Placement Follow-Up Email Templates Setup
SOP: Configure Placement Follow-Up Email Templates for Tenant Admins
Objective
This SOP explains how tenant admins can enable, configure, and manage placement follow-up email settings and templates. It ensures the correct recipients receive the right follow-up emails at the right intervals after a placement.
Key Steps
1. Navigate to Email Settings 0:00
- From the Admin area, click Settings.
- In the upper-right area, select Email Settings.
- This is where placement follow-up email configuration is managed.
2. Open the Placements Tab 0:18
- In Email Settings, click the Placements tab.
- Locate the placement follow-up email templates section.
- This tab contains the configuration for all placement-related follow-up emails.
3. Enable Placement Follow-Up Email Configuration 0:27
- Scroll to the bottom of the page.
- If the feature is not already enabled, turn on Show the placement follow-up email configuration settings.
- Save or confirm the setting so the configuration options become available.
4. Select Email Recipients 0:35
- Choose the admins who should receive placement follow-up emails.
- Ensure the account executive on the placement is also included.
- Verify the recipient list is correct before saving.
5. Review Available Follow-Up Templates 0:46
- Identify the available templates for each trigger:
- Start date
- 30-day check-in
- 60-day check-in
- 90-day check-in
- 6-month check-in
- 1-year check-in
- Confirm which templates your team wants to use and customize.
6. Edit and Save Each Template 0:56
- Expand the template you want to modify.
- Make the necessary changes directly inside the template.
- Click Save Template at the bottom of that template section.
- Repeat this process for each template that needs customization.
7. Save Global Settings and Confirm Template Configuration 1:06
- After enabling the feature and selecting recipients, click Save Changes for the global settings.
- Then configure each template individually.
- Remember that global settings and template settings are managed separately, so both must be completed.
8. Disable Unused Triggers When Needed 1:19
- If a trigger should not be used globally, toggle it off.
- Save the template after disabling the trigger.
- The system will skip that trigger during the follow-up process.
9. Understand Override Behavior 1:34
- Global trigger settings apply to all users.
- If a trigger is disabled globally, it will be skipped even if a user has set an override for that template.
- Use this setting carefully, since it affects all placement follow-up email behavior.
Cautionary Notes
- Global settings and template settings are separate. Turning on the feature alone does not configure the email content.
- Disabled triggers override user-level settings. If a trigger is turned off globally, it will not run for any user, even if an override exists.
- Always verify recipients before saving to avoid sending emails to the wrong admins.
- Save each template individually after making edits; changes are not applied automatically.
- Confirm the correct trigger is disabled before saving, especially for start date emails or other high-impact follow-ups.
Tips for Efficiency
- Configure the global settings first, then move through each template one by one.
- Use a consistent message structure across all follow-up templates to reduce editing time.
- Review all recipient selections before saving to avoid repeated updates later.
- If multiple templates need similar wording, draft the content once and reuse it across the 30-, 60-, 90-day, 6-month, and 1-year check-ins.
- Test changes with a sample placement workflow when possible to confirm the correct triggers and recipients are working as expected.