πŸ“¬ Mailing Configuration

PROMPT supports customizable email communication. This guide explains how to configure mailing settings and use email templates effectively.

🧩 Course-Wide Mailing Settings

You can access the course-wide mailing settings via the β€œMailing Settings” entry at the top of the course sidebar.

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βœ‰οΈ Reply-To Email Address (Required)

  • This is the email address students can reply to when they receive mails from prompt.

  • It must be a valid and monitored address (e.g., course-team@example.com).

  • This is a mandatory field. You cannot send mails without specifying a reply-to email.

πŸ“₯ CC / BCC Email Addresses (Optional)

  • CC (Carbon Copy): All outgoing emails will also be sent to these addresses, visible to recipients.

  • BCC (Blind Carbon Copy): Outgoing emails will be sent to this addresses without students seeing it.

  • This is useful for archiving communications, quality assurance, or confirming that messages were sent.

πŸ’‘ Tip: Use BCC to log all student communication without exposing internal email addresses.

πŸ“€ Course Phase-Specific Mailing Settings

Each course phase that supports email communication (e.g., Application Phase) includes a β€œMailing” section in its sidebar. From there, you can:

  • Write or edit email templates

  • Trigger email delivery

  • Configure automatic mailing behavior

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✍️ Available Email Templates

The course phase services offer the following mail options:

Mail Type

Available In

Description

Confirmation Mail

Application Phase only

Sent immediately after a student submits an application

Acceptance/Passed

All applicable phases

Sent to students who have passed or been accepted

Rejection/Failed

All applicable phases

Sent to students who did not pass or were rejected

Each template includes:

  • Subject: The email subject line

  • Body: A rich text editor that supports formatting and placeholders

πŸ”§ Placeholders

You can personalize emails using placeholders that are automatically replaced with real values during sending. You can find all available placeholders by clicking envelope icon in the rich text editor (see screenshot).

Examples (not exhaustive list):

Placeholder

Replaced With

{{firstName}}

Student’s first name

{{lastName}}

Student’s last name

{{courseName}}

Name of the current course

{{coursePhaseName}}

Current phase name
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πŸ“© Sending Emails

At the top of the Mailing page in each course phase, you’ll find toggles and actions for controlling mail delivery:

1. βœ… Auto-Send Confirmation Mail (Application Phase Only)

  • When enabled, students automatically receive the confirmation email immediately after submitting their application.

  • Useful for letting students know their application was successfully received.

2. πŸ“€ Send Acceptance / Passed Emails

  • Sends the Acceptance or Passed email to all students who passed the course phase.

  • Requires manual confirmation before sending.

  • ⚠️ This action is one-time: the system does not track if an email has already been sent.

3. πŸ“€ Send Rejection / Failed Emails

  • Sends the Rejection or Failed email to all students who did not pass the course phase.

  • As with acceptance mails, the system does not track delivery status, so use this action with care.

Students who do not have a status assigned, when sending out the mails, will not receive any email.

βœ… Best Practices

  • Use BCC logging to maintain an audit trail.

  • Avoid re-sending acceptance/rejection mails unless necessary.

  • Include contact information in your reply-to address to allow follow-up questions from students.