Sending Emails

Overview

To improve efficiency communicating with applicants, you can create a series of email templates that you can easily send to applicants. 

Keep in mind that emails can only be sent from ResidencyCAS – you cannot receive replies within the system. Any responses will be sent to the reply-to email address you specify when sending the email. Sent emails are tracked in both the History tab of the application and the Activity section of the navigation panel: 

ResidencyCAS Program Portal – Activity Section.png

Create an Email Template

  1. From the Settings menu, open the Application Setup section, then select Email Templates. 
  2. Click the + icon.  
  3. Under Template Settings, name the template (the template key automatically populates). Then, under Email Headers, either leave the default address information as is or click Customize to update it.

    ResidencyCAS Program Portal – Email Templates 1.png
     
  4. In the Message box, construct your email. The email editor allows you to:
    • Add general formatting options (i.e., headings, bolding, bullets, etc.).
    • Add links. 
    • Add images and videos.
    • Insert merge fields to personalize your message. 

      ResidencyCAS Program Portal – Email Templates 2.png

      Notes:
      • Attachments cannot be added to email templates but can be included when sending a message. You can add up to five attachments, each with a 50MB limit, for a total of 250MB.
      • When you add a merge field, you can preview how the email will appear to applicants (if multiple values are present for a merge field, the system will include them all in a comma-separated list).

        ResidencyCAS Program Portal – Email Templates 3.png
         
  5. Be sure to Save Changes when done. 

Send an Email

You can send an email in two ways:

  1. Send an email to multiple applicants via the Applications Grid.  

    ResidencyCAS Program Portal – Batch Send Email.png
     
  2. Send an email to an individual applicant using the More Options Tab. 

    ResidencyCAS Program Portal More Actions Tab.png
     
  3. Once the email editor opens, you can select a template (or construct a new message), make any modifications, and add attachments. You can add up to five attachments, each with a 50MB limit, for a total of 250MB. Additionally, you can preview the email's merge fields and send test emails to yourself and others.

    ResidencyCAS Program Portal – Email Editor.png