ROLLCALL HOW-TO · NOTIFICATIONS
Edit your notification email templates
Update the wording your school uses for operational and payment email notifications.
Schools can now edit their notification email templates directly in RollCall. Use this guide to find the settings and review the supplied default wording for each notification.
Quick path: Settings → Notifications Templates
Edit a template
- Open Settings → Notifications Templates.
- Choose the notification template you want to update.
- Edit the email wording to suit your school.
- Keep existing placeholders and automated fields intact. For example, {{student_name}} and {{school_name}} are not ordinary text to replace with a specific person or school.
- Review the complete message, including any contact details and links.
- Save your changes using the controls available in the template editor.
Use the live template when editing
The text below is a reference supplied for this guide. It contains generic labels and some incomplete data fields. Keep the actual placeholders in your current RollCall template rather than pasting a reference example over them.
Manage notification settings
Use the Settings tab within the Notification Template screen to manage active notification options, including bus-change notifications, payment notifications, and credit alerts.
Find a template
Operational notifications
- Password Reset
- No card
- Force route logout by admin
- Absence recorded (by parent from their App)
- Student Added to bus
- Student removed from bus (by parent from their App)
- Booking confirmation
- Trip Exceptions (if opted in by parent from their App)
- Scan Status (if opted in by parent from their App)
Charging and payment notifications
How notification delivery is controlled
Trip Exceptions and Scan Status are off by default and require parents to opt in. Organisation-level settings control the available notification options.
Parents manage separate preferences for each child and delivery channel. Some messages are locked on and cannot be switched off by parents.
Editing an email's wording does not change which recipients or delivery channels are enabled.
Operational notifications: reference text
Password Reset
Trigger in the supplied reference: User selects "Forgot Password" option
Audience in the supplied reference: All system Users
Supplied default wording
Dear Parent, We've received a request to reset your password. Please click reset password link to create a new one. If you didn't mean to change your password, then you can just ignore this email. School
No card
Trigger in the supplied reference: Student is manually registered on or off bus by the driver.
Audience in the supplied reference: Parents of all students with the "No Card" exception
The supplied reference says this alert can be suppressed at organisation level.
Supplied default wording
Dear Parent, NO SCAN CARD/TAG ALERT! Student had NO CARD/TAG and had to be manually registered by the driver, while travelling on the ROUTE bus. It is important for location accuracy and efficiency of our service that all students use their scan media (card or tag) on the RollCall device. Please remind your student to carry their scan media to use our service and contact our transport co-ordinator if a replacement is required . Kind regards, School
Force route logout by admin
Trigger in the supplied reference: An admin user uses the Force Logout feature on a route
Audience in the supplied reference: Parents of all students with the "Route Auto-complete" exception
The supplied reference says this alert can be suppressed at organisation level.
Supplied default wording
Dear Parent, This email is to inform you that a system administrator has initiated a Forced Complete of your student's recent bus trip and you may have received a notification that your student was scanned off their bus at an unfamiliar location or incorrect time. The Forced Logout is required when the trip is not completed correctly by the Student, Driver or System. Please contact us if you have any questions or concerns. School
Absence recorded (by parent from their App)
Trigger in the supplied reference: Student is registered as Absent from Bus using the Absence feature in the Parent App
Audience in the supplied reference: All Parents attached to the student
The supplied reference says this alert can be suppressed at organisation level.
Supplied default wording
Dear Parent, You have successfully completed a Bus Absence for {{student_name}}: Reason: Dates: from to to IMPORTANT: Please follow our School's absence notification policy if your student will also be absent from school on these dates and note that a Bus Absence notification does not prevent you from adding your student back onto the bus if required. Kind regards, School
Student Added to bus
Trigger in the supplied reference: Student is added to a Bus using the Bus Changes feature in the Parent App or by an admin user in the transport screen
Audience in the supplied reference: All Parents attached to the student
The supplied reference says this alert can be suppressed at organisation level.
Supplied default wording
Dear Parent, Student has been added to Route - Stop for Date . Kind regards, School
Student removed from bus (by parent from their App)
Trigger in the supplied reference: Student is removed from a Bus using the Bus Changes feature in the Parent App or by an admin user in the transport screen
Audience in the supplied reference: All Parents attached to the student
The supplied reference says this alert can be suppressed at organisation level.
Supplied default wording
Dear Parent, Student has been removed from Route on Date. Kind regards, School
Booking confirmation
Trigger in the supplied reference: Student is added to a Bus using the Booking feature in the Parent App
Audience in the supplied reference: All Parents attached to the student
The supplied reference says this alert can be suppressed at organisation level.
Supplied default wording
Dear Parent, Your booking request has been processed. Please check that your booking was successful in the Parent web portal on a computer where you can view a calendar of all confirmed bookings for the year. You can also: Remove your booking by recording a Bus Absence Add or replace your booking by making a new Booking View and change upcoming bus events in the Bus Changes tab of your Rollcall parent App on a mobile device (if your school have allowed this feature) If you have any questions about your bookings or seat availability, please contact your school/bus company. Kind regards, School
Trip Exceptions (if opted in by parent from their App)
Trigger in the supplied reference: Student has a Trip Exception of type Casual traveller, Off Stop, Wrong Stop, and Not Allocated in the transport screen
Audience in the supplied reference: Default is OFF. Parents must opt in to receive.
The supplied reference says the organisation can suppress this alert, and parents can switch it off.
Supplied default wording
Dear Parent, Student has triggered a Exception trip exception in the RollCall system on Route Location: Location at: Time. You have received this alert because you are subscribed to them in your RollCall Parent App Kind regards, {{school_name}}
Scan Status (if opted in by parent from their App)
Trigger in the supplied reference: Student has been registered as ON or OFF a bus in the transport screen
Audience in the supplied reference: Default is OFF. Parents must opt in to receive.
The supplied reference says the organisation can suppress this alert, and parents can switch it off.
Supplied default wording
Dear Parent, Student is now Status Route Location: Location at: Time.
Charging and payment notifications: reference text
The supplied text does not specify the trigger, recipient rules, or settings for these four payment templates. Review their current configuration in RollCall when editing.
Account Adjustment Receipt
Supplied default wording
Dear Parent, Student has a new transaction applied to their Rollcall account. You can see this transaction and make payment if required from the Transaction tab in the Rollcall Parent App on your mobile device or using the Parent web portal on a computer. Account Balance: $ Transaction Number Date Transaction Amount Surcharge Fees (Excl. GST) Total with Surcharge Transaction Reason: Kind regards, School ABN
Credit Alert
Supplied default wording
Dear Parent, Your school bus credit has run out for Student and requires an urgent top-up. Below is a link to an instruction video on how to add credit to your account via the Rollcall parent App on your mobile device. View Tutorial - Add Credit Your current balance for Student is $Balance. If you have not yet downloaded the RollCall app please contact the school so we can forward you a link Kind regards, School
Credit Warning
Supplied default wording
Dear Parent, Your school bus credit is running low for Student and requires a top-up. Below is a link to an instruction video on how to add credit to your account via the Rollcall parent App on your mobile device. View Tutorial - Add Credit Your current balance for Student is $Balance. If you have not yet downloaded the RollCall app please contact the school so we can forward you a link Kind regards, School
Payment Receipt
Supplied default wording
Dear Parent, transaction_message Transaction Number Date Transaction Amount Surcharge Fees (Excl. GST) Total with Surcharge Transaction Reason: Kind regards, School
Need help? Contact the RollCall support team if you get stuck.
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