SchoolSoft Technologies

Samples of Conference Manager automated emails

The following are samples of the emails sent by the Conference Manager. You can click the link below or scroll down the page.

  1. Email sent to a parent when a Conference Manager account is created
  2. Email sent when a parent account is created for the parent by the school
  3. Email sent when a conference round is about to open for booking
  4. Optional email sent as a reminder that booking is occurring and that the Conference Manager will soon close
  5. Reminder email sent the night before scheduled conferences are to begin
  6. Confirmation email for a face-to-face conference that has been booked by a parent
  7. Confirmation email for a virtual conference that was booked (conference session configured to include the meeting link)
  8. Confirmation email for a virtual conference that was booked (conferences session configured to not include the meeting link)
  9. Email sent to parent when a teacher clicks the START NOW button in their schedule indicating online meeting is ready to begin.
  10. Password reset email
  11. Cancellation email sent when a conference is cancelled by the parent
  12. Cancellation email sent when a conference is cancelled by the school

 

 

 


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Example Email #1 – Welcome email sent after parent created an account.

Subject: Memorial School Conference Manager – Welcome!

Hello Wanda,
Welcome to the Conference Manager for Memorial School. Your parent account has been created.
You can access the Conference Manager using your username and password. The link is:
https://memorial.schoolsoft.com/login.jsf
In the future, if you forget your password and want to reset it – click here

 

 

 


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Example Email #2 – Welcome email sent when a parent account is created for the parent by the school

Subject: Memorial School Conference Manager – Welcome!

Hello Terry,
Welcome to the Conference Manager for Memorial School. Your parent account has been created.
Log in using your username terry123k@shaw.com and temporary password s$32hy?#
In the future you can manage your account, reset your password and schedule your conferences at https://memorial.schoolsoft.com/login.jsf
After logging in, we recommend that you can change your temporary password by clicking on MY PROFILE.

 

 

 


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Example Email #3 – Email sent to announce the opening of the Conference Manager for booking. Unsubscribe link is available for parents to use if their child no longer attends the school and will prevent them from receiving emails from the Conference Manager in the future.Notification email sent two weeks before and a day before the Conference Manager is opening

Subject: Memorial School Conference Manager – Virtual Parent/Teacher Conferences (K-Grade 9) – SYSTEM IS OPENING SOON

Hello Brant,
Memorial School is using the SchoolSoft Conference Manager to schedule parent / teacher conferences.
This email is to inform you that the system will open at Friday January 22, 2021 at 8:00 AM.

The system will close on Thursday January 28, 2021 at 12:00 PM.

You can access the Conference Manager at https://memorial.schoolsoft.com

If you have forgotten your password and want to reset it – click here.

Please do not reply to this email. If you wish to contact the school, you can reach Meg Thouten 403-555-1212.

UNSUBSCRIBE: If you no longer have a child attending this school you can unsubscribe from all future emails sent by the Conference Manager by clicking here.

 

 

 


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Example Email #4 – This additional reminder email was sent on the date set by the System Admin in the configuration of the conference round). All emails informing parents of the upcoming or current conference includes an unsubscribe link at the bottom of the email that the parent can use if the child no longer attends the school. 

Subject: Reminder – Memorial School – Fall Virtual Conferences

This is a courtesy email from Memorial School reminding all registered users of the Memorial School Conference Manager that the site closes for bookings on Friday November 27, 2020 at 6:00 AM. If you have not already done so we encourage you to access the Memorial School and complete the booking process.

If you have forgotten your password, you can reset it using the “Forgot your password?” link located below the login button on the Memorial School  login page. If you have any difficulties or require additional information, please contact the school at 430-999-6793.

Regards
Memorial School

Please do not reply to this email. If you wish to contact the school, you can reach Heather Fox at 430-999-6793.

UNSUBSCRIBE: If you no longer have a child attending this school you can unsubscribe from all future emails sent by the Conference Manager by clicking here.

 

 

 


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Example Email #5 – Reminder email that is sent the night before the conference is scheduled to occur.

Subject: Memorial School – Conference Reminder

Hello Susan,

This is a reminder that you have the following appointment(s) scheduled soon:
Note: If you scheduled a Virtual Conference
In the event there is an issue with the meeting software, or if you scheduled a phone meeting, the teacher should contact you at the number you provided when you made your booking.

School: Memorial School
Date and Time: Monday November 30, 2020 at 12:00 PM
Teacher:Mrs. Jane Barnett (Meeting Passcode: 123442)
Location: Virtual Conference
Student: Andrew
Meeting Link: https://meet.google.com/kgx-tnfw-hfp
(Click the meeting link at your scheduled time)

School: Memorial School
Date and Time: Monday November 30, 2020 at 12:10 PM
Teacher:Mrs. Rhianna Barb
Location: Virtual Conference
Student: Emily
Meeting Link: https://meet.google.com/dgx-tffq-nnpt

You can view or print your bookings by returning to https://memorial.schoolsoft.com/login.jsf.

 

 

 


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Example Email #6 – This confirmation email is sent when a parent books a conference being held at the school.

Subject: Booking Confirmation – re: Jordan

Madison,
This is to confirm that you have scheduled an appointment regarding Brant .

School: Memorial School
Teacher: Mrs. Naomi Castello
Date and Time: Tuesday April 28, 2020 at 9:45 AM – 10:00 AM
Location: Room 24

You can view, print or re-schedule your bookings by returning to https://memorial.schoolsoft.com/login.jsf

You can click the email attachment to add this appointment to your Outlook or Apple’s iCal calendar.
Removing the calendar event will NOT cancel your booking. If you wish to cancel your booking, please log into the Conference Manager to do so.

Please note the times for this calendar event are expressed in the time zone set in your calendar application. If discrepancies exist between what is displayed in your calendar application and the times displayed in the Conference Manager, the time in the Conference Manager should be considered as the actual time of the appointment.

 

 

 


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Example Email #7 – Confirmation email for an online conference where the conference session is configured to include the link in the confirmation/reminder emails. It also shows the “teacher note to parents”  being used. Confirmation emails contain an attachment that can be used to add the appointment to a calendar application.

Subject: Booking Confirmation – re: Dakota

Dionne,
This is to confirm that you have scheduled an appointment regarding Dakota.

School: Memorial School
Teacher: Joe Clarkson
Date and Time: Friday December 25, 2020 at 9:00 AM – 9:13 AM
Teacher Note: Please have your child’s most recent report card available during this meeting.
Meeting Link: https://meet.google.com/qvs-kaw-bwa

Meetings are conducted using web-based meeting software. Just prior to your scheduled meeting time please click on the Meeting Link provided above. In the event there is an issue with the meeting software of if you are expecting a phone-based conference, the teacher should contact you at 250-555-1212.

You can view, print or re-schedule your bookings by returning to https://memorial.schoolsoft.com/login.jsf

We encourage you to view the short minute video on joining a virtual conference in advance of your appointment. The video can be viewed at: https://www.schoolsoft.com/virtual-conferences-parent-resource-page/

You can click the email attachment to add this appointment to your Outlook or Apple’s iCal calendar.
Removing the calendar event will NOT cancel your booking. If you wish to cancel your booking, please log into the Conference Manager to do so.

Please note the times for this calendar event are expressed in the time zone set in your calendar application. If discrepancies exist between what is displayed in your calendar application and the times displayed in the Conference Manager, the time in the Conference Manager should be considered as the actual time of the appointment.

 

 

 


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Email Example #8 – Confirmation email – Conference session configured for virtual conferences with the meeting link sent when the teacher clicks the START NOW button. The system admin has enabled the “teacher note to parents” feature and one teacher has included a teacher note and the other has not.

Subject: Memorial School – Booking confirmation

Hello Susan,

This is to confirm that you have scheduled the following appointments:

Note: If you scheduled a Virtual Conference:
In the event there is an issue with the meeting software, or if you scheduled a phone meeting, the teacher should contact you at the number you provided when you made your booking.

School: Memorial School
Date and Time: Thursday April 29, 2021 at 7:15 PM – 7:25 PM
Teacher: Mrs. Jane Barnett
Location: Virtual Conference
Student: Braden
Teacher Note: We are excited!!!! The sharing will be done via Zoom!
Meeting Link: To be sent by teacher at scheduled meeting time.

School: Memorial School
Date and Time: Thursday April 29, 2021 at 7:45 PM – 7:55 PM
Teacher: Mr. Chris Connelly
Location: Virtual Conference
Student: Logan
Meeting Link: To be sent by teacher at scheduled meeting time.

 

 

 


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Example Email #9 – This email is sent when the teacher is conducting a virtual conference and the conference session is using the option to have the meeting link provided when the teacher clicks the START NOW button in their conference schedule. This configuration is used by schools that use online meeting software that does not allow the teacher to manage when a parent enters into an online meeting or if the school otherwise does not want the parent to have the online meeting link until their meeting is ready to begin. The email includes the phone number the parent provided when they booked the conference.

Subject: Your Conference is starting NOW

School:Memorial School
Teacher(s):Mrs. Jane Barnett
Date and Time: Friday November 20, 2020 at 1:30 PM – 1:43 PM
Student: Jamie Wilson
Your conference is ready to begin. Please click the following URL to join the conference.
https://meet.google.com/kgx-tnfw-hfp

In the event there is an issue with the meeting software, or if you scheduled a phone meeting, the teacher should contact you at 205-555-1212.

 

 

 


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Example Email #10 – Email sent when a user resets their password.

Subject: Reset my Password – Conference Manager – Memorial School

Hello Arisha,
This email is sent because you, or someone using your email address, indicated you wanted to be reminded of your username or reset the password for your SchoolSoft Conference Manager account(s). The accounts associated with this email are listed below.

SCHOOL: Memorial School
TYPE: Parent Account
USERNAME: soneone83926@gmail.com
To reset your password for this username click the link below.
https://memorial.schoolsoft.com/resetPassword.jsf?code=160f61d2b45d416eb740fa6a60fe96a5&u=someone83926%40gmail.com

If you cannot access this link, copy and paste the entire URL into your browser.

Note: The link is valid for one attempt. If you need to reset your password again, you will need to try again by clicking here

 

 

 


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Example email #11 – Cancellation email sent when a parent cancels an appointment in Conference Manager.

Subject: Cancellation Confirmation – re: Garret

Hello Susan,
This is to confirm that your appointment regarding Garret has been cancelled.

Teacher: Mrs. Rhianna Barb
Date and Time: Friday April 30, 2021 at 10:30 AM
Location: Room 183

You can view, print or re-schedule your bookings by returning to https://memorial.schoolsoft.com/login.jsf

Please do not reply to this email. If you wish to contact the school, you can reach Heather Fox at 555-555-5555. Booking cancellation email sent when the school cancels the appointment

 

 

 


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Example Email #12 – Cancellation email sent when the school cancels a parent appointment in Conference Manager.

Subject: Cancellation Confirmation – re: Braden

Hello Susan,

This is to notify that the school has cancelled the appointment below regarding Braden Parker on your behalf.

Student: Braden Parker
Teacher: C. Robinson
Date and Time: Friday January 29, 2021 at 11:15 AM
Location: Room 210

Please do not reply to this email. If you wish to contact the school, you can reach Meg Thouten 403-555-1212