How do I configure the emails that are sent?

Overview

The Policy Module can automatically send emails to keep staff informed and ensure policies are reviewed, approved, and acknowledged on time.

Configuring Emails

1. Navigate to the Policies screen

2. From the top menu, click the Cog icon

3. Select Settings

4. In the Lists section click Emails

5. Here you will see the different types of emails related to Policies

   • Click on the Edit Pencil for the email you wish to configure

   • Fill in the fields based on how & what information you want the emails to send

   • You can toggle 'Send Email?' at the top to stop the email from being sent

Types of Emails

1. Review Emails

   • Sent when a policy is due for review

   • Notifies policy owners and relevant staff that action is required

2. Update Notifications

   • Sent to staff to inform them that a policy has been updated

   • Can include a link to view the latest version of the policy

3. Agreement Requests

   • Sent to staff when their acknowledgement is required for a policy

   • Staff must confirm they have read and agreed to the changes

4. Approval Emails

   • Sent to nominated approvers (e.g., managers, governors, senior staff)

   • Ensures policies go through the correct approval workflow before being finalised

5. Reminders

   • Automated reminders can be scheduled for specific days of the week

   • Reminds staff or approvers about pending actions, such as reviewing, approving, or acknowledging a policy

Best Practice

• Configure emails and reminders in Settings to match your school’s preferred schedule.

• Use reminders strategically to avoid overwhelming staff with notifications.

• Monitor email responses to ensure all actions are completed on time.