Sending Emails and Documents to Agents

Sending emails to agents can be done via the 'Send Email' button at the bottom of the enrolment screen.

If we wish to attach documents, we must create these first using the 'Create Documents' button.

When sending emails to agents with attachments, it is important that the ‘Agent Contact’ box is updated on the Enrolment, as this allows Schoolworks to select ‘Agent allowed’ documents as attachments in the email screen.

Screenshot 1 shows where this needs to be selected.  If there is not an agent contact, then one should be created – this is useful for many reasons like knowing who your agent contacts are, and later being able to mailshot them etc, but mainly to streamline the enrolment process.

Alternatively, before the enrolment is created (i.e. when you create the student account record) you can also add the agent contact to the student record (if you know it at the time), and this will be copied to the enrolment record when you first create the enrolment.   See screenshot 2.  If you have already created the enrolment, you will need to add it in 1.

In the case below, because you have put the agents email address on the student’s record, Schoolworks “thinks” this email address is the student, and therefore will only allow you to select ‘student allowed’ documents as attachments – and agent invoice/memo are not student allowed documents.  

This is intentional behaviour as it stops users accidentally sending agent invoices to students – which would be a bad thing.