Email Templates - To Organisation/Centre

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

• New Permanent Bookings Notification to Centre - Is sent to the Service when a new permanent booking is requested/created by a Guardian via the Web Portal or Smile App. This is dependent on Service Settings
• Absence Notification to Centre - Is sent to the Service when a Guardian marks their child absent via the Web Portal or Smile App. This is dependent on Service Settings
• Cancelled Bookings Notification to Centre - Is sent to the Service when a Guardian cancels a Permanent or Casual Booking - This is dependent on Service Settings.
• New Casual Bookings Notification to Centre - Is sent to the Service when a new Casual booking has been added/requested by the Guardian via the Web Portal or Smile App. This is dependent on Service Settings

CCS Interface

• New CCS Notification to Service - Is sent to the Service from CCSS advising an immediate action may be required by the Service.
• New CCS Notification to Provider - Is sent to the Provider from CCSS advising an immediate action may be required by the Provider for one of their Services.
• PRODA Device Expiry Notification - Is sent to the Service advising from CCSS advising the OTAC Code is expiring.
• WWCC Card Expiry Notification To Personnel - Is sent to the Service advising a WWCC Card is expiring for a connected Personnel.
• New Debt Notice Notification to Provider - Is sent to the Provider from CCSS advising a new Debt notice has been noted for one of their Services.
• Failed Session Report Submission Alert - Is sent to the Service to advise of CCSS Sessions that were unsuccessful in being submitted to CCSS, errors are included.
• Ceased Enrolments Notification to Centre - Is sent to the Service to advise of CCSS Enrolments that have become ceased.
• Failed Enrolment Submission Alert- Is sent to the Service to advise of CCSS Enrolments that were unsuccessful in being submitted to CCSS, errors are included.
• Expiring ACS Certificate Determination Alert - Is sent to the Service to advise of expiring ACCS Certificates or Determinations.
• Withdraw Session Reports Notification to Centre - Is sent to the Service to advise of previously submitted Sessions being deleted so have become withdrawn from CCSS.
• Unsubmitted Session Reports Notification to Centre - Is sent to the Service to advise of CCSS Sessions that were unsuccessful in being submitted to CCSS, errors are included.

Centre Management

• **Updated Direct Debit Client Form & Collection Authority Agreement to Organisation - ** Is sent to the Service if changes have been made to the Collection Agreement for Direct Debit payment details.
• New Direct Debit Client Form & Collection Authority Agreement - Is sent to the Service when the initial Collection Agreement for Direct Debit payment details is completed.

Family Management

• New Nominee Notification - Is sent to the Organisation/Centre advising that a Guardian has added a new Nominee.
• New Guardian Notification - Is sent to the Organisation/Centre advising that a Guardian has added a new Guardian to their Account.
• Updated Children Status Notification - Is sent to the Organisation/Centre advising that a Child's status has changed from Active to Inactive due to no bookings, 6 weeks in the past or 8 weeks in the future.
• Updated Family Status Notification - Is sent to the Organisation/Centre advising that a Families status has changed from Active to Inactive due to no bookings for any child on their Account, 6 weeks in the past or 8 weeks in the future.
• Edit Nominee Notification to Centre - Is sent to the Organisation/Centre advising that a Guardian has edited the details of a Nominee on their Account.
• Edit Guardian Notification to Centre - Is sent to the Organisation/Centre advising that a Guardian has edited the details of a Guardian on their Account.
• Edit Child Notification to Centre - Is sent to the Organisation/Centre advising that a Guardian has edited the details of a Child on their Account.
• Archive Nominee Notification to Centre - Is sent to the Organisation/Centre advising that a Guardian has archived a Nominee on their Account.

Health & Wellbeing

• Medication request is acknowledged for child notification to Centre - Is sent to the Organisation/Centre advising that a Guardian has an Medication request for a Child on their Account.
• New Medication Request for a child to Centre - Is sent to the Organisation/Centre advising that a Guardian has requested Medication to be administered for a Child on their Account.
• Incident-Injury-illness request is acknowledged for child notification to Centre - Is sent to the Organisation/Centre advising that a Guardian has acknowledged an Incident report.

Leads & Tours

• New Tour is booked - Is sent to the Organisation/Centre advising that a new Tour has been booked for their Service.
• New Enquiry Received - Is sent to the Organisation/Centre advising that a new Lead Enquiry has been received for their Service.
• Tour Rescheduled by Guardian - Is sent to the Organisation/Centre advising that a booked Tour has been re-scheduled for their Service.

Payments & Billing

• Declined Payment Notification - Is sent to the Organisation/Centre advising that a Direct Debit payment has been declined for a Family at their Service.
• Updated Payment Account Notification from Guardian to Centre - Is sent to the Organisation/Centre advising that a Guardian has updated their Payment Account details for via the Guardian Web Portal or Smile App for their Service.

Waitlist

• Withdrawn Wait-list Application Notification - Is sent to the Organisation/Centre advising that a Guardian has withdrawn a Waitlist Application for their Service.
• Completed Enrolment Form Notification - Is sent to the Organisation/Centre advising that a Guardian has completed and submitted an Enrolment form for a Waitlisted child for their Service.
• Offer Accepted Notification - Is sent to the Organisation/Centre advising that a Guardian has Accepted an Offer for a place at their Service.
• Rejected Offer Notification - Is sent to the Organisation/Centre advising that a Guardian has Rejected an Offer for a place at their Service.
• New Wait-list Application Notification - Is sent to the Organisation/Centre advising that a new Waitlist Enquiry has been submitted for their Service.
• Failed to offer places for the wait-list application - Is sent to the Organisation/Centre advising that an "Automated Offer" has not been sent to a Guardian for a Waitlist request due to insufficient Vacancies. This Offer will need to be manually sent to the Guardian with any booking changes made as required.

Updated on: 22/03/2022