Define Enrollment Express Emails

To configure emails for Enrollment, choose System Management, Enrollment Express, then Define Enrollment Express Emails. All PowerSchool emails generate from the master email set within the PowerSchool email configuration and are sent via the email service of the district's PowerSchool server.

Create an Enrollment Email

Create an email message to send to the parent after the student is successfully imported into PowerSchool as a new or returning student.

1. Select the Enrollment Email tab. 

2. In the From E-Mail field, enter the address that will appear in Sent on behalf of in the email message.  

3. In the E-Mail Subject field, enter the subject of the email to recipients. 
4. In the E-Mail Body, enter the message to recipients. The district can configure this message to include all necessary information required for parents to complete the enrollment process.
   • Enrollment Express automatically appends a footer to the email body that contains the first name, access ID, and access password for the subject student. This information and the student's full name is required to add the student to a new or existing parent account within the PowerSchool parent portal. 
5. Choose to enable or disable the Send Enrollment Email option.
   
   • The email is the trigger for the parent to continue the district enrollment process via Ecollect Forms within the PowerSchool Parent Portal.  
6. By default, the public portal includes the PowerSchool Address.
   • Select Hide to exclude the address.
   • To direct the parent to a different website, select Customize and enter the hyperlink.
7. Click Submit.

Create a Rejection Email

Create an email message to send to the parent if their student was rejected for a specific school. 

1. Click the Rejection Email tab. 

2. In the From E-Mail field, enter the address that will appear in Sent on behalf of in the email message.  

3. In the Subject field, enter the subject of the email to recipients. 
4. In the E-Mail Body, enter the message to recipients. The district can configure this message to include all necessary information. 
5. Choose to enable or disable the Send Rejection email option.
6. Click Submit.

Create a Submission Email for Parents

Create a custom email message to send to the parent when they submit a Pre-Registration form.

1. Click the Submission Email - Parent tab. 

2. In the From E-Mail field, enter the address that will appear in Sent on behalf of in the email message.  

3. In the Subject field, enter the subject of the email to recipients. 
4. In the E-Mail Body, enter the message to recipients. You can use the following dynamic data in your custom message:
   • $DistrictName – The district name.
   • $StudentName – The FirstName and Firstinitial of Lastname (for example, John Smith will appear in the email as John S).
5. Choose to enable or disable the Send Submission Email option.
   
   • When this option is disabled, parents do not receive a submission confirmation email when they submit a Pre-Registration form. However, when you re-enable the option, all parents who made submissions when the checkbox was disabled will then receive a submission confirmation email. 
6. Click Submit.

Create a Submission Email for Administrators

Create a custom email message to send to district and school administrators when a Pre-Registration form is submitted. The email is sent via the email service of the district's PowerSchool server and is scheduled to run every 15 minutes.

1. Click the Submission Email - Admin tab. 

2. In the From E-Mail field, enter the address that will appear in Sent on behalf of in the email message.  

3. In the Subject field, enter the subject of the email to recipients. You can use the following variable in the Subject line:
   • $FormName – Evaluates to the name of the form.
4. Enter the message to district and school administrators in the District Notification E-Mail Body and School Notifications E-Mail Body fields, respectively. You can use the following dynamic data in your custom message:
   • $FormName – The name of the form.
   • $NewSubmissionCount – The new submission count in the last 15 minutes.
   • $CurrentPendingSubmissionsCount – The total submission count in Pending status.
   • $SchoolName – The School name.
   • $DistrictName – The District name.
   • $StudentNames – A comma-separated list of student names with a new submission.
   • $PreRegistrationSubmissionsReport – A link to the Pre-Registration Form Submissions Report page.
5. Choose to enable or disable the Send Submission Email option.
   
   • When this option is disabled, district and school administrators do not receive a submission confirmation email when a parent submits a Pre-Registration form. However, when you re-enable the option, administrators will receive an email with a $NewSubmissionCount that includes all submissions when the email was disabled, while the $CurrentPendingSubmissionsCount continues to be a tally.
6. Click Submit.