Email Templates - To Guardians

This article will assist you with viewing the list of Automated Emails that are sent to your Guardians via the Software.

Overview

The Xap system has various automated emails that are sent out to Guardians during various processes to advise them of changes or requirements from the Service.

They are separated into different Categories linked to these processes.

Below are the email templates that are linked to each Category.

Booking

• Approved Bookings Notification to Guardian - Is sent to Guardians when the Service approves a requested booking.
• Rejected Bookings Notification to Guardian - Is sent to Guardians when the Service rejects a requested booking.

CCS Interface

• CCS Entitlement Notification to Guardian - Is sent to the Guardians when the CCSS interface advises there has been a change to the CCS% or CCS Hrs for a Child linked to that Family.

Family Management

• Pending Declaration Notification to Guardian - Is sent to Guardians when their Declaration is pending on being signed via the Guardian Web Portal or Smile App.
• Document nearing expiry Notification to Guardian - Is sent to Guardians 14 days prior to a document for their child expiring eg. Asthma Action Plan, reminding them to update this information.
• Expired Document Notification to Guardian - Is sent to Guardians once a document for their child has expired eg. Asthma Action Plan, reminding them to update this information.
• Expired Medication Notification - Is sent to Guardians advising a noted Medication has expired for their child expiring eg. Asthma Medication reminding them to update this information.
• New Guardian Notification to Primary Guardian - Is sent to the Primary Guardian advising a new Guardian has been added to their Family, either by a Guardian or by the Service.
• Request Guardian to complete Child details - Is sent to Guardians advising information for their child requires completing for the Enrolment form. This request is sent by the Service manually.
• Medication nearing expiry Notification - Is sent to Guardians advising a noted Medication is expiring in 14 days eg. Asthma Medication, reminding them to update this information.
• New Kiosk Code Notification To Guardian By Staff - Is sent to Guardians advising a Kiosk code has been updated by the Service
• Update Kiosk Code Notification To Guardian By Guardian - Is sent to the Primary Guardian to notify a Guardian has adjusted a Kiosk code.
• New Kiosk Code Notification To Nominee By Staff - Is sent to a Nominee advising the Service has added Kiosk code for their Name once they have been given Pick-up/Drop-off authority. Will only be sent if Nominee has an email address added.
• Update Kiosk Code Notification To Nominee By Staff - Is sent to a Nominee advising their Kiosk code has been updated by the Service. - Will only be sent if Nominee has an email address added.
• New Kiosk Code Notification To Nominee By Guardian - Is sent to a Nominee advising a Guardian has added Kiosk code for their Name once they have been given Pick-up/Drop-off authority. Will only be sent if Nominee has an email address added.
• New Kiosk Code Notification To Guardian By Guardian - Is sent to a Guardian advising a Guardian has added Kiosk code for their Name once they have been given Pick-up/Drop-off authority.
• Kiosk Code Notification To Guardian By Staff - Initial Kiosk Email sent or re-sent to a Guardian with their default Kiosk code.
• New Child Notification to Guardian - Is sent to the Primary Guardian advising a new child has been added to their Family.
• Archive Child Notification to Guardian - Is sent to Guardians to notify a child on their Family has been archived by the Service.
• Edit Child Notification to Guardian - Is sent to Guardians to notify them that details for a child on their Family have been updated by the Service.
• Edit Child Notification to Guardian From Guardian - Is sent to Guardians to notify them that details for a child on their Family have been updated by another Guardian.
• Archive Guardian Notification to Guardian - Is sent to Guardians to notify a Guardian on their Family has been archived by the Service.
• Convert Nominee to Guardian Notification to Guardian - Is sent to Guardians to notify that a Nominee has now been converted to a Guardian permission for their Family.
• Edit Guardian Notification to Guardian - Is sent to Guardians to notify that a Guardians information as been updated by the Service.
• Edit Guardian Notification to Guardian from Guardian - Is sent to Guardians to notify that a Guardians information as been updated by another Guardian.
• New Guardian Notification to Guardian from Guardian - Is sent to Guardians to notify that a new Guardian has been added to their Family by another Guardian.
• Archive Nominee Notification to Guardian - Is sent to Guardians to notify a Nominee on their Family has been archived by the Service.
• Archive Nominee Notification to Guardian From Guardian - Is sent to Guardians to notify a Nominee on their Family has been archived by another Guardian.
• Convert Guardian to Nominee Notification to Guardian - Is sent to the Primary Guardian to notify that a Guardian has now been converted to a Nominee permission for their Family.
• Edit Nominee Notification to Guardian - Is sent to Guardians to notify them that details for a Nominee on their Family have been updated by the Service.
• Edit Nominee Notification to Guardian From Guardian - Is sent to Guardians to notify them that details for a Nominee on their Family have been updated by the another Guardian.
• Add Nominee Notification to Guardian From Guardian - Is sent to Guardians to notify them that a new Nominee has been added to their Family by the another Guardian.
• Update Kiosk Code Notification To Nominee By Guardian - Is sent to a Nominee advising their Kiosk code has been updated by a Guardian for the Family. - Will only be sent if Nominee has an email address added.
• New Nominee Notification to Primary Guardian - Is sent to the Primary Guardian to notify that a new Nominee has been added by the Service.
• Redeclaration Required Notification to Guardian - Is sent to the Guardians advising that they need to re-sign the declaration due to T's & C's or policy changes being made by the Service.
• Update Kiosk Code Notification To Guardian By Staff - Is sent to the Primary Guardian to notify a Kiosk code has been updated by the Service for a Guardian.

Health and Wellbeing

• Medication not administered Notification To Parent - Is sent to notify Guardians that a requested/noted Medication has not been administered to their child by the Service.
• Medication administered Notification - Is sent to notify Guardians that a requested/noted Medication has been administered to their child by the Service.
• New Medication is required to be administered and requires acknowledgment to Guardian - Is sent to the Guardian advising the Service has added a medication for their child that requires a Guardians acknowledgement.
• New incident is recorded for your child and requires acknowledgment to Guardian - Is sent to notify Guardians notifying that an Incident report has been created for their child by the Service that requires acknowledgement by a Guardian.
• New illness is recorded for your child and requires acknowledgment to Guardian - Is sent to notify Guardians notifying that an Illness report has been created for their child by the Service that requires acknowledgement by a Guardian.
• New injury is recorded for your child and requires acknowledgment to Guardian - Is sent to notify Guardians notifying that an Injury report has been created for their child by the Service that requires acknowledgement by a Guardian.

Leads & Tours

• Tour Booking Confirmation to Guardians - Is sent to Guardians when they book a Tour.
• Tour change of booking times Confirmation to Guardians - Is sent to Guardians when a Tour time has been changed by the Service.
• Thank you for attending the tour - Is sent to Guardians when a Service marks a Tour as Completed.
• Couldn't attend tour today. Reschedule your tour with us - Is sent to Guardians when a Service marks a Tour as a no-show.
• Thank you for your enquiry email to Guardians - Is sent to Guardians when an enquiry has been made to the Service without a Tour being booked.

Payment And Billing

• Overdue invoice reminder - Is sent to Guardians advising their invoice is overdue.- Only if enabled through Service > Settings
• Credit/Debit Card nearing expiry Notification - Is sent to Guardians advising their Credit Card is nearing the expiry date.
• Credit/Debit Card expired Notification - Is sent to Guardians advising their Credit Card has expired.
• Bond Summary Statement - Is sent if to the Guardians if the Service manually sends a Bond Statement.
• Declined Payment Notification to Guardian - Is sent to Guardians automatically advising of a declined Direct Debit payment.
• Payment Receipt Notification - Is sent to the Guardians when a Credit/Payment has been added to their Account by the Service. This includes miscellaneous credits eg. Staff Discounts/Kindy Subsides applied to the Account.
• Invoice Email For Direct Debit - Is sent to Guardians who are setup for Direct Debit payments at the Service.
• Invoice Email For BPay - Is sent to Guardians who are setup for B-Pay payments at the Service.
• Invoice Email For Direct To Centre - Is sent to Guardians who are setup for B-Pay payments at the Service.
• Invite guardians to setup the Direct Debit profile - Is sent to Guardians to setup their Payment Account details for paying by Direct Debit.
• Direct Debit Receipt - Is sent to the Guardian advising that new Card/Bank details have been added into their Payment Account for Direct Debit information.
• New Payment Account Notification from Centre to Guardian - Is sent to the Guardian advising that a new Payment Account has been added for their Family by the Service.
• Archived Payment Account Notification from Centre to Guardian - Is sent to the Guardian advising that a Payment Account has been archived for their Family by the Service.
• Updated Payment Account Notification from Guardian to Guardian - Is sent to the Guardian advising that a Guardian has updated the Payment Account details for their Family.
• Payment Account Statement - Is sent to the Family if a Manual statement is sent by the Service.
• Updated Payment Account Notification from Centre to Guardian - Is sent to the Guardian advising that the Service has updated the Payment Account details for their Family.

Waitlist

• New Wait-list Application Notification To Guardian - Sent to Guardians when a new Waitlist for their Family has been created or a Lead has been converted to a Waitlist Status.
• Places Offered Notification - Is sent to the Guardians when a position is being offered for a place at the Service.

Updated on: 22/03/2022