Cardholder Groups & Templates

RemotePhoto allows you to create specific groups of content for the different groups of people submitting a photo to your organization!

You can add cardholders to a cardholder group and customize email templates for this specific group of people. It can be a powerful way to personalize your message to different groups within your organization. In this article, we will go over how to set up email templates and cardholder groups for your organization. 

The Cardholder Group that each organization starts out with is named "Default". If you have not created any other cardholder groups, you should see something like this when you click on the "Cardholder Groups" button: 

Default Email Templates (right out of the box set-up)

Your organization will not have any custom email templates unless our Implementation Team creates them. If no email templates have been made, when you click the "email templates" button, no templates will appear. See the screenshot below for an example:

RemotePhoto still sends emails

Even if there are no email templates created, RemotePhoto will still send emails to cardholders. Instead of your organization's branding, these emails will have RemotePhoto branding. Below are examples of what each email will look like: 

Welcome Email - Triggers when a photo invite is sent out to the cardholders

Login Email - Triggers when you click "resend invite."

Denial Email - Triggers when a photo has been denied.

Approval Email - Triggers when a photo has been approved!

These are the emails you will see if email templates have not been created for your organization. 

Adding Custom Email Templates

Adding templates is quite simple. First, make sure you have the correct user roles and permissions. Check out our RemotePhoto User Roles article for more information on that topic. Adding cardholder groups and templates requires the director role. 

Select the email templates tab and click "add template".

Choose the "Default" group. It should be the only group because you have not created additional groups yet.

Choose the template you would like to customize. For this example, we will select the "Welcome" template. 

Choose the subject line for your welcome email and click "save."

Customizing your email templates

Once you have created your templates, you will see them show up in your template list.

Select the template to start customizing. 

The email templates are broken down into 6 different sections.

1. Pre-body - this is an HTML field. Only users with the Email Editor Role can add/remove HTML in this field.
2. Body - this is a field for text. Only Director Role users can add or remove text in this field. 
3. Post-body - this is an HTML field. Only users with the Email Editor Role can add/remove HTML in this field.
4. Pre-closing - this is an HTML field. Only users with the Email Editor Role can add/remove HTML in this field.
5. Closing - this is a field for text. Only Director Role users can add or remove text in this field. 
6. Post-closing - this is an HTML field. Only users with the Email Editor Role can add/remove HTML in this field.

After you add some HTML to the pre-body section, click "preview" to see a rendering. Make sure to click "save" so your work does not get lost!

Note: previews do not always accurately represent what the email will look like. You should always send the email template to yourself as a test to ensure it looks exactly as expected. More on that later.

Instead of adding text in the pre-body HTML field, we will move it into the body text field. This way, anyone with a Director Role can easily change/edit the text if it ever needs to be altered.

For the purposes of this email, we don't need to add anything to the post-body HTML field. However, we will want to check the "show button" box (unless you are using SSO) so that cardholders can click on the "submit your photo" button in the welcome email. If this were an approval email, we would not check this button. 

We will add HTML to the post-closing HTML fields to finish out this email. 

The email previews generally do a good job, but to see exactly how an email will look in the cardholder's inbox, you will need to test the template by sending it to yourself.

First, click the "send to person" button.

You can use the search box and then select your profile.

Then, send the email to yourself. 

Check your inbox for the email. It might take a few minutes for it to arrive. What you see is exactly how the email will look for your cardholders.

The Ad-Hoc email template

This is the most unique email template within RemotePhoto. Every other template is embedded into the email sequence/process and can be automatically triggered by an action (photo gets approved, Helper Bot classifies, CSV uploaded, etc.). The Ad-Hoc template is a little different because it must be manually sent and is outside the normal email flow. Think of it as a way to send one-off communication. For example, you can create an Ad-Hoc template, letting everyone in the specific cardholder group know about a location change for card pick-up. This template is found in the list of potential new templates. 

Adding email groups (click here for more info)

Select "Cardholder Groups" from the left side menu, and then select "Add Cardholder Group"

Name your cardholder group and click save.

Select the emails you would like the users to receive. There are 7 emails that a user could receive. Below are the instances in which these emails are sent to cardholders:

• Welcome - sent to users when they are added to the system via the "Add" button or the "Bulk Import" button on the people tab. 
• Login - a resend of the Welcome Email sent to users when you click the "Resend Invite" button.
• Approval - sent to users when their photo has been approved.
• Denial - sent to users when their photo has been denied. 

Assigning users to a cardholder group

There are two ways to assign users to a cardholder group: 

1. Manually 

Find the person within RemotePhoto in the people tab and select their account. 

Change the default group to something else. In this case, "Nursing Students". Click "save."

This record will now receive email communication from the Nursing Students Group.

2. Bulk Import

This is the best way to assign users to a cardholder group in bulk. You will follow the normal Bulk Import process with a slight change to the CSV file.  You will need to add an additional column to the header row of the CSV file with the label "Email (cardholder) Group." Your CSV file should look something like this: 

If one of the Email (cardholder) Group fields is left blank as shown in line 5, the user will automatically be subscribed to your organization's default group. Remember, this may or may not be the group entitled "Default Group." You can make any email group in your organization the default group. 

If you have more questions, reach out to support@cloudcard.us