Emails Sent from Admissions and Transfers Online

Emails are sent automatically from A&T Back Office at various stages of the application and offer processes.

Each email can include the child’s name (their legal, not chosen name) and date of birth. This is a particularly useful way of identifying the correct student when an applicant is applying for more than one student within a given transfer year. There is an important check box in the Display Options section of the Administration | Applications | Online Parameters tab, labelled Include Student Name and DOB in Emails. If you wish to include this information, select the check box. However, if your Local Authority has concerns about the data protection issues involved in including student personal details in emails, then you should leave the box unselected. Include Student Name and DOB in Emails is unselected by default

Some of the email text is hard coded and is generated automatically, but most of the emails include a block of text that is user-definable for each transfer group. Welsh Local Authorities can define both Welsh and English text to be included in the email, and can also choose in which order they would like the different language sections to appear. These blocks of text are defined in Process | Transfer Groups | E-Application Settings | Online Text.

Emails are only sent to applicants who have registered as public facing users. They are not sent to applicants who have applied via the internal Admissions Online system in Education Online.

Details of all emails sent to applicants are stored in the email message log and can be retrieved using SQL queries. In addition to this, a BCC address can be nominated to receive blind copies of the emails.

  • Application emailsApplication emails

    Application emails can include a block of text that replaces some of the default text for each transfer group. These blocks of text are defined in Process | Transfer Groups | E-Application Settings | Online Text. If user-definable content has been entered, the replaced default text is indicated in red in the following email descriptions.

    Welsh authorities can define the text in both Welsh and English and can specify in which order they would like the two languages to appear.

    • Submission Confirmation (Normal Phased):
      After an application is submitted, applicants are sent a confirmation email detailing their preferences and the Publicise date. The text of this email varies slightly, depending on whether or not the applicant has expressed a wish to be informed of their offer by email.
    • Submission Confirmation (In Year):
      After submitting an application, applicants are sent a confirmation email detailing their preferences and the Publicise date. Online In Year applications cannot be edited after submission.
    • Reminder to Submit Newly Created Application:
      This email is sent on a daily basis to all applicants who have created an application but not submitted it, starting from a pre-set number of days before the Transfer Group Closing Date. This number of days is set on the Administration | Applications | Online Parameters tab.
      The Reminder to Submit Newly Created Application email is not sent for inactive students and withdrawn applications.
    • Resubmitted Application Confirmation (Normal Phased Transfer Group):
      Applicants are sent a confirmation email after editing and submitting an application. The email includes their preferences and the Publicise date. The text varies slightly depending on whether or not the applicant has expressed a wish to be informed of their offer by email.
      Applicants cannot edit In Year applications online.
    • Reminder to Resubmit an Edited (Previously Submitted) Application:
      This email is generated if an application is edited online after being previously submitted, but is not resubmitted on the day that the edit took place.
  • Offer emailsOffer emails

    Offer emails can include a block of text that replaces some of the default text for each transfer group. These blocks of text are defined in Process | Transfer Groups | E-Application Settings | Online Text. If user-definable content has been entered, the replaced default text is indicated in red in the following email descriptions.

    Welsh authorities can define the text in both Welsh and English and can specify in which order they would like the two languages to appear.

    • Offer Email:
      The Offer email is only sent out to parents/carers who have asked to be sent emails. Once the allocations have been set and the Publicise date has passed then the email is sent to relevant parents/carers to inform them of their offer.
      In order for the Offer email to be generated, you must first ensure that the transfer group has a Publicise date entered via the Process | Transfer Groups | E-Application Settings tab.
      All of the following criteria must be true in order for offer emails to be sent:
      Click for detailsClick for details
      • The parent has registered using the Admissions Online public facing system.
      • The applicant has registered via the email link.
      • There is a valid email address stored against the parent record. This will be true if the application was made using the Admissions Online public-facing system.
      • There is an application record that has not been withdrawn for the student.
      • The Publish Offer Statuses Online routine has been run for the transfer group.
      • An online application was made for the student.
      • The application has a status of either Submitted for the first time or Resubmitted.
      • The parent has indicated that they wanted to receive their offer by email.
      • The offer email has not already been sent to the parents.
      • There is a record for this child in the GP_STUDENT table (the table that stores online students) that matches the student’s application record.
      • There is a record in the transfers table (i.e. there is an application in the main database) for the child that matches the transfer group.
      • The Publicise date of the transfer group plus the set number of offset days is equal to the current system date.
    • Reminder to Respond to Offer:
      This email is automatically sent to all online applicants who have not responded to their offers. It is sent daily for transfer groups that have the Enable Online Parent / Carer Responses check box selected on the Process | Transfer Groups | E-Applications Settings tab and a number of days entered in the Parent/Carer Response Reminder Days field in the Reminder Email Scheduling section of the Administration | Applications | Online Parameters tab.
      If your Local Authority has not coordinated offer information with all other relevant Local Authorities then duplicate offers may be made. If a parent/carer has recorded a response to one or more other offers within the transfer group, but not to the actual place(s) offered, then the reminder email is sent.
      The Reminder to Respond to Offer email is not sent to inactive students, withdrawn applications and students who have not been offered a place.
    • Offer Response Confirmation:
      This is a confirmation email for applicants who have submitted their responses to offers made online. The email is sent after they have completed the information on the Offer Information page online and clicked the Next button.
  • Administration emailsAdministration emails

    Confirmation emails are sent when an applicant make changes to their account. In addition, the system administrator receives a warning email if the offer emails cannot be sent due to an incorrect SMTP server setup.

    • Change of Email Address:
      Applicants who change their email address in A&T v4 Public Facing must confirm this change by logging in to their account via a link sent to their new email address.
    • Password Reset:
      Applicants who change their email address in A&T v4 (Public Facing) must confirm this change by logging in to their account using their new password.
    • Unable to Send Offer Emails (Admin Warning):
      It is not possible to send automatic emails to applicants informing them of their offers on the Publicise date if the Publish Offer Statuses Online process has not yet been run
      In this situation, a single warning email is sent to the mailbox listed as the From ID in SMTP Server Setup for A&T, as defined in the v3 Client via Tools | System Administration | Online SMTP Server Setup. This email contains instructions detailing how to remedy the situation.