06 March 2024

How to email applicants of a course change or cancellation

Send emails to notify applicants that courses have changed or have been cancelled. You must update the relevant communication template before sending the emails.

Send emails to notify applicants of a course change or cancellation as follows:

Edit the required communication template

Care should be taken when editing communications templates as you are editing HTML documents. For more information, go to What are communications templates?

Edit the required communication template as follows:

  1. Go to Admissions settings and then select Communications templates.

  2. Edit the required communications template as follows:

    Course cancellation email

    Edit the template to add the details for the cancellation. You must add the name of the course being cancelled and the suggested alternatives. You must replace Insert Programme Name with the name of the programme being cancelled and Insert Alternatives with the name of alternative programmes for the applicant.

    For example, the image Course cancellation template shows the cancelled programme Creative writing and film studies and the suggested alternative Creative writing and English.

    Course cancellation template
    Program cancellation template

    Course change email

    Edit the template to add the details for the change. You must add the name of the course being changed and details of the changes. You must replace Insert Programme Name with the name of the programme being cancelled and Insert Change Text with the details of the changes.

    For example, the image Course cancellation template shows the changed programme Physics with Astronomy and the details of the changes The observatory placement location has changed from Spain to Portugal.

    Course change template
    Program change template

Email an applicant

Send the courses change or cancellation email to an applicant as follows:

  1. Find the application at a single desk on the applications list or find applications across all desks with applications queries. For example, use the filters on the applications list to find the applicant.

  2. Send the email to an applicant. Go to the Communications tab and select Add communication. Then, select Programme cancellation notification or Programme change notification and select Send to applicant.

Email several applicants

Send the course change or cancellation email to all the required applicants as follows:

  1. Use application queries to find the applications. For example, use the criteria to show all applications for the changed or cancelled courses.

  2. Select the applicants to send the email to. Select "" applicants and then select Actions Communicate to applicants.

  3. Select Programme cancellation notification or Programme change notification and then select Send to applicant.