Overview

The Communication feature within Admissions allows authorized users to communicate directly with applicants and manage admission-related messages from one place.

It provides communication tools similar to the main openSIS Communication module but is specifically designed for applicant communication during the admissions process.

Users can compose messages, configure applicant email templates, review sent communications, organize recipients into groups, send SMS or WhatsApp messages when configured, and manage communication settings.

Navigation

Go to:

Admissions > Communication

The Communication area includes:

• Compose – Create and send a message to applicants.
• Email Templates – Configure automatic email messages associated with applicant enrollment statuses.
• Sent – Review messages that have already been sent.
• Groups – Create and manage groups for applicant communication.
• SMS – Send SMS messages to applicants when an SMS provider is configured.
• WhatsApp – Send WhatsApp messages when WhatsApp communication is configured.
• Settings – Manage the communication providers and settings used for Admissions.

Configure Applicant Email Templates

Select Email Templates to configure messages associated with applicant enrollment statuses.

The available enrollment statuses are displayed in the Enrollment Status panel. Select a status to view and configure its email template.

For each template, you can configure information such as:

• Subject
• BCC, when additional recipients are required
• Email Body
• Available applicant fields that can be inserted into the message

Applicant fields can be used as placeholders so that information such as the applicant's name or school information is automatically included when the email is generated.

Enable or Disable Automatic Emails

Automatic email templates can be activated or deactivated according to the institution's communication requirements.

Select the required enrollment status and use the Active option to control whether its configured email is automatically sent.

Disable the option when the institution does not want an automatic email to be triggered for that status.

Configure Form-Specific Email Templates

By default, an email template can be used for application forms that do not have their own template.

When an individual application form requires different communication, select Set up a form-specific template and configure the email for that application form.

This allows different application forms to use communication appropriate to their individual admission workflows while retaining the default template for other forms.

Use Enrollment Statuses for Applicant Communication

Email templates are associated with applicant enrollment statuses. When an applicant reaches a configured status, the corresponding active email can be used for that stage of the admissions process.

Institutions can therefore align applicant communication with their own admission workflow and configured enrollment statuses.

Attach an Application Form to a Trigger Email

When configuring an automatic applicant email, an application form can be attached to the trigger email when required.

Select the appropriate application form so that applicants receive access to the required form together with the corresponding admission-related communication.

This can be useful when the next step in the admission process requires the applicant or parent to complete another application form.

Configure Admissions Communication Settings

Select Settings within Admissions > Communication to manage the communication configuration used for Admissions.

Available settings may include:

• Email Server
• SMS
• WhatsApp

The Email Server section displays the configured email provider and related server information. Authorized users can use Edit Information to manage the email configuration.

Where a dedicated Admissions email address is configured, it can be used for applicant communication instead of relying solely on the school's general email address.

Important Notes

• Admissions Communication is intended specifically for communication with applicants during the admission process.
• Automatic emails should be reviewed before they are activated.
• Form-specific templates can be used when an application form requires communication different from the default template.
• SMS and WhatsApp functionality depend on the corresponding communication provider being configured.
• Access to communication settings should be limited to authorized users.