Message templates
Go to Communication → Message Templates.
Templates keep routine messages consistent and expose edit actions in one place.
A template is a message the school sends repeatedly, with the details filled in per recipient. Templates make routine messages consistent and stop each sender rewriting them badly.
Merge fields
Section titled “Merge fields”A merge field is replaced with the recipient’s own detail when the message is sent — student name, class, balance, receipt number, amount, term. The available fields are listed on the template screen.
Finance templates also provide ledger-specific fields for schools that bill Other Levies. Use School Fees Balance, Other Levies Balance, and Grand Total Balance for reminders and receipts. Invoice templates can additionally use the Fees, Other Levies, and combined versions of Billed, Paid, and Total Payable. If a combined notification uses an older custom template without these fields, ShuleOne appends the two balance subtotals and grand total automatically so the second ledger is not hidden.
A template like:
Dear Parent, the fee balance for {student} in {class} is KES {balance} as at {date}. Kindly clear before {deadline}. Thank you — {school}.
reaches each parent with their own child, class and figure.
Templates worth having
Section titled “Templates worth having”| Template | Used by |
|---|---|
| Fee balance | Balance notifications |
| Payment received | Receipt notifications |
| Fee reminder — early / mid / final | Fee reminders |
| Absence today | Attendance |
| Exam results released | Results |
| Closing and opening dates | Term communication |
| Meeting invitation | Events |
| Transport delay | Transport |
Writing a good one
Section titled “Writing a good one”Say who it is from. A message from an unknown number asking for money is indistinguishable from a scam. Put the school name in it.
Say what to do. “Your balance is 12,000” invites a phone call. “Your balance is 12,000, payable to Equity account 123456 by 30 March” does not.
Keep it to one message part. 160 characters including the merged values. Remember that a long school name and a five-figure balance both expand the message beyond what the template looks like empty.
Do not use a template for bad news. Fee arrears past a certain point, behaviour matters and anything about a child’s welfare deserve a call or a direct message, not a mail-merge.
Read it as a parent. The tone that seems businesslike in the office often reads as cold on a phone. Have someone outside the finance office read the fee templates before they go live.
Editing a template
Section titled “Editing a template”Changing a template changes every future send that uses it, including scheduled reminders. Preview after every edit, and check which scheduled rules use it before changing the wording of one that goes out automatically.