Create an Email Template

Email templates enable Study Admins to maintain consistent communication with participants while streamlining the messaging process. Templates can be used for a variety of purposes, including reminders for upcoming visits, birthday greetings, newsletters, and more. Follow these steps to create an email template for your study.

Steps to Create an Email Template

1. Access the Email Template Feature:

   • Navigate to Study Settings tab. Click Email and Text

2. Click "Add Template":

• • • Select the Add Template under Email Templates to open a new template form.

3.  Fill in the Email Details:

• • • Template Name (required):

      • Enter a name for the template that your team will see in the email template list.
      • Use a descriptive name, such as "Visit Reminder" or "Study Newsletter."
      • Note: Participants will not see this name.

    • Description:

      • Provide additional details about the email's purpose, such as:
        • When the template should be used.
        • The intended recipient group.
        • Timing or special instructions.
        • Participants will not see this description.

• • • Reply to Address:

      • Specify the email address where participant replies should be sent for follow-up communication.

    • Sender Name:

      • Input your team’s name to display as the sender instead of Ripple’s default email address.

    • Email Subject (required):

      • Create a subject line that participants will see when they receive the email.
      • Example: “Reminder: Your Upcoming Study Appointment.”

    • Email Message (required):

      • Write the main body of the email.
      • Use Ripple’s dynamic placeholders (e.g., , ) to personalize the message for each recipient.
      • Example: “Hi , your next appointment is scheduled for at .”
      • Ripple will pull the data into the email.

    • Attachment (Optional):

      • Attach a relevant document, such as a visit checklist or study instructions, up to 10 MB in size.

    • Automatically Send Based On (Optional):

      • Configure the email to send automatically based on specific triggers, such as:
        • An event being scheduled.
        • An event being completed.

Steps to Finalize and Use Your Email Template

1. Save the Template:

   • Once all required fields (e.g., template name, subject, email body) are filled out, click Save.
   • Your template will be stored in the Emails section along with any other templates you’ve created.

2. Send an Email to a Participant:

   • When sending an email, an Email Template window will appear.
   • You will be prompted to choose one of your existing templates or opt to write a custom email by selecting “Do not use a template.”

3. Populate the Email with Template Information:

   • After selecting a template, the email will automatically populate with the template's content.
   • Dynamic Placeholders: Ripple will replace placeholders like , , and with the participant’s specific details