Clone or Create a template

1. Navigate to Interviews > Document templates
2. Click on the text Clone next to the desired template or select 'Create template' from the Actions panel on the right
3. Name the email/letter appropriately
4. Select the Type (Interviews)
5. Select the format as either Email or Letter. One can be easily copied to the other, see below
6. Edit the document as required, using 'Merge fields' where useful. Merge fields are explained further below

Red text highlights where the user must enter their own custom information.

Merge Fields

Data that exists in other places can be inserted into the template using 'Merge fields'. This is helpful to personalise teacher or family communications, for example, to insert family names, student names or WebCodes.

1. Navigate to the place on the document where information is to be inserted
2. Select Merge Field from the menu bar

1. Select from the list of merge items:
2. Note that Parent phone has been added as a merge field

Logos

While it is possible to insert a logo directly into the document by inserting an image, there can be problems when sending if the image is not of a correct size or quality. It is far better to upload a logo to the system, and then use the logo Merge field.

1. Navigate to Admin > Settings
2. Select 'Browse' to locate a logo on your computer or network
3. Please ensure the size is 125x125

1. In the document, select the Merge filed > Logo

WebCodes

One of the most important pieces of information to provide to teachers and families are their unique WebCodes. Use the 'Parent WebCode' and 'Teacher WebCode' merge fields accordingly in documents.

Editing templates

Once saved, the documents will be listed in the document templates screen. Each cloned or created document template can be further updated by clicking on the ‘edit’ icon   .

Copying all information from Email type to Letter type

Information can be easily copied from Email-to-Letter or from Letter-to-Email.

Open the Email or Letter, and select 'Copy to Letter' (or Copy to Email).

Adding a Section to a template.

There are several emails that are sent at various stages of the Interviews Event process. These are default emails but it is possible to create new templates to replace these default emails.  This is done by adding the appropriate section to the new template.

These are the sections and the default emails that are sent.

Section	Correspondence
Parent cancelled interviews	The notification that is sent to parents when their interviews are cancelled due to approved teacher unavailability
Parent cancelled interviews by teacher	The notification that is sent to parents when their interviews are cancelled by a teacher
Parent schedule changed	The notification that is sent to parents when their interviews were changed due to session time changes
Parent schedule	This template is used when parents print or email their schedule
Parent preferences	This template is used when parents print or email their preferences
Parent disabled double length slots	The notification that is sent to parents when the Interviews Administrator disables the double length slots for classes for which they have interviews
Contact event administrator	The template that is used when teachers contact the Interviews Event Administrator
Teacher notification	The notification that is sent to teachers when parents do not select the teacher requested interview
Teacher schedule	The template used when teachers print or send their schedules
Teacher unavailability requests	The notification that is sent to the Interviews Administrator when a teacher creates or updates their unavailability request
Teacher unavailability requests status	The notification that is sent to the teacher when the administrator approves or rejects the unavailability request

To add a section to a new template, select the appropriate section from the Section drop down. 

Please note that if you have added a section then that will be the main email that will be send to parents and teachers. If you don't want that to be the main email please make sure you select None

Delete a template

1. Select a document by ticking the checkbox to the left of the document name and click on ‘Delete templates’.

Tes Timetable Interview default templates cannot be deleted nor edited.

Rolling templates over from one year to the next

Templates that have been created can be rolled over from one year to another, saving time by not having to recreate them. The rollover process is documented here. It is important that 'Document templates' are selected when performing the rollover.