and should be used at your own risk.

Finally, if your school employs a graphic designer, they might be able to assist you with the creation of an HTML template.

Using banner images

There are two merge codes for banner images: {bannertop} and {bannerbottom}. These banners should be uploaded in the same place as the school logos.

Staff Sender Details and Signatures

When an email is sent by a particular staff member — for example, a message composed in the Messaging Centre — ADAM can personalise the All Email template with that sender’s own details. This allows every message to close with the name, position and contact details of the person who sent it, rather than a generic, school-wide signature.

There are two ways to include sender details: a set of text merge codes for the sender’s details, and an image merge code for an uploaded signature graphic. The two can be used together or independently.

Sender detail merge codes

In addition to the structural merge codes ({body}, {footer}, {bannertop} and {bannerbottom}), the All Email template recognises the following codes. Each is replaced with the corresponding detail of the staff member who is sending the message:

• {staff_title} — The sender’s title (e.g. Ms)
• {staff_firstname} — The sender’s first name
• {staff_lastname} — The sender’s last name
• {staff_initials} — The sender’s initials
• {staff_department} — The sender’s department
• {staff_position} — The sender’s position
• {staff_email} — The sender’s email address

These are the same codes that are listed under Valid Merge Codes when you edit the All Email template. You can combine them with ordinary HTML to build a signature block, for example:

<p>Kind regards,<br>
{staff_title} {staff_firstname} {staff_lastname}<br>
{staff_position}, {staff_department}<br>
{staff_email}</p>

Signature images

It is also possible, using the {staffsignature} code, to have ADAM insert an image signature for the sending staff member. ADAM uses the most recently uploaded file in that staff member’s Email Signatures document repository category, so to update a signature all you need to do is upload a new one.

To upload signatures in bulk, please look at the Document Repository documentation for instructions.

You will need to ensure that your images are a suitable width, or that your template contains the necessary HTML to ensure that any over-sized images render correctly on narrower screens.

Note that if a staff member does not have a signature, ADAM will not put a “default” signature in its place, and instead, no image will be displayed.