Email Templates – Understanding the Use by Module

SchoolsBuddy offers a variety of automated email notifications to help staff, students, and parents stay informed. These email templates are triggered by specific actions within the system and vary depending on the module in use.

You can view the content of each template in the Email Templates HTML report.

🔗 For guidance on how to access this report, please see: Where can I access Reports? 

How to Use the Email Templates HTML Report

When you open the Email Templates HTML report:

• You'll see a list of email templates displayed in alphabetical order on the left-hand side of the screen.

• Click on any template name to view its content, which will appear on the right-hand side.

Below is a breakdown of the key email templates, categorized by module, to help you understand when and how each one is used.

Preference Module

Used to manage activities that require a preference selection process.

• CCA Generated
  Sent when events in a preference-based container are generated.
  Recipient: Parents

• CCA Selections Confirmed
  Sent when parents confirm their activity selections by submitting their selections.
  Recipient: Parents

• CCA Selections Unconfirmed
  Triggered when staff modifies a parent's selection.
  Recipient: Parents

• New Member Request to Join
  Sent to staff when a parent submits a join request.
  Recipient: Staff

• New Member Request Confirmation
  Sent to the parent confirming their join request has been submitted.
  Recipient: Parent

• New Member Request Accepted / Rejected
  Sent to the parent when their join request is accepted or rejected.
  Recipient: Parent

• New Member Request Accepted / Rejected (Inform Admin)
  Notifies staff about the parent’s join request status.
  Recipient: Staff

• Fees Allocated to an Account for an Event
  Sent when fees are generated through the preference module.
  Recipient: Parents

• Fees Paid by Method for Event
  Sent when a parent completes a payment.
  Recipient: Parents

• Event Updated
  Sent when details of an event are changed.
  Recipient: Parent / Staff / Student

Instant Book Module

Used for direct sign-ups without preference selection.

• Free Booking Confirmation
  Sent when a parent books a free event.
  Recipient: Parents

• Manual Booking Confirmation
  Sent when a staff member books an event for a student.
  Recipient: Parents

• Paid Booking Confirmation
  Sent when a parent books and pays for an event.
  Recipient: Parents

• Fees Paid by Method for Event
  Sent when payment is completed (shared with Preference module).
  Recipient: Parents

• New Booking Email Alert
  Notifies staff members with the “New Bookings Alert” role when a parent makes a booking.
  Recipient: Staff

Trips & Sports Module

Used for managing trip and sports event invitations, selections, and results.

• Event Invitation
  Sent to parents when consent is required for a trip or sports event.
  Recipient: Parents

• Event Updated
  Sent when details of a trip or sports event are changed.
  Recipient: Parent / Staff / Student

• Select for a Game
  Sent when a student is selected for a trip or sports game.
  Recipient: Parents

• Notify Only Event
  Sent when an event is created without requiring consent.
  Recipient: Parents

• New notice for a non event
  Sent once the match report has been published (Only for Sports Portal)
  Recipient: Parents / Staff

Transport Module

Used for tracking student transport arrangements and notifying schools.

• Admin Added Transport Change Request
  Sent when admin changes a student's transport via the "Add" button.
  Recipient: Parent

• Admin Transport – Added to Expected
  Sent when a student is marked as “Expected” in a transport event.
  Recipient: Parent

• Parent Transport Change Request Submitted
  Sent when a parent submits a transport change request.
  Recipient: Parent

• Parent Transport Change Request Approved / Cancelled / Rejected
  Sent to the parent to confirm the status of their request.
  Recipient: Parent

• Transport Event Absence Alert
  Notifies staff when a student is marked absent from transport.
  Recipient: Staff

PTC (Parent Teacher Conference) Module

Used to manage bookings for parent-teacher meetings.

• PTC Booking Confirmation Online
  Sent to parents after booking a time slot for a meeting. This template is used for both online and onsite meetings, despite the name indicating "Online."
  Recipient: Parent

• New Booking Email Alert
  Notifies staff of new bookings made by parents (shared with Instant Book).
  Recipient: Staff

Fee Module

Used for managing and tracking payments.

• Balance Chase
  Sent when staff follows up on overdue fees.
  Recipient: Parents

• Fees Allocated to an Account for an Event
  Triggered when a quick charge is raised in the Fees module (also shared with the Preference module).
  Recipient: Parents

• Voucher Paid Booking
  Sent when parents make payment with vouchers.
  Recipient: Parents

User Account Management

Covers account activation and password management.

• Parent/Staff/Student Welcome
  Sent when an admin activates a user account via Reception > Users.
  Recipient: Parent / Staff / Student

• Parent/Staff/Pupil Reinvite
  Sent when a reinvitation is triggered for account activation.
  Recipient: Parent / Staff / Student

• Account Activation
  Confirmation that the user has successfully activated their account.
  Recipient: Parent / Staff / Student

• Password Reset Token / Has Been Reset / Sent by Organisation
  Various templates related to resetting a user's password.
  Recipient: Parent / Staff / Student

General Communication

Communications not tied to specific event sign-ups.

• New Notice for a Non-Event
  Sent when staff send a manual message via the “Send Communications” tab.
  Recipient: Staff / Students / Parents

Attendance Notifications

Triggered based on student attendance status.

• Absent From Event
  Notifies staff when a student is marked absent.
  Recipient: Staff

• Absent From Event – Parent Alert
  Notifies parents when a student is marked absent.
  Recipient: Parents

Next Step
Looking for help customizing your email templates or understanding how to disable certain notifications? Please contact the SchoolsBuddy support team at help@schoolsbuddy.com