List of automatic emails

What

An automated email is a message sent directly from the system without any user involvement. Both the content and the recipients of the email are determined in advance. 
 
Timing and Delivery

Immediate emails: Registration confirmations, discontinuation requests, and payment receipts are sent immediately after the action is completed.

Batch emails: Some notifications (Eg re-registration confirmations) are sent once the full process is completed.

Conditional emails: Teacher notifications are only sent when specifically enabled by administrators for that action.

Why

Automated emails are used to streamline workflows and make everyday tasks faster and easier for users.

How

By default, you do not need to do anything.  
In the list below, you can see when a message is sent, who receives it, and what information it contains. 

• You can find these by navigating to your 'Settings'  -->  'Communication'  -->  'Email and SMS templates'   --> 'Automatic templates' 

Many of these emails prompt an option to send or not at the point of action. 

All automated email content is based on customisable templates that can be modified by 'superusers' to match your school's communication style and branding. 

A separate guide is available explaining how to Edit Automated Emails – SpeedAdmin guides.

Course Registration Confirmation

• When it's sent: Immediately after a guardian completes the course registration process.
• Who receives it: The guardian who completed the registration.
• What it contains:
  • List of all courses the student(s) have been registered for
  • Course details including location, day, time, and duration
  • Waiting list placements (if applicable)
  • Prepaid tuition confirmations (if applicable)

Discontinuation Request Confirmation

• When it's sent: When a parent submits a request to discontinue their child on a course.
• Who receives it: The parent who submitted the request.
• What it contains:
  • Confirmation that the request has been received
  • Course name and details
  • Student name
  • Any comments or reasons provided

Discontinuation Final Confirmation

• When it's sent: After an administrator approves and finalizes the course discontinuation.
• Who receives it: All parents/guardians associated with the student's enrollment.
• What it contains:
  • Confirmation that the student has been withdrawn
  • Final date of attendance
  • Course details
  • Reason for discontinuation

Re-Registration Confirmation

• When it's sent: During the annual re-registration period, after a parent confirms which courses their child will continue.
• Who receives it: The parent who completed the re-registration process.
• What it contains:
  • Summary of courses the student will continue
  • Summary of courses being discontinued
  • Summary of waiting list statuses (staying on or removing from)
  • Deadline dates

Payment Receipt (Bank Import)

• When it's sent: When the school processes payments from bank files and this feature is enabled.
• Who receives it: The guardian who made the payment.
• What it contains:
  • Confirmation of payment received
  • Payment amount
  • Date received 

Attendance Notification

• When it's sent: When marking attendance for a student with attendance reason marked as “Critical”
• Who receives it: Guardian
• What it contains:
  • Information about which student and attendance reason.
  • Information about date and course

Student Emails

New Student Welcome & Login Information

• When it's sent: When a new student account is created during course registration.
• Who receives it: The student (at the email address provided during registration).
• What it contains:
  • Welcome message
  • Login credentials for the student portal
  • Instructions for accessing their account

Teacher Emails

New Student Notification

• When it's sent: When a student is enrolled directly into a teacher's course through the registration system.
• Who receives it: All teachers assigned to that specific course/timeslot.
• What it contains:
  • Student's name
  • Course name and details
  • Location
  • Day and start time

Student Discontinuation Notice

• When it's sent: When an administrator finalizes a student's withdrawal from a course (if this notification is enabled).
• Who receives it: All teachers assigned to future sessions of that course.
• What it contains:
  • Student's name
  • Course details
  • Last date of attendance
  • Reason for discontinuation (if provided)

Student Re-Enrolment Notice

• When it's sent: When an administrator reverses a discontinuation and re-enrols a student (if this notification is enabled).
• Who receives it: All teachers assigned to future sessions of that course.
• What it contains:
  • Student's name
  • Course details
  • Re-enrolment confirmation

Teaching Plan Update Notifications

• When it's sent: When an administrator modifies the teaching calendar (adding or removing class days) and issues are detected.
• Who receives it: Teachers affected by the calendar changes.
• What it contains:
  • Summary of calendar changes
  • Warnings about scheduling conflicts

Links to affected bookings that need attention