This guide assumes you have already imported your internal Year 11s or your Reception/ Year 7 parent csv, and that you've checked your template in the Communications area.
Year 12 (students)
To send a welcome email, go to "Registered Students" and filter the list to show those with an "Incomplete" application status. Once you have the list, select all the students in the table below, click the "Communications" button, and then choose "Send Student Welcome Email." A pop-up will appear to confirm the action.
Year 7/ Primary (parents)
You may also follow the process provided on the steps above by selecting the names of the student then selecting the option "Send Parent Welcome Email" under the Communications button
Alternatively, you can send a welcome email to parents, by going to Parents & Enquiries > Parents. The process is similar to sending a welcome email to students.
Select all parents from the list and click to 'Welcome Email' then 'Send' . A prompt message will appear to confirm the action.
From here you also have the option to preview and edit the email template prior to sending it out.
What login details the welcome email contains
The welcome email gives each student their login details for your Admissions+ platform: the email address held on their profile, together with a temporary password. Students sign in with that email address.
Some students - most often younger year groups whose parents apply on their behalf - do not have an email address of their own. For these students the platform creates a username from their first and last name and a placeholder sign-in address, and they sign in with the username instead. You can see each student's login identifier in the "Email/Username" column on the Registered Students list.
What to do if a welcome email has no username
If a welcome email or welcome letter shows no username, the student almost always has their own email address - so their login is that email address and there is no separate username to display. Nothing is wrong: they sign in with the email address shown in the welcome email. A username is only created for students who have no email address of their own.
To check, open the student's profile from the Registered Students list and look at their email address, first name and last name.
The username is generated from the student's first and last name, so it is only created once both of those are filled in. If a student who should have a username doesn't have one, make sure their first name, last name and email address are all complete on their profile, then re-send their welcome email. Select the student on the Registered Students list, click "Communications" and choose "Send Student Welcome Email".
Imported students and parents
Go to Settings > Application Form.
Select "Global Form Settings".
Turn on "Prevent imported users (e.g. parents or students) from being able to login before a welcome email is sent". The platform creates new imported students and parents with an email address as inactive. This includes internal and external students. It does not deactivate existing users or imported users without an email address. An inactive user who tries to sign in sees "Sorry, your account has not been activated yet. Please contact the admin user to activate your account and try again later".
What the welcome email does
When you send a Student Welcome email, the platform sets the student password and activates that student. The email uses the application form’s "Student Welcome" template. Its "LINK" value uses the school address, followed by the application form general URL when set, or the application form ID.
When you send a Parent Welcome email, the platform sets the parent password and activates that parent. The email uses the application form’s "Parent Welcome" template. Its "LINK" value uses the school address and the application form ID. A Parent Welcome email does not change the child’s application status. Check the import and application form when a child does not appear as "Incomplete".
"Registration" is the category for the Student Welcome and Parent Welcome templates. It does not send a welcome email by itself. After an import, select the required recipients and send the relevant welcome email. The application form creates the Parent Welcome template for the form, so edit that existing template when you need to change the parent welcome letter.
Personalise the welcome email with tags
The Student Welcome and Parent Welcome templates accept a fixed set of merge tags. Open Settings > Application Form > Email Templates, open the template, and use the "Mail Merge Field" dropdown to insert one. The platform replaces each tag with the student's or contact's own data when it sends the email.
The Student Welcome template accepts {{STUDENT_FIRST_NAME}}, {{STUDENT_LAST_NAME}}, {{EMAIL}}, {{PASSWORD}}, {{SCHOOL_NAME}}, and {{LINK}}.
The Parent Welcome template accepts {{CONTACT_FIRST_NAME}}, {{CONTACT_LAST_NAME}}, {{CONTACT_TITLE}}, {{CONTACT_EMAIL}}, {{CONTACT_PASSWORD}}, {{SCHOOL_NAME}}, {{LINK}}, {{STUDENT_FIRST_NAME}}, and {{STUDENT_LAST_NAME}}, so a parent email can also greet the child by name.
A tag the dropdown does not list has no value to insert and the platform sends it as literal text. Use only the tags the dropdown shows for that template.
Why a student's welcome email may still use the old address
An internal student can hold two separate addresses: a Personal Email and a School Email. The application form captures both, and the student record stores them in separate fields. Only one of the two is the student's sign-in and welcome email address at any time, not whichever field someone last edited.
Which field that is comes from the "Default email address for communications & login" setting, on Settings > Application Form > Global Form Settings. The setting has a separate choice for internal students and for external students, each set to "Personal email" or "School email".
A school may correct a student's email on the application form, but the student record, the welcome email, or the login still shows the old address. Check which field holds the correction against this setting. Correct the field the setting uses for that student's internal or external status, then resend the welcome email.