Setting Up Email in Daycare Works Help Version: 06/25/2013
Table of Contents Table of Contents 2 How to Setup a SMTP Server 3 Setting up an SMTP server allows administrators the ability to route emails sent through Daycare Works to go through the servers and email portal of the administrator. This is frequently used when emails sent from Daycare Works are either not delivered to parents or blocked via a spam filter. For more information, please contact Cirrus Group at 248-841-1940. How to Setup a Default Email Address 6 Setting up a default email address in Daycare Works allows administrators the set the email address that will be used to send emails automated through Daycare Works. This default email address is listed as the sender for the following emails: Autopay Approval, Autopay Rejection, Missing Child, Registration Approval, Registration Rejection, Portal Registration, and Registration Email. Non-Configurable Administrative Emails 8 Non-Configurable Administrative Emails in Daycare Works are emails that are sent to parents or administrators through Daycare Works, but administrators are not able to update the emails. These emails are hard-coded into Daycare Works and cannot be changed by administrators. Configurable Administrative Email Summary - Autopay Approval 10 The Autopay Approval email is sent when an auto payment is approved via Daycare Works. Configurable Administrative Email Summary - Autopay Rejection 12 The Autopay Rejection email is sent when an autopay payment is rejected via Daycare Works. Configurable Administrative Email Summary - Email a Family 14 Daycare Works allows administrators the ability to send a parent or parents an email through Daycare Works. Configurable Administrative Email Summary - Email Statement 17 The Email Statement email sends a PDF copy of a family s financial ledger or financial billing statement. If the family is a split family, each parent is sent their own invoice. Configurable Administrative Email Summary - Missing Child 19 The Missing Child email is sent to parents when a child is associated to the Missing Child Student Attendance Code Valid Value. Please note, this attendance valid value must be setup in Daycare Works for this email to be sent. Configurable Administrative Email Summary - Payment Reminder 21 The Payment Reminder email sends an email to parents in a family, notifying them of their outstanding balance. Configurable Administrative Email Summary - Portal Registration 24 The Portal Registration email is sent to parents after registering for a program through the parent portal. Please note, this email is only sent to parents who already have an account in Daycare Works. Configurable Administrative Email Summary - Registration Approval 25 The Registration Approval email is sent to parents after a registration for a classroom or program has been approved in Daycare Works. Configurable Administrative Email Summary - Registration Rejection 27 The Registration Rejection email is sent to parents if a registration in Daycare Works has been rejected or denied. Configurable Administrative Email Summary - Registration Email 29 The Registration Email is sent to parents after completing a new registration. Please note, this is only sent to parents who do not already have an account in Daycare Works. 2
How to Setup a SMTP Server Setting up an SMTP server allows administrators the ability to route emails sent through Daycare Works to go through the servers and email portal of the administrator. This is frequently used when emails sent from Daycare Works are either not delivered to parents or blocked via a spam filter. For more information, please contact Cirrus Group at 248-841-1940. Step One First, click on the Setup tab on the main toolbar. Step Two Second, click on the Config tab. Step Three Third, click on the Email link. 3
Step Four Fourth, enter the SMTP Server name in the SMTP server text box. Please note, this is the name of the server for your email. For example, if you use Microsoft Exchange, the server may be m.outlook. com. Next, enter the user name for the email in the SMTP User text box. Please note, this user name will typically be an email address and should include the user name, the @ symbol and the remainder of the email address. Then, enter the password for the email in the SMTP Password text box. Step Five When finished, click on the Save Config button. 4
Step Six After saving the SMTP Server information, there is some additional setup required to ensure the proper delivery of all email sent from the Daycare works systems on behalf of clients. Some Internet Email Service Providers such as Comcast, AOL and Hotmail will not accept email sent from a third party such as Daycare Works unless this configuration is completed. DNS Entry: For the domain Daycare Works will deliver mail on behalf of client, update the Internet DNS record for the domain to include Sender ID Framework (SPF) information for the DaycareWorks.com servers. Update your SPF TXT record of the DNS registration to include: ip4:208.81.179.0/24 include:daycareworks.com The components of the above are as follows: ip4:208.81.179.0/24 = Instructs the recipient email servers to permit all servers controlled by Daycare Works to send mail for client specified domain include:daycareworks.com = Instructs the recipient email servers to permit all servers registered in DNS as daycareworks.com to send mail for client specified domain An example of a final SPF DNS entry: v=spf1 a mx ip4:208.81.179.0/24 include:daycareworks.com ~all The exact SPF entry for your environment may be different depending on your specific DNS configuration requirements. Please contact your DNS administrator or the company responsible for managing your DNS registrations for the proper configuration. 5
How to Setup a Default Email Address Setting up a default email address in Daycare Works allows administrators the set the email address that will be used to send emails automated through Daycare Works. This default email address is listed as the sender for the following emails: Autopay Approval, Autopay Rejection, Missing Child, Registration Approval, Registration Rejection, Portal Registration, and Registration Email. Step One First, click on the Setup tab on the main toolbar. Step Two Second, click on the Config tab. Step Three Third, click on the Registration tab. 6
Step Four Fourth, enter the email address that will be used as the sender for emails in Daycare Works in the Registration Reply to Email text box. Step Five When finished, click on the Save button at the bottom of the screen. After clicking on the Save button, the screen will refresh, indicating a successful save. Please note, if this is being done at the business level, select Apply All. Clicking on the Save button at the business level will not apply the settings down to every school in the business. 7
Non-Configurable Administrative Emails Non-Configurable Administrative Emails in Daycare Works are emails that are sent to parents or administrators through Daycare Works, but administrators are not able to update the emails. These emails are hard-coded into Daycare Works and cannot be changed by administrators. Account Reminder: The Account Reminder email is sent to parents when they request for a password reminder for Daycare Works. From: The Account Reminder email is sent from donotreply@daycareworks.com. To: The Account Reminder email is sent to the parent s user name email address. Message: Subject: Account Reminder To access your account please go to: http://www.daycareworksfamily.com (or portal URL if set) Your logon credentials User Name: *user s login name* Password: *user s password* Thanks for using Daycare Works Family. Please do not reply to this email Child Note: The Child Note email is sent to Accounts Receivable Specialist emails setup for the center when a child is approved off the lead management section or a journal entry is added for a child. From: The Child Note email is sent from the email address setup for the Accounts Receivable for the center. To: The Child Note email is sent to the Accounts Receivable Specialist setup for the center and the email address for the business. Message: (will show based on how many children in record) Subject: *Company name* - Lead Management Approval - Family ID: *family s DCW ID* Added: *child s full name* (*child s DCW ID*) *child s full name* (*child s DCW ID*) *child s full name* (*child s DCW ID*) *child s full name* (*child s DCW ID*) New Child Note: Subject: *Company name* Rejection *child s full name* (*child s DCW ID*) *text from note* 8
Waiting List Entry: The Waiting List Entry email is sent to the waiting list email after a child is added to the waiting list. From: The Waiting List Entry email is sent from donotreply@cirrusgroup.com. To: The Waiting List Entry email is sent to the email address setup as the Waiting List Email address. The Waiting List Email address is setup on the Miscellaneous tab on the Config screen. Message: Subject: Waiting List Entry A new waiting list entry has been submitted: *parent first name* *parent last name* Email: *email* Phone: *phone number* This message was sent from www.daycareworks.com at *today s date MM/dd/yyyy HH:mm:ss EE* 9
Configurable Administrative Email Summary - Autopay Approval The Autopay Approval email is sent when an auto payment is approved via Daycare Works. From: The Autopay Approval email is sent by the Default Email Address setup for the business. To: The Autopay Approval email is sent to the email address assigned for the family. Default Message Subject: *Company name* Auto Payment Confirmation Auto Payment Confirmation *family s name*, Your auto payment has been processed in the amount of *amount* Thank you. How to Change the Default Message Step One First, click on the Setup tab on the main toolbar. Step Two Second, click on the Config tab. 10
Step Three Third, click on the Auto Pay tab. Step Four Fourth, enter the email that will be sent to the parent for an auto payment in the Autopay Approval Text text box. When finished, click on the Save button at the bottom of the screen. After clicking on the Save button, the screen will refresh, indicating a successful save. Please note, if this is being done at the business level, select Apply All. Clicking on the Save button at the business level will not apply the settings down to every school in the business. 11
Configurable Administrative Email Summary - Autopay Rejection The Autopay Rejection email is sent when an autopay payment is rejected via Daycare Works. From: The Autopay Rejection email is sent by the Default Email Address setup for the business. To: The Autopay Rejection email is sent to the email address assigned for the family. Default Message Subject: *Company name* Auto Payment Rejection Confirmation Auto Payment Rejection *family s name*, Your auto payment was not processed in the amount of *amount* Thank you. How to Change the Default Message Step One First, click on the Setup tab on the main toolbar. Step Two Second, click on the Config tab. 12
Step Three Third, click on the Auto Pay tab. Step Four Fourth, enter the email that will be sent to the parent for an auto payment in the Autopay Rejection Text text box. When finished, click on the Save button at the bottom of the screen. After clicking on the Save button, the screen will refresh, indicating a successful save. Please note, if this is being done at the business level, select Apply All. Clicking on the Save button at the business level will not apply the settings down to every school in the business. 13
Configurable Administrative Email Summary - Email a Family Daycare Works allows administrators the ability to send a parent or parents an email through Daycare Works. From: The Email sent from Daycare Works is sent from the email address associated to the user. To: The Email sent from Daycare Works is sent to the email address assigned for the family. Default Message: N/A How to Email a Family Step One First, click on the Portal tab on the main toolbar. Step Two Second, click on the Email tab. 14
Step Three If there is a semester associated for the family or families for the email, select the semester in the Semester drop down list. If there is a category associated for the family or families for the email, select the category in the Category drop down list. If there is a classroom, program or event associated for the families or families for the email, select the classroom in the Room/ Program drop down list. If there is a reporting group assigned to the family or families for the email, select the reporting group in the Reporting Group drop down list. Then, click on the Find button. 15
Step Four After clicking on the Find button, the To list will refresh, displaying the families that match the criteria. Next, select the families for the email in the drop down list. To select multiple families, hold down the Ctrl key on the keyboard and then click on each of the families. Then, enter the subject of the email in the Subject text box. To send a plain text email, select PLAIN in the Message drop down list. Then enter the message in the text box. To send an advanced text email, select HTML in the Message drop down list. Then enter the message in the text box. Please note an advanced text message can have custom formatting to include color, bold, different fonts or pictures. To attach a year end tax statement to the email, click on the check box for the Attach Year End Tax and then select the year in the Year drop down list. To attach a separate file to the email, click on the Browse button and select the file on the computer. When finished, click on the Send button. 16
Configurable Administrative Email Summary - Email Statement The Email Statement email sends a PDF copy of a family s financial ledger or financial billing statement. If the family is a split family, each parent is sent their own invoice. From: The Email Statement email is sent from the email address of the admin in Daycare Works. To: The Email Statement email is sent to the email address assigned for the family. Default Message: Subject: *Company name* Statement *Company name* Invoice Attached is your current invoice. How to Change the Default Message Step One First, click on the Setup tab on the main toolbar. Step Two Second, click on the Config tab. 17
Step Three Third, click on the Miscellaneous tab. Step Four Fourth, enter the message that will be sent in the Email Statement in the Email Invoice Template text box. If @1 is entered in the text box, the name of the family will be automatically inserted in the email. If @2 is entered in the text box, the amount the family owes will be automatically inserted in the email. When finished, click on the Save button at the bottom of the screen. After clicking on the Save button, the screen will refresh, indicating a successful save. Please note, if this is being done at the business level, select Apply All. Clicking on the Save button at the business level will not apply the settings down to every school in the business. 18
Configurable Administrative Email Summary - Missing Child The Missing Child email is sent to parents when a child is associated to the Missing Child Student Attendance Code Valid Value. Please note, this attendance valid value must be setup in Daycare Works for this email to be sent. From: The Autopay Approval email is sent by the Default Email Address setup for the business. To: The Autopay Approval email is sent to the email address assigned for the family. Default Message Subject: Missing Child Procedure Your daughter or son was scheduled to attend but did not attend. This resulted in the staff performing Missing Child procedures as mandated by the Center. Please be aware, in the future, performing Missing Child procedures may result in a fee being charged to your account. PLEASE contact the school site if your child is scheduled to attend but will not attend on a given day. How to Change the Default Message Step One First, click on the Setup tab on the main toolbar. Step Two Second, click on the Config tab. 19
Step Three Third, click on the Miscellaneous tab. Step Four Fourth, enter the email that will be sent to parents in the Missing Child Procedure Email text box. When finished, click on the Save button at the bottom of the screen. After clicking on the Save button, the screen will refresh, indicating a successful save. Please note, if this is being done at the business level, select Apply All. Clicking on the Save button at the business level will not apply the settings down to every school in the business. 20
Configurable Administrative Email Summary - Payment Reminder The Payment Reminder email sends an email to parents in a family, notifying them of their outstanding balance. From: The Payment Reminder email is sent from the email address for the user. To: The Payment Reminder email address is sent to the parents in a family. If the family is a split family, each parent is sent their portion of the outstanding balance. Default Message Subject: *Company name* Payment Reminder Statement Reminder Dear *family s name*, We just wanted to send a reminder that your tuition of *amount* is due, to avoid any further late charges. This payment can be made online at our website or here at the school. Thank you. How to Change the Default Message Step One First, click on the Setup tab on the main toolbar. 21
Step Two Second, click on the Config tab. Step Three Third, click on the Miscellaneous tab. 22
Step Four Fourth, enter the message that will be sent to the parents in the Email Template text box. If @1 is entered in the text box, the name of the family will be automatically inserted in the email. If @2 is entered in the text box, the amount the family owes will be automatically inserted in the email. When finished, click on the Save button at the bottom of the screen. After clicking on the Save button, the screen will refresh, indicating a successful save. Please note, if this is being done at the business level, select Apply All. Clicking on the Save button at the business level will not apply the settings down to every school in the business. 23
Configurable Administrative Email Summary - Portal Registration The Portal Registration email is sent to parents after registering for a program through the parent portal. Please note, this email is only sent to parents who already have an account in Daycare Works. From: The Registration Approval email is sent by the Default Email Address setup for the business. To: The Registration Approval email is sent to the email address assigned for the family, the Default Email Address setup for the business, and the email address setup for the classroom at the semester level. Default Message: (some parts may not be included if irrelevant) Subject: Registration Confirmation for parents, Portal Registration: *room s center name* - *room name* for admin Enrollment: *full name* - can be child, or parent if room type is adult *room name* Begin Date: *begin date* Cost: *amount due* Prebill: *full name* *room name* Prebill Amount: *prebill amount* This email is also sent to the Default Email Address setup for the business. An email is sent to the email address setup at the semester level for the classroom notifying them of a child registering for the program. How to Change the Default Message This message is setup at three locations in Daycare Works. Daycare Works first checks to see if finishing text is setup at the classroom level. If there is no finishing text at the classroom level, Daycare Works checks to see if finishing text is setup at the category level. If there is no finishing text at the category level, Daycare Works checks to see if there is finishing text setup at the Registration link in the Config tab. 24
Configurable Administrative Email Summary - Registration Approval The Registration Approval email is sent to parents after a registration for a classroom or program has been approved in Daycare Works. From: The Registration Approval email is sent by the Default Email Address setup for the business. To: The Registration Approval email is sent to the email address assigned for the family. Default Message Subject: Registration Approval Your registration has been accepted. When you sign in to family portal: *portal URL* use the following login. Remember your user name and password is case sensitive: User Name: *user name* Password: *password* Thanks How to Change the Default Message Step One First, click on the Setup tab on the main toolbar. Step Two Second, click on the Config tab. 25
Step Three Third, click on the Registration link. Step Four Fourth, enter the message for the Registration Approval email in the Registration Approval Text text box. Please note, if @1 is entered in the text box, Daycare Works will insert the parent s user name. If @2 is entered in the text box, Daycare Works will insert the parent s password. When finished, click on the Save button. 26
Configurable Administrative Email Summary - Registration Rejection The Registration Rejection email is sent to parents if a registration in Daycare Works has been rejected or denied. From: The Registration Approval email is sent by the Default Email Address setup for the business. To: The Registration Approval email is sent to the email address assigned for the family. Default Message Subject: Registration Rejection Your registration has been rejected. Please contact the office for more information. Student Information How to Change the Default Message Step One First, click on the Setup tab on the main toolbar. Step Two Second, click on the Config tab. 27
Step Three Third, click on the Registration tab. Step Four Fourth, enter the message for the Registration Rejection email in the Registration Rejection Text text box. When finished, click on the Save button at the bottom of the screen. After clicking on the Save button, the screen will refresh, indicating a successful save. Please note, if this is being done at the business level, select Apply All. Clicking on the Save button at the business level will not apply the settings down to every school in the business. 28
Configurable Administrative Email Summary - Registration Email The Registration Email is sent to parents after completing a new registration. Please note, this is only sent to parents who do not already have an account in Daycare Works. From: The Registration Email email is sent by the Default Email Address setup for the business. To: The Registration Email email is sent to the email address assigned for the family, the Default Email Address setup for the business, and the email address setup for the classroom at the semester level. Default Message: (some parts may not be included if irrelevant, will list all programs if more than one) Subject: Registration Request - Registration # *registration ID* for parents, New Registration: *company name*:*room name* for admin Your registration is being processed. You will receive an email when it has been accepted. Your registration # is *registration ID*. Please remember to bring in all of your information when you go to the office. Student Information Registration # *registration ID* *full name* Begin Date: *begin date* Semester: *semester description* - *semester start date* to *semester end date* Activity Code: *semester activity code* *room description* Registration Fee: *registration amount* Scholarship/Discount(*scholarship code*): *discount amount* Thanks for your registration. After the finishing page text has been added to the email, the non-configurable information is included for the program and any available documents for the children are attached. This email is also sent to the Default Email Address setup for the business. 29
An email is sent to the email address setup at the semester level for the classroom notifying them of a child registering for the program. How to Change the Default Message Step One First, click on the Setup tab on the main toolbar. Step Two Second, click on the Config tab. Step Three Third, click on the Registration link. 30
Step Four Fourth, enter the registration email in the Registration Template text box. When finished, click on the Save button at the bottom of the screen. After clicking on the Save button, the screen will refresh, indicating a successful save. Please note, if this is being done at the business level, select Apply All. Clicking on the Save button at the business level will not apply the settings down to every school in the business. 31