64 lines
2.8 KiB
Markdown
64 lines
2.8 KiB
Markdown
---
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title: Email Tasks
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collection: Hub User Guide
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path: Hub User Guide/Admin Guide/Email Tasks
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parentDocument: Admin Guide
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outlineId: 17b15055-b5dd-4753-8d75-11d17c87315b
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createdBy: Jennie R.F.
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---
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The **Email Tasks** tab tracks which applicants need to be notified and provides a record of completed notifications. It appears as a tab on the cohort page, with a badge count showing pending items.
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## Prerequisites
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You need cohort admin or higher access.
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## Notification Types
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The system tracks six notification types based on application status:
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* **1st Round Scheduling** -- Applicants in `waiting_first_round` or `first_round_scheduled` who have not been sent a scheduling link.
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* **2nd Round Scheduling** -- Applicants in `waiting_second_round` or `second_round_scheduled` who have not been sent a scheduling link.
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* **Acceptance** -- Applicants with `accepted` status who have not been notified.
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* **Waitlist** -- Applicants with `waitlist` status who have not been notified.
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* **Decline** -- Applicants with `declined` status who have not been notified.
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## Pending Notifications
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The top section shows applications awaiting notification. Each row displays the studio name, contact email, current status, notification type, and a **Mark Done** button.
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Use the type filter dropdown in the header to narrow the view to a specific notification type. The filter shows counts for each type.
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## Marking Notifications as Done
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Notification sending happens outside of Cohort-OS (you compose and send emails manually). When you have sent a notification:
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1. Click **Mark Done** on the corresponding row.
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2. A modal appears with:
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* **Date & time sent** -- Pre-filled with the current time. Adjust if the email was sent earlier.
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* **Sent by** -- Pre-filled with your name. Change if someone else sent the notification.
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3. Click **Confirm** to record the notification.
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The application moves from the pending list to the completed list. The badge count on the **Email Tasks** tab updates accordingly.
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## Completed Notifications
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The bottom section shows all recorded notifications. Each row displays the studio name, contact email, notification type, date notified, and who marked it as sent.
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### Editing a Notification
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Click the edit icon on any completed notification to update the sent date or the person who sent it. Click **Save** to confirm changes.
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### Deleting a Notification
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In the edit modal, click **Delete** to remove a notification record. This moves the application back to the pending list.
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## Tab Badge Count
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The **Email Tasks** tab shows a badge with the count of pending notifications. This updates in real time as you mark items done or as application statuses change.
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:::tip
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Use the type filter to work through notifications by category. For example, filter to "Acceptance" after making batch accept decisions, and work through the list in one pass.
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:::
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