Welcome families with automatic course enrollment confirmation emails

Give families the information they need for their first lesson. SmartClass can prepare a personalized email for a new confirmed course enrollment, bringing the course, class, lesson schedule and first lesson date together with your school's own welcome message.

A welcome message for each course enrollment

An account welcome email helps a new user access SmartClass. A course enrollment confirmation helps a family prepare for a particular course. Schools can configure these messages separately, so an existing family enrolling a child in another course can receive the relevant course information without needing a new account.

The interview-form submission email also keeps its own trigger. Submitting a form alone does not trigger this course confirmation: the enrollment must be confirmed and the required information must be available.

What families can receive

The selected email template can include the academic year, the enrolled course, the learner's class, the first week's scheduled lesson days and times, and the first scheduled lesson date. Add your own greeting, contact information and links to a family guide, calendar or clothing requirements.

SmartClass fills the enrollment details from the specific learner and course. For families with more than one child, the message uses the learner attached to that enrollment. Recipients are resolved from the learner's eligible guardian relationships and available email addresses.

How to enable it for your school

The feature is off by default. After the update has been installed for your environment, an administrator or manager with permission for the school can configure it.

1. Select the institution you want to configure in the institution selector.
2. Open Communication → Settings → Email templates and create or choose an active template. Write the subject and welcome message, insert enrollment variables, and save the template.
3. Open Enrollment in the navigation, choose Settings, then select the Config card.
4. On the configuration page, find and open the Course enrollment confirmation email preference card. You can use Search to find it. At headquarters or campus level, check the institution shown on the card.
5. In the edit panel, select your active email template and choose Save. Check the saved value on the card.

Open Enrollment configuration. Enrollment preferences have moved out of general Preferences; use this page to enable or pause the confirmation email.

New eligible confirmed enrollments are then checked on subsequent scheduled runs. Before relying on the workflow, check a new enrollment and its email delivery report with your school's authorized setup process.

Template variables

• {ACADEMIC_YEAR}: the academic year associated with the enrollment.
• {ENROLLMENT_COURSE_NAME}: the course for this enrollment.
• {ENROLLMENT_CLASS_NAME}: the class resolved for this learner and enrollment.
• {ENROLLMENT_SCHEDULE}: lesson weekday and time pairs from the first seven days of scheduled lessons.
• {FIRST_LESSON_DATE}: the first available future scheduled lesson date.

These five variables are intended for enrollment confirmation templates. The template can also use the supported school, recipient, parent, student and student-class variables. Insert variables through the editor and avoid unsupported placeholders: if a required value cannot be resolved, the confirmation waits.

Example message body

Welcome! Your course enrollment for {ACADEMIC_YEAR} is confirmed.

Course: {ENROLLMENT_COURSE_NAME}
Class: {ENROLLMENT_CLASS_NAME}
First lesson: {FIRST_LESSON_DATE}
First week's lesson days and times: {ENROLLMENT_SCHEDULE}

Please review the preparation information provided by our school before the first lesson. We look forward to welcoming your family.

Adapt the wording and add your school's actual guide or calendar links before using this example.

When is the email prepared?

SmartClass requires a valid enrollment, an active course and learner, an eligible guardian account with a usable email address, an active template and a valid school timezone. When no class or group is assigned and there is one active enrollment for the course, the class value uses the course name and the schedule and first-lesson date show “To be announced”. An assigned class or group still requires an actual future lesson in the published timetable. The course start date is not used as a lesson date.

Missing recipients, ambiguous duplicate enrollments and unavailable required template values remain pending and are checked again automatically. For assigned classes, the schedule summary covers the first seven days of available lessons. Dates follow the school’s country settings, and the message language follows school configuration with English fallback. A later class assignment does not send a second confirmation.

Existing enrollments and repeat runs

Enabling or re-enabling the feature excludes already confirmed enrollments from the new sending baseline. It does not send a historical bulk welcome. Changing from one active template to another preserves that baseline.

Repeated scheduled checks do not queue another confirmation for the same enrollment and course. This is an initial confirmation workflow; it does not automatically send a revised confirmation whenever the timetable changes.

Checking delivery and pausing the feature

Prepared confirmations use the existing email queue and delivery reports. Being prepared or queued does not by itself mean an email has reached a family's inbox. If a message is missing, check the selected template, the enrollment and approval state, the learner's class and future lessons, the guardian email address, and the email delivery report.

To pause new confirmations, set the school preference to off. Messages already queued are not recalled by this change.