Overview

This article describes the application setting that controls whether Classter automatically emails a welcome message to a _Student_ (Pupil, Learner) as soon as a new _Student_ portal account is created. It explains what the setting does, where it applies, the underlying business rules, practical examples, and guidance on when to turn it on or off.

What This Setting Does

This is a simple on/off (Yes/No) option. When it is turned on, Classter automatically sends a welcome email to a _Student_ the moment a new _Student_ account is created in the system, letting them know their account is ready and how to sign in.

When it is turned off, the _Student_ account is still created exactly as before. The only difference is that Classter does not automatically email the new user. Staff can still share the login details with the student manually (in person, by phone, on paper, etc.) if the institution prefers that approach.

There is one important condition built into this setting: it only sends the welcome email to a _Student_ whose current status is of the type “Registered” or “Admission”. If a _Student_ record has any other kind of status (for example an applicant status that is not yet classified as Registered or Admission, or a status such as Graduated, Rejected, Withdrawn, etc.), Classter will not send the automatic welcome email for that account, even while this setting is turned on.

Where It Is Used

• Configuration: the option is found under General Settings > Security Settings tab, in the “Invitation Letters (New Account)” section, next to the equivalent options for Parent, Teacher and Employee accounts.
• _Student_ records: it takes effect whenever a staff member creates or registers a new _Student_ record and that record is given portal login credentials (a username, and either a password or a linked external sign-in account), provided the _Student_’s status is of the type Registered or Admission at that moment.
• Online Admission / Signup Portal: also relevant when a _Student_ is onboarded through the online admission or self-signup process, since it is common for a candidate to be given an Admission-type status at that stage, and later a Registered-type status once enrollment is finalized. The welcome email can therefore be triggered at either of those two points, depending on how the institution has classified its statuses.
• The welcome email itself (its subject and wording) comes from the “New User Creation (with Account / without Account)” email template. Which of the two templates is used depends on whether the new user signs in with a Classter-issued username and password, or with an external account such as Microsoft 365 or Google Workspace.

Business Logic / Behavior

• If the setting is ON and the _Student_’s status is of the type Registered or Admission: as soon as the new _Student_ account is created and given login credentials, Classter automatically sends that person a welcome email confirming their account exists.
• If the setting is ON but the _Student_’s status is of any other type: no automatic welcome email is sent for that account, even though the setting itself is enabled. The account is still created; only the notification is withheld.
• If the setting is OFF: no automatic email is sent regardless of the _Student_’s status. The account is created silently, and any communication of the login details is left to the staff member handling the registration or admission.
• The welcome email adapts itself automatically: if the _Student_ will log in with a school-managed external account (for example, a Microsoft 365 or Google Workspace single sign-on), a version of the email without a system-generated password is used; otherwise, the version that includes the Classter username and password is used.
• This option only controls whether the notification is sent. It does not control whether an account is created, and it has no retroactive effect on _Students_ whose accounts were created before the setting was changed.
• The equivalent options for Parent, Teacher and Employee accounts are controlled completely independently. Enabling or disabling notifications for _Students_ has no effect on whether parents, teachers or employees receive their own welcome emails.

Examples

Example 1 – Setting Enabled, Registered Status (K-12 institution)

“Riverside Elementary School” has this setting turned on. When the school secretary finishes enrolling a new _Student_, Lily Hansen, and sets her record’s status to Registered while creating her portal account, Classter automatically sends Lily’s family the welcome email as soon as the account is saved. The email contains her username and either a temporary password or sign-in instructions, depending on how the school manages logins, so she can access the Student Portal right away.

Example 2 – Setting Enabled, but Status Not Yet Registered or Admission (Higher Education institution)

“Lakeside Business College” operates in Higher Education Mode and has this setting turned on. A prospective applicant, Daniel Ortiz, submits an online application through the Admission Portal and is given a portal account, but his status is still an early applicant-type status that the college has not classified as Admission or Registered. No welcome email is sent yet at this stage. A few weeks later, once the admissions office reviews his file and moves him to an Admission-type status, Classter automatically sends Daniel the welcome email with his login details, even though he has not yet been fully registered as a student.

Example 3 – Setting Disabled

“Oakwood Academy” prefers to hand out login information in person during enrollment, so this setting is turned off. When the registrar creates a _Student_ account for Marco Bianchi and sets his status to Registered, no automatic email is sent. Instead, the registrar prints the login details and gives them to Marco and his family directly during the enrollment appointment.

When to Use

When to Enable

• The institution wants _Students_ to be notified and able to access the Student Portal as soon as they reach a Registered or Admission-type status, without staff needing to contact them separately.
• _Students_ are expected to use the Student Portal soon after enrollment or admission, for example to view announcements, grades, attendance, assignments or fee information.
• The “New User Creation” email templates have already been reviewed and approved, so the automatic message matches the institution’s tone and branding.

When to Disable

• The institution prefers to communicate new account details in person, by phone, or on a printed handout, rather than by automatic email, for example during in-person enrollment or orientation.
• The “New User Creation” email templates have not yet been finalized, and the institution does not want an unreviewed message to go out automatically.
• _Student_ accounts are being created in bulk, for example during a mass import of an existing cohort, and the institution wants to avoid sending a large batch of notification emails at once.
• _Student_ email addresses have not yet been verified, and staff prefer to confirm contact details before any communication is sent.

Notes

Related Settings

• “Classter will send welcome email to user when a new parent account is created” / SchoolPortal_Enimerwsi_gonewn_kata_tin_dimiourgia_logariasmou (General Settings > Security Settings > Invitation Letters (New Account)) – same behavior, for Parent accounts.
• “Classter will send welcome email to user when a new teacher account is created” / SchoolPortal_Enimerwsi_kathigitwn_kata_tin_dimiourgia_logariasmou (General Settings > Security Settings > Invitation Letters (New Account)) – same behavior, for _Teacher_ accounts.
• “Classter will send welcome email to user when a new Employee account is created” / Notify_Employees_At_User_Creation (General Settings > Security Settings > Invitation Letters (New Account)) – same behavior, for Employee accounts.
• “Enable Configuration for Higher Education” / Xrisi_parametropoihshs_kolegiou (General Settings > Higher Education Customization > Higher Education Basic Settings) – determines whether the institution runs in Higher Education Mode; see the note below on K-12 versus Higher Education Mode.

Prerequisites

• The “New User Creation (with Account)” and “New User Creation (without Account)” email templates should be reviewed and set up with the desired content, since this is the message the welcome email uses.
• The _Student_’s Status dropdown entries must be correctly classified: only statuses of the type Registered or Admission will trigger the automatic welcome email, so the institution should confirm how its own status list is set up before relying on this setting.
• If the institution also wants an external provider account (such as Microsoft 365 or Google Workspace) created automatically for the _Student_, the relevant Status entry should have its “Provider Action” set to “Auto-Creation of Provider Account”, and the provider integration itself must already be configured.
• The institution’s outgoing email delivery must be properly configured; otherwise no automatic email, regardless of this setting, will actually reach the _Student_.
• The _Student_ record should have a valid, correctly entered email address, or be linked to the institution’s external sign-in provider, for the welcome email or sign-in instructions to be delivered.

K-12 versus Higher Education Mode

Confirmed: this setting itself, and the underlying rule that the welcome email only fires for a Registered or Admission-type status, behave identically whether or not Higher Education Mode (“Enable Configuration for Higher Education” / Xrisi_parametropoihshs_kolegiou) is enabled. There is no separate switch or wording for K-12 versus Higher Education.

Assumption, based on typical institutional practice rather than confirmed system behavior: in K-12 institutions, a _Student_ is usually moved to a Registered-type status quickly and directly during enrollment, so the welcome email tends to arrive at, or shortly after, admission is finalized. In Higher Education institutions, candidates often remain in an Admission-type status for a longer application or evaluation period before formal registration; because this setting also reacts to Admission-type statuses, a Higher Education student may in practice receive the welcome email earlier in their journey, during the admission process itself, rather than only once fully registered. The exact timing always depends on how each institution has classified its own Student statuses.

Additional Note

The exact on-screen presentation of this behavior (for example, whether a “send welcome email” option is visibly shown and can be overridden for an individual _Student_ at the moment of account creation) may vary slightly between Classter versions. The confirmed, underlying rule is that this setting’s value, combined with the _Student_’s status type, together determine whether the welcome email is sent automatically.