Define Separate Emails per Pre-Registration Form
Administrators can configure unique email templates for each Pre-Registration form (applicable to the Enrollment Express), allowing districts and schools to tailor communications such as submission confirmations, approvals, and rejections for each enrollment process. Previously, all Pre-Registration forms shared a single set of email templates configured in the menu path:
System Management – Enrollment Express – Define Enrollment Express Emails. Any updates to these templates affected all forms district-wide, limiting customization.
With this feature, each Pre-Registration form maintains its own dedicated set of email templates, directly accessible within the Form Editor. New configuration sections have been introduced within the Form Properties, enabling independent setup of both Parent Notifications and Admin Notifications per form.
This feature provides districts and schools with flexible, form-specific purpose (submission, approval, and rejection) and workflow over all enrollment-related communications—streamlining customization, localization, and notification management while maintaining backward compatibility.
Migration and Backward Compatibility
To maintain compatibility for customers upgrading to the 25.11.0.0 version:
All existing email templates in the menu path: System Management – Enrollment Express – Define Enrollment Express Emails (now deprecated) are automatically copied and linked to each existing Pre-Registration form.
Existing forms will continue referencing the shared configuration until they are opened and saved by an administrator after the upgrade. When saved, they begin using their form-specific templates.
No manual configuration is required for migration, ensuring workflows remain uninterrupted.
Deprecation of Global Template Configuration
The global configuration page Define Enrollment Express Emails is deprecated and will be removed after the 25.11.0.0 release. The menu path: System Management – Enrollment Express – Define Enrollment Express Emails will no longer be displayed. If a user attempts to access the old page directly (for example, via a bookmark), a standard error message will indicate the page is no longer available.
Parent Notifications
Administrators can configure separate Parent Notification Emails within the Form Editor for each Pre-Registration form.
The Parent Notification modal includes three tabs:
Enrollment Email – sent when a form is approved.
Rejection Email – sent when a form is rejected.
Submission Email – sent when a parent submits a Pre-Registration form.
If a Pre-Registration form existed before the 25.11.0.0 release, its email configurations will be automatically copied from the legacy global templates (from Define Enrollment Express Emails) to ensure continuity. These copied templates become form-specific and are no longer linked to the shared configuration. For new forms created after the 25.11.0.0 release, default template content is automatically populated for all email types. Administrators can edit and save these templates directly in the form properties without affecting any other form.
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.
Select the Enrollment Email tab.
Select Send [Submission/Enrollment/Rejection] Email to enable or disable the corresponding email.
Click Email Language Selection to manage language-specific templates for multilingual environments by expanding the Language Panel for each locale.
The default locale cannot be deleted, consistent with prior behavior.
Non-default PowerSchool SIS locales retain the option to be deleted.
In the From E-Mail field, enter the address that will appear in Sent on behalf of in the email message.
In the E-Mail Subject field, enter the subject of the email to the recipients.
In the E-Mail Body, enter the message to the recipients. With the 25.5.0.0 release, the district can configure this message to include all necessary information required for parents to complete the enrollment process.
$FormName – The name of the form.
$StudentName – The FirstName and Lastname.
$DistrictName – The District name (for use in District Notification Email Body only).
$SchoolYear – The academic school year.
$SISPublicPortalURL – A link to the PowerSchool SIS Public Portal.
$AccessId and $Password – The login credentials to access the PowerSchool SIS Public Portal.
For customers using 25.4.0.0 and prior releases, 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 are required to add the student to a new or existing parent account within the PowerSchool parent portal.
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.
By default, the public portal includes the PowerSchool Address, which defines the institution's address details included in the approval message.
Select Hide to exclude the address.
To direct the parent to a different website, select Customize and enter the hyperlink.
Click Submit.
The existing customers will have an Exclude default footer in approval notification checkbox option, which allows administrators to remove the default Access ID/Password section and design a fully custom email using new tokens. When selected, the system stops appending the auto-generated footer with credentials. This change is irreversible and allows fully custom emails.
Create a Rejection Email
Create an email message to send to the parent if their student was rejected for a specific school.
Click the Rejection Email tab.
Select Send [Submission/Enrollment/Rejection] Email to enable or disable the corresponding email.
Click Email Language Selection to manage language-specific templates for multilingual environments by expanding the Language Panel for each locale.
The default locale cannot be deleted, consistent with prior behavior.
Non-default PowerSchool SIS locales retain the option to be deleted.
In the From E-Mail field, enter the address that will appear in Sent on behalf of in the email message.
In the Subject field, enter the subject of the email to the recipients.
In the E-Mail Body, enter the message to the recipients. The district can configure this message to include all necessary information.
$FormName – The name of the form.
$StudentName – The FirstName and Lastname.
$DistrictName – The District name.
$RejectedSchoolName – The School name that rejected (for use in School Notification Email Body only).
Choose to enable or disable the Send Rejection email option.
Click Submit.
Create a Submission Email
Create a custom email message to send to the parent when they submit a Pre-Registration form.
Click the Submission Email tab.
Select Send [Submission/Enrollment/Rejection] Email to enable or disable the corresponding email.
Click Email Language Selection to manage language-specific templates for multilingual environments by expanding the Language Panel for each locale.
The default locale cannot be deleted, consistent with prior behavior.
Non-default PowerSchool SIS locales retain the option to be deleted.
In the From E-Mail field, enter the address that will appear in Sent on behalf of in the email message.
In the Subject field, enter the subject of the email to the recipients.
In the E-Mail Body, enter the message to the recipients. You can use the following dynamic data in your custom message:
$FormName – The name of the form.
$StudentName – The FirstName and Firstinitial of Lastname (for example, John Smith will appear in the email as John S).
$DistrictName – The District name.
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.
Click Submit.
Admin Notifications
Administrators can manage District and School Submission Notification emails separately for each Pre-Registration form.
These settings are located in the menu path: Form Properties – Admin Notifications.
Two new tabs are included within the Admin Form Submission Notification modal:
District Submission Email – includes the existing district notification section and the District notification email section.
School Submission Email – includes the school-specific notification section first, followed by the school notification email section.
Create a District or School Submission Email
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.
Click the Admin Notification option to enable or disable the corresponding email.
In the E-Mail field, enter the address that will appear in Email Recipients in the email message. You can also separate multiple email addresses with a comma.
Select the District Submission Email or School Submission Email tab.
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.
In the From E-Mail field, enter the address that will appear in Sent on behalf of in the email message.
In the Subject field, enter the subject of the email to the recipients. You can use the following variable in the Subject line:
$FormName – Evaluates to the name of the form.
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.
$SchoolName – The School name (for use in School Notification Email Body only).
$NewSubmissionCount – The new submission count in the last 15 minutes.
$StudentNames – A comma-separated list of student names with a new submission.
$DistrictName – The District name (for use in District Notification Email Body only).
$CurrentPendingSubmissionsCount – The total submission count in Pending status.
$PreRegistrationSubmissionsReport – A link to the Pre-Registration Form Submissions Report page.
Click Submit.
Form Import and Export
Form import/export behavior varies based on when the form was created or saved:
Existing forms (not saved after the release):
Exported forms will not include email templates. Importing such a form will still succeed. Without the presence of email templates within the form, the form will use default notification content, like newly created forms.Existing forms (saved after the release):
Exported forms will include all email templates. On import, email templates will align with the matching SIS locales of the import file and the SIS instance where the admin imports.New forms (created after the release):
Exported and imported successfully, including all form-specific email templates matching the SIS locales of the import file and the SIS instance where the admin imports.