Templates & Automations

 

Organisation Admins can create and use Automations to send automated email invites and communication to Committee Members and Owners. They can also customise letters that go to their Committee Members and Owners for quote and variance approvals. 

 

Contents 

• Automated Emails
• Template Types
• Sub-types
• Create a New Template
• Add a New Automation
• Customise a Template

 

Automated Emails

When Organisation Admins decide to 'Connect' with a contact, they'll be asked to choose from available Automations. Automations trigger automated emails to help simplify and promote adoption of the Portal among Committee Members and Owners.

Organisation Admins can view and make changes to the list of templates or create a new template, depending on the requirements of their organisation. A typical list of templates will include one or more Invite, Reminder, Activation Completion, Activation Follow Up, Marketing, and Marketing Follow Up templates. These templates are used to create Automations. Learn more about these Sub-types below. 

The template emails used to create an Automation will be automatically triggered once 'Connect' is clicked on a contact, based on the rules of the Automation. 

 

Template Types 

Default Templates are standard letter and email templates for the Organisation. While default templates can't be deleted, they may be updated as required.

Custom Templates are additional templates created by the Organisation to suit their communication requirements. 

 

Sub-types

Quote Approval is used to send a letter to nominated Owner or Committee Members voters requesting approval for a Quote by post.

Invoice Approval is used to send a letter to nominated Owner or Committee Members voters requesting approval for an Invoice by post.

Variance Approval is used to send a letter to nominated Owner or Committee Members voters requesting approval for a Variance by post.

Invite is used to send an email to Contacts with an invitation link to activate their User Profile within the Portal.

Reminder is used to nudge a Contact to activate their account within the Portal following an Invite email that wasn't checked or was unsuccessful.

Activation Completed is used to send an email notification to welcome new Owners to the Portal after completing the Sign Up Process.

Activation Follow Up is used to check in with a contact after they have commenced using the Portal.

Marketing is used to engage users with the organisation and features available to them.

Marketing Follow Up is used to maintain engagement over an email campaign to promote Portal usage.

 

Create a New Template

1. Go to the Settings page 

2. Select Templates

3. Click '+ Template'

4. Fill out the 'New Template' form

Note: Organisation Admins can use Bold and Italics for emphasis or add hyperlinks by highlighting the text and clicking the Link icon to add the URL

 

5. Or click the 3 dots on an existing Template and select 'Duplicate'. 

This will copy the content of the selected template to a new template where Organisation Admins can modify or add more information.

 

 

6. Choose a Placeholder to personalise the email invite

Note: Placeholders search for the required information and fill in the details relevant to the recipient
6. Click the Paperclip Icon to add an image

7. Select 'Preview' to review

8. Click 'Save'

 

Add a New Automation

1. Go to the Settings page 

2. Select Templates

3. Click '+ Automation'

4. Enter a Title and select a Base Template on the 'Automation' form. The Base Template will be an 'Invite' or 'Marketing' template.

Note: Organisation Admins can create an Automation with a single Invite or Marketing email, or an Automation with as many consecutive emails as they like.

5. Click '+ Template' to add a new template to the Automation

6. Select a Sub-type

7. Enter when the email should be sent under 'Days from'

Note: This option will appear when '+ Template' is clicked

8. Click the 'Remove' link to delete an email in the Automation 

9. Click  'Save'

 

Organisation Admins should select 'Days From' on Sub-type 'Reminder' to specify how many days after an Invite email the nudge should be sent. If there are multiple Reminder emails, the 'Days from' option corresponds to the initial Invite, not the number of days from more recent Reminders. 

If Activation Completed is triggered before all Reminders are complete, any pending Reminder emails will not be sent. 

Organisation Admins should select 'Days From' on Sub-type 'Activation Follow Up' to specify how many days after an Activation Completion email the nudge should be sent. If there are multiple Activation Follow Up emails, the 'Days from' option corresponds to the initial Activation Completion, not the number of days from more recent Activation Follow-Ups. 

Organisation Admins should select 'Days From' on Sub-type 'Marketing Follow Up' to specify how many days after a Marketing email the nudge should be sent. If there are multiple Marketing Follow Up emails, the 'Days from' option corresponds to the initial Marketing, not the number of days from more recent Marketing Follow-Ups. 

 

Customise Templates 

1. Go to the Settings page

2. Select Templates 

3. Select a Template to customise

4. Click the three dots to the right of the row and select 'Edit'

5. Update the Subject and Content

6. Change Placeholders or add an image

 

7. Click 'Preview' to review the changes 

8. Click 'Save'

 

Note: If the Strata Organisation indicates in Strata Master that they have Limited Liability under the Professional Standards Scheme then “Liability limited by a scheme approved under Professional Standards Legislation” will be displayed on all emails sent on behalf of the organisation.

 

For more information, please see Send an Email Invitation to Committee Members and Owners.

 

Organisation Admins should contact us with any further questions regarding this process.