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Administrators use Email Templates under Configuration to define subject and body text for family updates. Staff choose these templates when drafting in Communications; hFlow fills tokens with each student’s data in the preview.

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Optional add-on

Email Templates is part of the hFlow Communication Hub, an optional add-on to your school’s hFlow subscription. When the add-on is enabled, administrators can create and edit templates here; staff use them when drafting in Communications. If the add-on is not enabled for your school, this page shows a preview and a short message. Use Close to return to Students. Your hFlow administrator or account representative can enable the Communication Hub for your organization.

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How to open Email Templates

  1. In the header, open Configuration.
  2. Choose Email Templates.

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How to select and filter templates

  1. Open the template dropdown at the top and pick a template (a lock icon marks system templates).
  2. Use Search templates… to find by name.
  3. Use the filter chips All, System, Mine, BOY, MOY, or EOY to narrow the list.
System templates are read-only until you Duplicate them.

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How to create or edit a template

  1. Select a custom template, or duplicate a system template and rename it.
  2. Edit Name, Subject, and Body in the center panel.
  3. Click tokens in the right-hand Tokens panel to insert placeholders into the focused field (subject or body).
  4. Changes save automatically after you pause typing. Next to the template name you briefly see Saving…, then Saved.
Duplicated templates appear in the dropdown immediately. Saved student drafts keep their preview text until refreshed. After you save here, open the draft in Communications, if a newer template version is available, hFlow shows a banner; use Refresh Template (or Refresh in the banner) to pull in the latest wording.

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How to use token filters

The Tokens panel on the right helps you find placeholders without scrolling the full list.
  1. Show for period: choose All, BOY, MOY, or EOY to hide tokens for other assessment periods (period-specific metrics and charts).
  2. Filter tokens…: type to match token labels or placeholder text.
  3. Browse by category: GENERAL, READING, LISTENING, SPEECH, WRITING, OVERALL, VISUALS (charts). Only categories with matching tokens are shown.
Click a chip to insert it at the cursor in the subject or body field you last clicked.

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Token naming (quick reference)

  • Most assessment tokens follow {skill}_{metric}_{period}, for example reading_fluency_boy, listening_comprehension_moy.
  • Chart tokens follow {kind}_chart_{period}, for example reading_chart_eoy, actfl_chart_boy.
  • General tokens include student, parent, and teacher fields (see labels on each chip).
Empty or missing data in hFlow may leave a token blank in the Communications preview.

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How to duplicate, import, or export

  1. Duplicate: copy the selected template under a new name (works for system templates).
  2. Import: load a JSON bundle from another environment; resolve name conflicts using the on-screen prompts.
  3. Export: download your custom templates when at least one custom template exists.

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How to delete a custom template

  1. Select a custom (unlocked) template.
  2. Click Delete and confirm in the dialog.
System templates cannot be deleted.
  • Communications: sessions, roster tracking, draft preview, Refresh Template, Copy, and Mark Sent.