Content
- Introduction
- Family Web Emails Explanation and Purpose
- Family Web Security Level Requirements and Access
- Family Web Emails Tab Layout
- E-mail Reply-To Address
- Setup Invitation E-mail Sent to Homes
- Post Activation E-mail Sent to Each Home User ID
- Monthly Reminder Email
- Forgot Password E-mail
- Message Notification E-mail
- Training Registration Confirmation Email
- Posting Messages to Families
- Inbound Notifications from Families
Introduction
This article is meant to assist you with Emails in the Foster Family Website.
If you have a question not addressed here, you can contact support at support@extendedreach.com.
Explanation and Purpose of Family Web Emails
The email section allows agencies to customize the subject and body of the emails that are sent to the foster homes during the activation process. These emails are used to invite the homes to the family website and activate their user IDs.
Family Web Security Level Requirements and Access
You must be an Agency Administrator to access “Administration” on the left side of your Workspace. Go to “Organization Settings”, click on “Organization Preferences”, and select the “Family Web” tab at the top of the screen and click on “Edit”.
Image: “Family Web Security Level Requirements and Access Screen”
Image: “Family Web Security Level Requirements and Access Screen”
Family Web Emails Tab Layout
Image: “Family Web Emails Tab Layout”
E-mail Reply-To Address
Enter in the Email address you wish to receive all “Reply-to” email messages from the Foster Family Website.
Image: “E-mail Reply-To Address Screen”
Setup Invitation E-mail Sent to Homes
Image: “Setup Invitation E-mail Sent to Homes Screen”
| Field Name | Description |
|---|---|
| Subject | This is the title of your Invitation E-mail, which will appear in the Subject line of the email you send. |
| (Header) | The first name(s) of the foster parents will be automatically pulled from extendedReach and will appear at the beginning of the email you send, so there is no need to include a greeting in the body of the email. |
| Body | This is your welcome message. Add any information you want your families to receive through this initial contact. This message must include text <ACTIVATION LINK> to indicate where you would like the login link to appear in your letter. If you see: [TYPE AGENCYNAME] you should delete the brackets and text, and replace it your agency’s name. |
Post Activation E-mail Sent to Each Home User ID
Image: “Post Activation E-mail Sent to Each Home User ID Screen”
| Field Name | Description |
|---|---|
| Subject | This is the title of your Website Activation E-mail, which will appear in the Subject line of the email that is automatically generated. |
| (Header) | The first name(s) of the foster parent(s) will be automatically be added at the beginning of the email, so there is no need to include an additional greeting in the body of the email. |
| Body | This is your post-activation message. You are confirming activation of User ID. You may want to include further access information to your website and assistance. |
Monthly Reminder Email
This section can be used to send a monthly reminder via email to the foster parents about items that are coming due. All monthly reminder emails will be sent out on the first of every month.
Image: “Monthly Reminder Email Screen”
Forgot Password E-mail
This is the title of your Forgot Password E-mail, which will appear in the Subject line of the email.
Image: “Forgot Password E-mail Screen”
Message Notification E-mail
The title in this field will show at the beginning of all emails sent to Family Web users.
Image: “Message Notification E-mail Screen”
Training Registration Confirmation Email
This is the title of your Training Registration Confirmation Email, which will appear in the Subject line of the email.
Image: “Training Registration Confirmation Email Screen”
Posting Messages to Families
Check the "do not include attachments" box if you do not want attachments sent with Family Web emails. Check the "Do not include login message at bottom of email" box if you do not want a link to login to the Family Web included at the bottom of the message.
Image: “Posting Messages to Families Screen”
Inbound Notifications from Families
Image: “Inbound Notifications from Families Screen”
| Field Name | Description |
|---|---|
| Email Notification | Indicate who you would like to receive emails from families through the Family Website. |
| Case or Home Assigned Worker | Place a check-mark in the box if you wish for this worker to receive email notifications through the Foster Family Website. |
| Case or Home Secondary Worker | Place a check-mark in the box if you wish for this worker to receive email notifications through the Foster Family Website. |
| Enter an alternative email address | If you have a different email address that should receive emails from families, add that email here. Multiple emails can be added if separated by a comma. Note: this will only notify the staff listed in this section if a home submits a form or a file - not if they post on the communication tab |
| Include provider type in subject | Check this box if you would like the subject line of these emails to include which type of provider is the family. |