Overview

Learn how to customize parent-facing email templates and configure team notifications in Documents & Contracts. You'll set up personalized messages, insert dynamic custom values, and keep your team informed about document activity — all to deliver professional communication while streamlining internal updates.

What You Can Customize

Email Template Customization and Notifications let you personalize communication with families and manage internal alerts more effectively. Design professional parent-facing emails with dynamic enrollment data and ensure your team stays informed whenever important document activities occur.

Choose Template & Edit Email at Send Time

Select the most appropriate email and make quick edits right before sending. This increases clarity and reduces follow-up by letting you confirm or adjust messaging at the moment of delivery.

Key benefits:

  • Visibility: The Edit icon stays visible in the send modal, making pre-send adjustments obvious
  • Control: The Email Template dropdown lets you choose the best template for each situation
  • Speed: Fewer clicks and less guesswork when finalizing parent-facing emails

How it works:

  1. Open the document or contract and click Send
  2. Use the Email Template dropdown to pick your template
  3. Click the Edit icon to adjust the subject or body text if needed
  4. Review the preview and click Send
[SCREENSHOT: Documents & Contracts send modal showing Email Template dropdown and Edit icon]

Key Benefits

Well-structured email templates and notifications help you maintain professionalism, enhance parent communication, and improve team coordination.

Customizable Templates

Personalize parent-facing emails for enrollment agreements and contracts. Replace generic system messages with branded communication that reflects your childcare center's personality.

  • Edit subject lines and message body text
  • Add merge fields like Document URL, Parent Name, and Total Amount
  • Create different templates for enrollment agreements, contracts, and signed copy notifications

Dynamic Content

Insert enrollment details automatically using custom values. This ensures families always receive the correct information without manual edits.

Example custom values:

  • {{proposal.url}} — direct link to the document
  • {{contact.first_name}} — parent's first name
  • {{proposal.total}} — enrollment fee or contract total
  • {{proposal.due_date}} — payment due date
Pro Tip: Instead of "Your enrollment agreement is ready," try "Hi {{contact.first_name}}, your enrollment agreement is ready! View it here: {{proposal.url}}. The total amount is {{proposal.total}}."

Team Notifications

Keep your team informed whenever documents are sent or signed. By default, notifications go to the document sender (owner). You can customize the sender identity and add additional recipients using automations.

  • Access team notifications under Settings → Team Notifications
  • Keep enrollment coordinators, directors, and other team members in the loop
  • Ensure accountability and smoother enrollment workflows

Notify Additional Team Members

To add specific users, roles, teams, or extra email addresses to document alerts, create an automation:

  1. Trigger: Documents & Contracts → choose event (Sent, Viewed, Signed, Completed)
  2. Action: Internal Notification → select Users / Roles / Teams or enter custom emails
  3. Optional: Add conditions (e.g., template name, enrollment value) and additional actions (tag family, move enrollment opportunity)
[SCREENSHOT: Automation builder showing Documents & Contracts trigger with Internal Notification action]

How To Setup Email Templates and Team Notifications

Follow these steps to configure parent-facing emails and team notifications for Documents & Contracts.

Step 1: Open Payments Section

From the left-hand sidebar, click Payments. This is where you'll find the Documents & Contracts area for managing enrollment agreements, estimates, and contracts.

[SCREENSHOT: Left sidebar with Payments section highlighted]

Step 2: Select Documents & Contracts

From within the Payments section, click Documents & Contracts in the top navigation bar. This opens your workspace where you can manage all documents linked to your notifications and templates.

[SCREENSHOT: Payments page with Documents & Contracts tab highlighted in top navigation]

Step 3: Access Document Settings

Click the Settings button in the top-right corner of the Documents & Contracts page. This opens configuration options for customer notifications, team notifications, and other document settings.

[SCREENSHOT: Documents & Contracts page with Settings button highlighted in top-right corner]

Step 4: Configure Customer Notifications

Customer Notifications control how families receive emails when documents are shared with them. Here you can configure sender details, add CC recipients, and customize templates for different document events.

Important: CC addresses added in Customer Notifications receive the same parent-facing email (e.g., "Document received," "Signed copy"). Use CC only if you want teammates to get the same message families receive. For internal-only alerts with different content, use an automation with Internal Notification instead.

Configure Email Sender

Set the From Name and From Email fields to define who families will see as the sender of document-related notifications. This ensures consistency and builds trust by displaying your center's name and a recognizable email address.

Use the toggle switch at the top right of this section to turn the feature on or off. When enabled, all customer notifications use your custom sender details. If it's turned off, emails default to system sender information.

[SCREENSHOT: Customer Notifications section showing From Name and From Email fields with toggle switch]

Configure CC Recipients

Add default or document-specific CC recipients who should also receive notifications. These recipients will get the document alongside the primary signer and receive a signed copy once the enrollment agreement is completed.

Use the toggle to activate this option and enter the email addresses of team members who should stay informed.

[SCREENSHOT: CC Recipients field with toggle switch and email input fields]

Document Received Notification

Customize the email that families receive when a document is first sent to them. Edit the subject line and body text to match your center's communication style.

What to include:

  • Clear subject line (e.g., "Your enrollment agreement is ready")
  • Friendly greeting using {{contact.first_name}}
  • Direct link to the document using {{proposal.url}}
  • Brief instructions on next steps
[SCREENSHOT: Document Received Notification template editor showing subject and body fields]

Document Signed Notification

Customize the confirmation email that families receive after signing a document. This is your opportunity to thank them and provide next steps in the enrollment process.

What to include:

  • Confirmation message (e.g., "Thank you for signing your enrollment agreement")
  • Link to download the signed copy
  • Next steps in your enrollment process
  • Contact information if they have questions
[SCREENSHOT: Document Signed Notification template editor]

Document Expiry Warning Email

Set up a reminder email that goes out before a document expires. This helps families complete their enrollment paperwork on time.

What to include:

  • Clear expiration date using {{proposal.due_date}}
  • Urgent but friendly tone
  • Direct link to complete the document
  • Contact information for assistance
[SCREENSHOT: Document Expiry Warning Email template editor]

Step 5: Configure Team Notifications

Team Notifications ensure internal visibility whenever documents are sent, viewed, or signed. Configure these to keep your enrollment team, directors, and administrative staff informed.

Access team notifications under Settings → Team Notifications. Here you can change the sender identity (From Name/Email) for internal notifications.

Pro Tip: For complex notification needs (notifying specific users, roles, or teams based on conditions), create an automation instead. This gives you more control over who gets notified and when.
[SCREENSHOT: Team Notifications section in Settings]

Frequently Asked Questions

Can I create different templates for different types of documents?

Yes. You can create multiple email templates and select the appropriate one when sending each document. This lets you customize messaging for enrollment agreements, tuition contracts, policy acknowledgments, and more.

What's the difference between CC in Customer Notifications and using an automation?

CC recipients in Customer Notifications receive the exact same parent-facing email that families see. Use CC when you want teammates to see what families receive. Use an automation with Internal Notification when you need different content or want to notify people based on specific conditions.

Can I preview how the email will look before sending?

Yes. When you click Send on a document, you'll see a preview of the email with all custom values populated. You can also click the Edit icon to make last-minute adjustments before sending.

Do custom values work in subject lines?

Yes. You can use custom values like {{contact.first_name}} or {{proposal.total}} in both subject lines and email body text.

Who receives team notifications by default?

By default, team notifications go to the document sender (the person who created or sent the document). To notify additional team members, set up an automation with the Documents & Contracts trigger.

Can I turn off notifications for specific document types?

Yes. Use the toggle switches in Customer Notifications and Team Notifications to enable or disable specific notification types. You can also create conditional automations that only trigger for certain document templates or enrollment values.