There are two types of automatic emails that can be sent in VSP. To control the settings for any automatic email listed , go to Web Terminal Settings.

1. Web Form Emails

These emails are sent when a Web Form is processed in VSP and consist of the following:

Enrollment

The enrollment email is sent when an enrollment form is processed. This customizable email is set to include the following text:

Dear {{FirstName}},
Thanks for submitting your enrollment form! We have received and successfully processed your enrollment.
Here is the information from your form that we now have on file:
{{EnrollmentFormBody}}
You can check your schedule by visiting the following web page. Please note the schedule has not yet been finalized and may be subject to change.
{{WebTerminalHomePageLink}}
Username: {{WebTerminalUsername}}
Password: {{WebTerminalPassword}}

In this case, the {{EnrollmentFormBody}} is replaced with all of the information they supplied on the enrollment form.

Assignment

The assignment email is sent when a web form from a volunteer requesting to fill a not filled position is processed.

Dear {{FirstName}},
Your request to be assigned at the following position has been processed:
{{AssignedPosition}}
You are now scheduled at that time.
You can see who else is scheduled at that time and access other information about the service by clicking the date of the service. To view your complete schedule or request a sub, visit the Web Terminal at:
{{WebTerminalHomePageLink}}

Swap Request, Swap Accept, and Trade

When a volunteer requests a sub, the processed web form will send this email to all volunteers who can fill that position:

Dear {{FirstName}},
A sub has been requested by {{SwapRequestedByName}} for the following position:
{{SwapRequestedPosition}}
To see your full list of scheduled times you may log into your web terminal at:
{{WebTerminalHomePageLink}}

When another volunteer offers to fill that position, a swap accept email is sent to both the person who requested a sub:

Dear {{FirstName}},
{{SwapAcceptedByName}} ({{SwapAcceptedByEmail}}) has volunteered to fill your sub request for the following position:
{{SwapAcceptedPosition}}
You are no longer scheduled at this time.
To see your full list of scheduled times you may log into your web terminal at:
{{WebTerminalHomePageLink}}

And an email goes out to the person who accepted the swap requested position:

Dear {{FirstName}},
The position you volunteered for at the following time has been processed:
{{SwapAcceptedPosition}}
You are now scheduled at that time instead of {{SwapRequestedByName}}.
To see your full list of scheduled times you may log into your web terminal at:
{{WebTerminalHomePageLink}}

If a volunteer proposes a trade instead of just accepting the position, the following email goes to the person who requested a sub:

Dear {{FirstName}},
{{TradeProposedByName}} would like to trade you for this position for which you’ve requested a sub:
{{SwapRequestedPosition}}
Here are the time(s) that {{TradeProposedByName}} is able to trade with you:
{{TradeProposedPositions}}
To see your full list of scheduled times you may log into your web terminal at:
{{WebTerminalHomePageLink}}
Thank you.

2. Schedule-related Emails

In addition to the above emails, automatic emails can be generated based on live schedules.

Reminder Emails

Reminder emails are sent a set number of days before a volunteer is scheduled to serve and contain the following text:

Dear {{FirstName}},
Please remember that you are scheduled for the following positions {{InNDays}}:
{{AutoEmailReminderShifts}}
You can see who else is scheduled at that time by clicking the date of the shift. To see your full list of scheduled times you may log into your Web Terminal at:
{{WebTerminalHomePageLink}}

Available Position Emails

Available position emails go out the same day every week and include all of the available positions for the upcoming week (both unfilled and swap requested positions).

Dear {{FirstName}},
The following positions and sub requests are still pending for this week:
{{AllAvailablePositions}}
You can see who else is scheduled at that time by clicking the date of the shifts. To see your list of scheduled times you may log into your web terminal at:
{{WebTerminalHomePageLink}}