Introduction E-mail Templates and Automations
To help with the onboarding of new users, we have provided links to two important resources below.
- Automated E-mail Series: This is a series of e-mails automatically sent to newly registers users.
- Introduction E-mail Templates: Included below are templates for each role that you may use and modify to introduce Supervision Assist.
1. Automated User Onboarding E-mails
To assist new users a series of automated e-mails are sent out to anyone who creates an account. You may review the default e-mails below. Please contact your account manager if you wish to customize this onboarding e-mail automation.
Site Supervisor Onboarding E-Mails
- E-mail 1: Welcome to Supervision Assist (Sent after account creation)
- E-mail 2: Connecting Students and Sites with Placement Applications (Sent 1 week after)
- E-mail 3: Mastering Live Sessions in Supervision Assist(Sent 1 week later)
- E-mail 4: How to Stay on Track this Semester (Sent 1 week later)
Faculty Onboarding E-Mails
- E-mail 1: Welcome to Supervision Assist (Sent after account creation)
- E-mail 2: Connecting Students and Sites with Placement Applications (Sent 1 week after)
- E-mail 3: Mastering Live Sessions in Supervision Assist (Sent 1 week later)
- E-mail 4: How to Stay on Track this Semester (Sent 1 week later)
Student Onboarding E-mails
- E-mail 1: Welcome to Supervision Assist (Sent after account creation)
- E-mail 2: Have you Found or Connected with a Site Supervisor? (Sent 3 days later)
- E-mail 3: Tips for Recording and Sharing Sessions in Supervision Assist (Sent 1 week later)
- E-mail 4: How to Stay on Track this Semester (Sent 1 week later)
2. E-mail Templates
Included below are some example e-mail templates you may wish to use for students and supervisors. Please feel free to modify and use any of the templates included below.
Coordinator/Staff Introduction E-mail Template
Hello,
Next, invite your Faculty Supervisors into the system. We recommend doing this early, as it streamlines the student invitation and assignment process.
Once your faculty and Training Plans are in place, you can start inviting students. During the invitation process, you’ll be able to:
- Assign a faculty supervisor
- Assign a training plan
- Choose a payment method (e.g., issue paid access passes if your university is covering access fees)
Please review the following guides for more information
After joining, students will submit a Placement Application to indicate where they’ll complete their hours and who their Site Supervisor will be. This is also how agreement forms are signed and how you review/approve placements.
Faculty Supervisor Introduction E-mail Template
Hello Everyone,
While a video specific to Faculty Supervisors is not yet available, the Site Supervisor Training Guide is a great place to start. It includes guidance on reviewing activity logs and live sessions.
Students will be assigned to your section by the program’s Clinical Coordinator. If you notice a student is missing, please reach out to the coordinator directly.
Each student is also required to complete a Placement Application to formally connect with their Site Supervisor. If a student needs help with this step, feel free to refer them to the guide below:
Supervision Assist supports HIPAA-compliant cloud recording and playback of live sessions. You’ll be able to review these sessions at any time.
Step 4: Evaluations
Need help? Please do not hesitate to contact Supervision Assist support lines from 9-5 CST at 1-888-318-0520 or to email help@supervisionassist.com.
Site Supervisor Introduction E-mail Template
Hello Everyone,
We’ll be using Supervision Assist, a secure, easy-to-use system designed to streamline the supervision process. As a Site Supervisor, you’ll use it to review activity hours, complete evaluations, and, if applicable, view recorded live sessions.
The Site Supervisor Training Guide walks you through creating your account to approving hours, completing evaluations, and reviewing session videos.
Your intern will initiate a Placement Application in Supervision Assist to connect with you. When your intern creates a placement application it will invite you into the system, and present any required documentation.
Throughout the semester, you’ll be asked to complete evaluations or forms related to your intern’s progress. These may be assigned to you as tasks or accessed directly via the Evaluations tab.
If you run into any issues, the Supervision Assist support team is happy to assist! Call at 1-888-318-0520 (Mon–Fri, 9 AM–5 PM CST), email: help@supervisionassist.com, or visit https://help.supervisionassist.com.
Student Introduction E-mail Template
Hello Everyone,
Welcome!
I’d like to share a few helpful tips and important steps to guide you in using Supervision Assist this semester.
Please take a few moments to review and complete the steps below to get started:
Your Placement Application is how you request approval for your practicum or internship site. When you submit it, it will:
- Invite your Site Supervisor to join Supervision Assist.
- Allow you and your supervisor to sign all required agreement forms digitally.
- Route the application to your Clinical Coordinator for approval.
- Creating a Placement Application
- Site Supervisor Introduction (If your supervisor needs help)
Note: If you have multiple Supervisors or your site changes, simply create two (or more) placement applications to connect.
Throughout the semester, you’ll log hours using the Activity Log and may be required to complete or review Evaluations.
If you run into any issues, the Supervision Assist support team is happy to assist! Call at 1-888-318-0520 (Mon–Fri, 9 AM–5 PM CST), email: help@supervisionassist.com, or visit https://help.supervisionassist.com.