Email System

Matchpal includes a comprehensive email system for communicating with students and providers. This guide covers template management, sending emails, and tracking delivery.

Email Capabilities

The email system supports:

  • Template-based emails - Reusable messages with variable substitution
  • Manual sending - One-off emails to individuals or groups
  • Automated triggers - Emails sent based on system events
  • Delivery tracking - Monitor send status and engagement

Email Templates

Templates are the foundation of Matchpal's email system.

Viewing Templates

  1. Navigate to Email → Templates
  2. Browse existing templates
  3. Search by name or content
  4. Filter by category or status

Template Components

Each template includes:

  • Name - Internal identifier
  • Subject - Email subject line (can include variables)
  • Body - Email content (HTML supported)
  • Variables - Available placeholders
  • Category - Organizational grouping

Creating a Template

  1. Click "New Template"
  2. Enter template name
  3. Write subject line
  4. Compose body content
  5. Insert variables as needed
  6. Save template

Editing a Template

  1. Open the template
  2. Click "Edit"
  3. Modify subject or body
  4. Preview changes
  5. Save updates

Changes to templates affect future sends only. Previously sent emails are not affected.

Template Categories

Organize templates by purpose:

  • Onboarding - Welcome emails, setup instructions
  • Matching - Proposal notifications, match confirmations
  • Sessions - Reminders, confirmations, follow-ups
  • Billing - Grant notifications, balance updates
  • Administrative - System notices, policy updates

Variables

Variables allow personalization by inserting dynamic content.

Global Variables

Available in all templates:

VariableDescription
{{student_name}}Student's full name
{{student_email}}Student's email
{{provider_name}}Provider's full name
{{provider_email}}Provider's email
{{current_date}}Today's date

Template-Specific Variables

Some variables are only available in certain contexts:

VariableContextDescription
{{relationship_id}}Relationship emailsUnique relationship identifier
{{session_date}}Session emailsDate of the session
{{grant_balance}}Billing emailsCurrent grant balance
{{proposal_link}}Proposal emailsLink to view proposal

See Email Variables for the complete reference.

Using Variables

Insert variables in your template:

Hello {{student_name}},

Your session with {{provider_name}} is scheduled for {{session_date}}.

Your current balance: {{grant_balance}} hours

Sending Emails

To an Individual

  1. Navigate to student or provider profile
  2. Click "Send Email"
  3. Select template or compose new
  4. Preview with actual values
  5. Send immediately or schedule

To Multiple Recipients

  1. Navigate to Students or Providers list
  2. Select recipients using checkboxes
  3. Click "Send Email" from bulk actions
  4. Select template
  5. Review recipient list
  6. Send to all

From a Relationship

  1. Open the relationship
  2. Click "Send Email"
  3. Choose recipient (student, provider, or both)
  4. Select template
  5. Send

Previewing Emails

Before sending:

  1. Click "Preview"
  2. Variables replaced with actual values
  3. Review subject and body
  4. Make adjustments if needed
  5. Then send

Automated Emails

Certain emails are triggered automatically:

System Triggers

EventEmail Sent
New proposalProvider notified
Proposal acceptedStudent notified
Proposal declinedStudent notified
Low grant balanceStudent warned
Session reminderBoth parties

Configuring Triggers

  1. Navigate to Email → Automation
  2. View trigger configurations
  3. Enable/disable specific triggers
  4. Customize delay timing
  5. Select template to use

Email Logs

Track all email activity in the logs.

Viewing Logs

  1. Navigate to Email → Logs
  2. See all sent emails
  3. Filter by date, recipient, template, or status
  4. Click any log for details

Log Information

Each log entry shows:

  • Recipient - Who received the email
  • Template - Which template was used
  • Subject - Actual subject line
  • Sent At - Timestamp
  • Status - Delivery status

Status Meanings

StatusMeaning
SentEmail dispatched to provider
DeliveredConfirmed received by mail server
OpenedRecipient opened the email
ClickedRecipient clicked a link
BouncedEmail could not be delivered
FailedTechnical error prevented sending

See Email Logs for detailed status information.

Delivery Tracking

Matchpal tracks engagement through the email provider (Resend):

Open Tracking

  • Pixel inserted in HTML emails
  • Records when email is opened
  • Multiple opens may be recorded

Click Tracking

  • Links rewritten through tracking
  • Records each click
  • Shows which links are popular

Webhook Processing

  • Resend sends status updates
  • Matchpal records events
  • Logs updated in real-time

Best Practices

Template Design

  • Keep subject lines clear and concise
  • Use variables for personalization
  • Include clear call-to-action
  • Test across email clients

Sending

  • Preview before sending to groups
  • Verify recipient list
  • Avoid sending during off-hours
  • Monitor delivery rates

Maintenance

  • Review templates periodically
  • Archive unused templates
  • Update variable references when needed
  • Check automation triggers

Troubleshooting

Emails Not Sending

  • Check email service status
  • Verify recipient email valid
  • Review error logs
  • See Email Failures

Variables Not Replacing

  • Verify variable syntax
  • Check variable availability for template type
  • Ensure data exists for recipient

Low Open Rates

  • Review subject lines
  • Check spam folder delivery
  • Consider send timing
  • Verify recipient list quality

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