Communications
If you plan to use the communication tools in ampEducator, it's crucial to collect consent from your Prospects (or Students). If a Prospect has not opted in, ampEducator will not send any emails or SMS messages to them.
You have three options for opting in a Prospect (or Student):
- Manual Opt-In: You can manually change their status to opt them in.
- Opt-In Email: You can send them an Opt-In email within ampEducator to request their consent.
- Automatic Opt-In via Webform: The best practice is to collect Opt-In consent automatically when adding a Prospect to ampEducator through a webform. You can achieve this by including a checkbox in your webform with the field name “Opt In” set to "true." If you need help implementing this, please reach out to [email protected].
Groups are a valuable productivity tool in ampEducator that allow you to organize Prospects (and/or Students) based on customizable filters. You can create and add as many Groups as you need. Within these Groups, you can send Bulk Emails, SMS messages, and Event invitations, streamlining your communication process. Plus, both Prospects and Students can be included in the same Group, making it easier to engage with your entire audience.
You may already have email and letter templates that you use to communicate with Prospective Students. In ampEducator, templates can be used for both emails and letters. You can also assign templates as auto-response emails for functions like Forms. Simply copy and paste your existing templates into ampEducator, and personalize them with data merge fields where needed.
Once added, you can customize the content, and use the template to send emails or generate letters. For email templates, you can also include attachments to save time later when sending.
Sending emails to your Prospects in ampEducator is simple and efficient. You can either compose an email manually or select one of your pre-made templates to save time and maintain consistency in your communication.
By default, ampEducator will use the software email address assigned when your User Account was created. All emails sent through ampEducator are tracked, including any responses you receive. If you prefer to send emails using your own email address, you’ll need to configure that option - reach out to [email protected] or start a ticket for assistance.
Important: Before sending emails, ensure that the Prospect has opted in to receive them.
In ampEducator, you can create letters for students from scratch or by using templates, much like emails. Templates are especially helpful for frequently sent letters, as they allow you to auto-populate fields like name, Student ID, and program using the merge text feature. Once your letter is complete, you can save it as a PDF in the student’s documents or download it directly—just use the icons to the right of the letter.
ampEducator allows you to send SMS (text) messages to Prospects, making communication even more accessible. Before getting started, you’ll need to choose an SMS provider, obtain a phone number, and configure your SMS settings under Institution Configuration / General / SMS. For more detailed instructions, please reach out to [email protected] or start a ticket.
Once SMS is set up, you can send messages as long as the Prospect has a mobile phone number and the correct country code entered in their profile. The SMS will be sent to the Prospect’s mobile number, and if they respond, the assigned Admissions Advisor will receive an email with the SMS reply.
All sent and received SMS messages are tracked in the Prospect's profile under Communications / SMS. Additionally, you can view all SMS communications in one place by going to Communications Tools / SMS in the main navigation bar.