Managing Email Templates

Overview

The Marketing view in CSU Transfer Planner allows you to create and track your outreach methods. Using the Marketing tools, you can set up automated, personalized communications to any contact.

The Email Templates subsection is where you can manage prefabricated and custom email templates.

Prefabricated Email Templates

In CSU Transfer Planner, you'll automatically have access to several prefabricated email templates, which you can update as needed. These include:

• TSP Enrolled - Campus Agreement Welcome: this email template can be used for communicating with newly enrolled TSP students.
• TSP Enrolled - Campus Agreement Follow-up: this email template can be used for continued communications with TSP-enrolled students.

Creating a New Email Template

You can also create custom email templates to fit your program's needs. To create a new email template:

1. Using the Navigation Menu, click Marketing.
2. Click Templates.
3. Click the plus sign to design a new email template.
4. Select your email design. You can select from the following templates:
   • Email Designer templates have a more modern layout and allow you to use prefabricated templates with design elements already added, which you can then update for your needs. These email templates have a responsive layout so the email will modify to fit the recipient's screen size.
   • Classic HTML Editor templates have a more standard layout and allow you to use prefabricated templates with some design elements already added, which you can then update for your needs. The Classic HTML Editor templates don't have the advanced options accessible in the Email Designer templates.
5. Enter an internal name for the email template.
6. Enter a subject (what the recipient will see). Using certain buzzwords in the subject line or image-only emails can trigger spam filters. As a best practice, keep your subject lines as clear and concise as possible and avoid excessive use of capitalization and punctuation. For example, the subject line “Congratulations” may be marked as spam while “Congratulations on your acceptance to Demo College!” will clear spam filters.
7. If desired, click Customize Email Headers to edit the from and reply-to information.
8. Use the editing software to customize your email template. Note that:
   • To update a logo, click the logo, then click Change image. We recommend that your logo is 600 px wide x any height (150 px is the typical logo height). Additionally, consider a student's email settings (e.g., dark mode, etc.) when formatting your logo (e.g., using a white background, etc.).
   • If you want to add an attachment, you can do so when you configure a campaign.
   • If you want to review email templates in both a desktop and mobile view so that you can predict how your email will appear for recipients using different display sizes, you can use the desktop and mobile icons within the email template body.
9. Click Save Changes to save the template or click Email Templates to discard the template.

Testing Email Templates

Once you create a new email template, you should test it to make sure it looks and works as you intended.

Note that testing email templates is only available to certain users in CSU Transfer Planner.

1. Using the Navigation Menu, click Marketing.
2. Click Quick Messages.
3. Click the plus sign in the top right and select Email Message.
4. Enter Test for the Internal Message Name field.
5. Select Applicant (one per person) for the Audience Type field.
6. Select All for the Include field.
7. Select Email Address for the Delivery Address field.
8. Click Next.
9. Select your desired email template.
10. Enter your email address in the Test Email Address(es) field.
11. Click Next.
12. Click the save icon in the top right.
13. Click Message at the bottom, which takes you back to the email template.
14. Click Send Test to send the email template to yourself.

Managing Email Templates

To manage existing email templates, click the checkbox next to the individual email template name(s) or use the top checkbox to select them all.