AMS - Automatic Emails Register

AMS - Automatic Emails Register

This article is intended to provide a listing of all Automatic Emails generated by the Activity Management System, with details of when they are sent.

Alert
All automatically generated emails include the text "This email has been generated by OLEMS, Scouts Online Event Registration System" in grey text at the bottom of the email.

User Account

Automated emails regarding User Accounts are not included below for security and privacy reasons; however a list is provided for completeness.
  1. Account Registration
  2. Account Recovery
  3. Password Reset
  4. Password Change Confirmation

Event Application

General

Application Submitted

Dear <GivenName>

Your registration for <EventName> has been received .

If not already completed, please now make payment for <EventName> by returning to the 'Status' page or selecting the payment option from the left side menu.

On our website there is information about <EventName> including how the event works, the theme, how to get there, information for Scouts and information for Venturers, Rovers, Leaders and Other Adults. Please make read this information and make yourself familiar with it.

Your personal registration details are important in the event we need to refer to them. It may seem obvious that you can communicate these details to us right now but this may not always be the case, so please keep these details up-to-date.

When you arrive at <EventName> please bring with you a printed, signed copy of your Registration and hand it in when you arrive to check in. Note that E1 forms are not required, only the form printed from the Registration System.

Looking forward to seeing you at !

Regards

<EventLeaderName>
Event Leader
Email: <eventEmail>

Application SHQ Approved

Dear <GivenName>
Thank you for your recent application to attend <EventName> event from <EventStart> to <EventEnd>.

Your application has now been approved.

It is important that in the lead up to and during the event your membership remains valid - ongoing checks are conducted to ensure all participants are registered financial members.

If you have any questions at all about <EventName> please contact the Event Committee as per instructions detailed on application information sheets.

If you have any issues directly related to the application system, please contact Scouts QLD Support via helpdesk@scoutsqld.com.au

Further information about the <EventName> will be sent to you in the next few weeks.

Yours in Scouting

<EventLeader>
<EventName> Co-ordinator
Email: <EventEmail>

ID Photo Rejected

Subject: EventName: Application ID Photo

Dear <GivenName>


RE: ID Photo for <GivenName> <Surname> (ID:<PID>)

The photo that you have loaded, refer attached photo, unfortunately does not comply to the Scouting Activity Executive Committee's requirements regarding ID Photos. When you are considering a photo for uploading please take into consideration the following requirements.

Your photo must:

  • Be a minimum of 120 by 140 pixels (40mm wide and 50mm high). Larger is acceptable, but not smaller
  • Be a good quality image of you taken in full colour
  • Plain white or light grey background that contrasts with your face
  • Uniform lighting (no shadows or reflections) with appropriate brightness and contrast to show natural skin tone, sharp focus and must be clear
  • Be less than 18 months old at the start of the Scouting Activity

Your Photo Must Show:

  • Your head and top of your shoulders close up, so that your face measures between 32mm and 36mm from the bottom of the chin to the crown
  • Your shoulders square on (not looking over shoulder)
  • Your face square on (edges of your face should be visible)
  • You looking straight at the camera (not tilted head)
  • You with a neutral expression and your mouth closed
  • Your eyes open and clearly visible, (no hair in eyes)

Please note unless you usually cover your head for religious reasons, you must not be wearing a hat or other head covering.

Please note that these are guidelines and some latitude is taken before a photo is rejected. Once you have located another photo please upload it via the ID Photo tab in your on-line application.

If you have any questions regarding this request please contact me.

 

Regards
Scouts QLD Support
Scouts QLD Support
<EventName>

Teams/Patrol Event

Participant Application Submitted - Not included in Patrol

Subject: EventName - Patrol Registration Inforamtion - Next Steps
Dear <GivenName>

Your registration for <EventName> has been received, you have NOT been included in a Patrol. If not already completed, please now make payment for <EventName> by returning to the 'Status' page or selecting the payment option from the left side menu.

On our website there is information about <EventName> including how the event works, the theme, how to get there and information for Scouts. Please make read this information and make yourself familiar with it.

Your personal registration details are important in the event we need to refer to them. It may seem obvious that you can tell us these details right now but it may not always be the case, so please keep these details up-to-date.

Looking forward to seeing you at <EventName>!

Regards

<EventLeaderName>
Event Leader
Email: <eventEmail>

Patrol/Team Leader Application Submitted

Subject: EventName - Patrol Registration Inforamtion - Next Steps
Dear <GivenName>

Your Patrol '<TeamName>' has been registered for <EventName> and currently includes <TeamQty> Patrol members including you as the Patrol Leader.

Each of your Patrol members needs to now register for <EventName>. When they do, they will automatically be included in your Patrol. Here is what you need to do next:
  • Let each of your Patrol members know they are in your Patrol for <EventName>;
  • They each need to go register themselves at https://register.scoutsqld.com.au/ ;
  • If they are new to this system they will need to create an applicant record - which can be used again in the future; and
  • To register for this <EventName> login and choose <EventName> from the list of available events and complete the details.
    • Information about your Patrol Registration details.
    • You can see the status of your Patrol member's registration via the 'Team' menu item.
    • Please keep the names of your Patrol up-to-date;
    • A green flag under the 'Number Valid' column means that the Name and Membership numbers are matched to the Membership System, ScoutLink;
    • A green flag under 'Applied' means that the Patrol has completed their registration in the Activities Application System; and
    • A green flag under 'Paid' means that Patrol member has paid for .
    Looking forward to seeing you at <EventName>!


    Regards

    <EventLeaderName>
    Event Leader
    Email: <eventEmail>

Patrol/Team Member Application Submitted

Subject: EventName - Patrol Registration Inforamtion - Next Steps
Dear <GivenName>
Your registration for <EventName> has been received and you have been included in the '<TeamName>' Patrol. Your Patrol Leader is <TeamLeader>.

If not already completed, please now make payment for <EventName> by returning to the 'Status' page or selecting the payment option from the left side menu.

On our website there is information about <EventName> including how the event works, the theme, how to get there and information for Scouts. Please make read this information and make yourself familiar with it.

Your personal registration details are important in the event we need to refer to them. It may seem obvious that you can tell us these details right now but it may not always be the case, so please keep these details up-to-date.

When you arrive at <EventName> meet up with your Patrol Leader and give your Patrol Leader a copy of your <EventName> Registration form, signed by your parent(s), before the Patrol checks in. Note that E1 forms are not required, only the form printed from the Registration System is required.

Looking forward to seeing you at <EventName>!

Regards

<EventLeaderName>
Event Leader
Email: <eventEmail>

Team Application Approved

Idea
The below is a new email being implemented shortly.
Dear <GivenName>

Thank you for registering for <EventName>! We are excited to see you at <Event Location>.

Your Team/Patrol has now been approved so you are all set to attend. Thanks for making sure your whole Team/Patrol has submitted their forms and paid.

Getting teams/patrols organised early is vital to running a great event so we appreciate your help!

Team/Patrol Details
Team/Patrol Number: <TeamNumber>
Team/Patrol Name: <TeamName>

Note: You will need to know your Team/Patrol Number through-out the event as you will be using it to check-in to activities.

Team/Patrol Members
Team Leader: <Name>
Team Member 2: <Name>
Team Member 3: <Name>
Team Member #: <Name>

If you have any questions about <EventName>, visit our website at at <EventURL>, email us at <EventEmail> or speak to your Leader.

All the best at <EventName>, have a great time and good luck!!

Regards
<EventLeaderName>
Event Leader
Email: <eventEmail>

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