Sonia: Creating Communication Templates

Communication templates allow you to create and save common communications for repeated use.

Aug 26, 2025
Knowledge

Title

Sonia: Creating Communication Templates

Answer

Creating Communication Templates

Communication templates are created and stored in School Options > Communication.

Steps for creating templates

Select the target recipient from the dropdown:

Student
Supervisor
Site – for Primary Contact, Student Contact, Parent Site, or Position Title
Site Contact – for Mentors (or from the Site Contact Module)
External – for recipients without a Sonia profile
Invoice Contact – from the Invoices module

To edit a template, select it and click the pencil.

Filter to your claimed templates via the blue Placement Officer icon. Click the green + to create a new template.

Graphical user interface, applicationDescription automatically generated

A template must have a Name, which defaults as the Subject (editable, see below).

To import text from Word, paste it first into Notepad (to remove formatting), then into the template. Use the three icons to insert target-specific placeholders for personalization.

Graphical user interface, text, application, emailDescription automatically generated

To add attachments, click the Attachments tab and then the green + to browse your device and select it.

To “claim” the template, click the Placement Officers tab and then the green +.

Find your name, and click OK.

Graphical user interface, applicationDescription automatically generated

Communications can be converted to PDFs and attached to the recipient’s profile.

On the Settings page of the template, you can specify that the PDF be saved with a specific document category.
This is ideal for searching and exporting purposes.

NOTE: Document categories are defined in School Options > Lists > Document Categories.

Graphical user interface, applicationDescription automatically generated

When you have finished, click Update at the bottom of the window and then OK.

Placeholder details

Student Placeholders	Site Placeholders	Site Contact Placeholders	Supervisor Placeholders
Name (full name)	Recipient/PrimarySiteContact/StudentSiteContact/ParentPrimaryContact-Title	SiteName	StaffNumber
Title	Recipient/PrimarySiteContact/StudentSiteContact/ParentPrimaryContact-First/Last/Preferred/Full Name	SiteAddress	Name (full name)
First/Preferred/Middle/Last Name	Recipient/PrimarySiteContact/StudentSiteContact/ParentPrimaryContact-Password	Name (full name)	Title
Qualification	Recipient/PrimarySiteContact/StudentSiteContact/ParentPrimaryContact-Position	Title	First/Preferred/Middle/Last Name
Address	Recipient/PrimarySiteContact/StudentSiteContact/ParentPrimaryContact-Username	First/Preferred/Middle/Last Name	Qualification
Home/Work/Mobile Phone	Recipient/PrimarySiteContact/StudentSiteContact/ParentPrimaryContact-Email/AlternateEmail	Qualification	Address
Email	Areas	Home/Work/Mobile Phone	Home/Work/Mobile Phone
AlternateEmail	Name (Site Name)	Email	Email
Skype	ParentSiteName	AlternateEmail	AlternateEmail
Checks	OnlineEmail/AlternateEmail	Skype	Skype
Username	WebAddress	Username	Areas
Password	Phone	Password	Availability
Majors	Fax	FormsToComplete	Checks
Minors	Address	SiteFormsToComplete	PayRate
Regions	PracticeAgreementDate	MentorFormsToComplete	Regions
StudentCode	PracticeAgreementExpiry	SiteContactCustomFields	Sites
StudentFilter	PracticeagreementProvider		UserName
FormsToComplete	Regions		Password
StudentCustomField	FormsToComplete		FormsToComplete
ShortlistedSiteDetails	SiteStudentFormsToComplete		CoordinatorFormsToComplete
			StudentFormsToComplete

Placeholders in context of a Placement Group

Placeholder	Purpose
PlacementGroupArea	The Area field from the placement group
Comment	Comment field of placement group
Key Events	Date range the specified event is open
StartDate/EndDate	The date range of the placement
Code	Placement group code
PlacementGroupName	Name of the placement group
UnallocatedStudentTopicInfo	Includes unallocated students in the placement group and their Topic details
Placeholders specific to a site (ie. placement request)
SiteAddress	The street address of the site
SiteCountry	Country of the site
SiteContact	The contact person at the site
SiteContactEmail	E-mail address for the Site Contact
SiteContactAlternateEmail	Alternate e-mail address for the Site Contact
SiteName	The name of the Site
SitePhone	The main telephone number of the site
SiteStudentNames	Bulleted list of the names of the students assigned to this site
SiteStudentNames-OneLine	Comma-separated list of the names of the students assigned to this site
AllocatedStudentTopicInfo	Lists the topic details for the students allocated to the site
StudentPositions	Lists the students and their position details
RequestStartDate/RequestEndDate	The date range of the request (for Split placements)
MeetingPlace	Indicated on a placement request in Student Information
Parking	Indicated on a placement request in Student Information
StudentNotes	Indicated on a placement request in Student Information
PlacementFee
Interviews	Date of site interviews
StudentSubject	Subject used to add a student to the placement group
GrantCode
GrantAmount
Status	The status of the placement request (eg Unconfirmed, Confirmed, Cancelled or Rejected)
Requested	The number of places requested
Confirmed	The number of places confirmed

Sonia: Creating Communication Templates

Creating Communication Templates

Steps for creating templates

Placeholder details

Site Placeholders

Site Contact Placeholders

Related Article:
https://community.lumivero.com/s/article/Sonia-Sending-Communications

Files

Sonia: Creating Communication Templates

Information

Creating Communication Templates

Steps for creating templates

Placeholder details

Site Placeholders

Site Contact Placeholders

Related Article:https://community.lumivero.com/s/article/Sonia-Sending-Communications

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Related Article:
https://community.lumivero.com/s/article/Sonia-Sending-Communications