Introduction E-mail Templates and Automations

To help with the onboarding of new users, we have provided links to two important resources below. 

  1. Automated E-mail Series: This is a series of e-mails automatically sent to newly registers users. 
  2. 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

  1. E-mail 1: Welcome to Supervision Assist (Sent after account creation)
  2. E-mail 2: Connecting Students and Sites with Placement Applications (Sent 1 week after)
  3. E-mail 3: Mastering Live Sessions in Supervision Assist(Sent 1 week later)
  4. E-mail 4: How to Stay on Track this Semester (Sent 1 week later)

Faculty Onboarding E-Mails

  1. E-mail 1: Welcome to Supervision Assist (Sent after account creation)
  2. E-mail 2: Connecting Students and Sites with Placement Applications (Sent 1 week after)
  3. E-mail 3: Mastering Live Sessions in Supervision Assist (Sent 1 week later)
  4. E-mail 4: How to Stay on Track this Semester (Sent 1 week later)

Student Onboarding E-mails

  1. E-mail 1: Welcome to Supervision Assist (Sent after account creation)
  2. E-mail 2: Have you Found or Connected with a Site Supervisor? (Sent 3 days later)
  3. E-mail 3: Tips for Recording and Sharing Sessions in Supervision Assist (Sent 1 week later)
  4. 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,

I put together some helpful tips and steps as you prepare for your first round of students. Please don't hesitate to reach out during any step and schedule a meeting if you get lost.

Step 1: Create Training Plans
For each of your classes you will need to create "Training Plans" in Supervision Assist. These are usually labeled via your course number or by class label. (i.e. Fall Practicum 2025) These training plans will indicate the amount of hours required, and a date range. In the next steps you can assign different students and faculty supervisors to these training plans. 
Step 2: Invite Faculty Supervisors

Next, invite your Faculty Supervisors into the system. We recommend doing this early, as it streamlines the student invitation and assignment process.

Step 3: Invite Students or Assign Different Students

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

Step 4: Placement Applications

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.

Step 5: Next Semester (Assigning New Plans to Existing Students)
Need to assign new training plans to existing students for the next term? This guide walks you through the process:


Faculty Supervisor Introduction E-mail Template


Hello Everyone,

I'd like to provide some tips and information about using Supervision Assist this semester.
Supervision Assist will be used to manage our students during their practicum and internship. You will use Supervision Assist to review activity hours, evaluations, and view live sessions. I have included some tips below to get you started.

Step 1: Introduction Video

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.


Step 2: Student Setup

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:


Step 3: Live Sessions

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

Throughout the semester, you’ll be asked to complete evaluations or forms related to your assigned students. You can also assign evaluations as tasks to prompt action from a student or Site Supervisor.

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.

Best Regards,

Site Supervisor Introduction E-mail Template


Hello Everyone,

Thank you for partnering with us and supporting our student this semester!

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.

Below are some helpful steps to get you started:

Step 1: Introduction Video

The Site Supervisor Training Guide walks you through creating your account to approving hours, completing evaluations, and reviewing session videos.


Step 2: Signing Required Forms

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.


Step 3: Approving Hours
Once the placement is approved, your intern can begin logging their hours. You’ll receive a weekly email (every Monday) with a direct link to review and approve their submitted activities.

Step 4: Completing Evaluations

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.


Best Regards,

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.

You will use Supervision Assist to complete paperwork and obtain approval for a practicum and internship, log hours, complete evaluations, and cloud record live video sessions with clients.

Please take a few moments to review and complete the steps below to get started:


Step 1: Introduction Video
This video will walk you through the key features of Supervision Assist and help you get started with confidence.

Step 2: Creating a Placement Application

Your Placement Application is how you request approval for your practicum or internship site. When you submit it, it will:

  1. Invite your Site Supervisor to join Supervision Assist.
  2. Allow you and your supervisor to sign all required agreement forms digitally.
  3. Route the application to your Clinical Coordinator for approval.
This is an important process that should be started as soon as possible. 

Note: If you have multiple Supervisors or your site changes, simply create two (or more) placement applications to connect.


Step 3: Live Sessions
Supervision Assist provides a secure, HIPAA-compliant way to record client sessions or conduct group meetings. These guides will help you get started:

Step 4: Activity Logs & Evaluations

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.


Best Regards,