Overview

This setting is part of the automatic account-notification options available when new user accounts are created in Classter. It determines whether Classter automatically sends a welcome email to a new Teacher (Educator, Instructor) whenever a new account is created for them in the system. It works alongside two similar settings that control the same behaviour for Student (Learner) and Parent/Guardian accounts, so each audience can be configured independently.

What This Setting Does

• When this setting is turned ON (enabled): every time a new Teacher account is created in Classter, an automatic welcome email is sent to that teacher. The email lets the teacher know that an account has been created for them and gives them the information they need to sign in to Classter (for example, their username, or an explanation of how to access the platform, depending on how the account was set up).
• When this setting is turned OFF (disabled): no automatic email is sent when a new Teacher account is created. The teacher is not notified automatically. Administrative staff would need to inform the teacher and share access details manually, or send an invitation separately at a later time.

This setting does not create or delete accounts by itself – it only controls whether a notification email is sent at the moment a new account is created.

Where It Is Used

This setting is found in: Settings > Core Settings > Security Settings, under the “Invitation Letters (New Account)” section.

It takes effect at the exact moment a new Teacher account is created in the system, which can happen in two main ways:

• When an administrator manually creates a new Teacher record and account – for example, when hiring a new staff member.
• When Teacher records are added to the system in bulk – for example, through an import of a staff list at the start of a school year or term.

This setting does not apply to Teacher accounts that already exist. It has no effect on password resets, profile updates, or other changes made to an existing account – it is only relevant at the point of initial account creation.

Business Logic / Behavior

• The welcome email sent to a teacher is based on one of two ready-made system letter templates, depending on how the teacher’s access is set up: one template is used when the teacher’s new account also comes with a separate email/login provided by the institution (for example, through an integrated email provider); the other is used when the teacher does not receive a new email/login and instead uses their own existing email address to access Classter. Classter automatically selects the correct template – no manual choice is required from the administrator.
• For the welcome email to actually be delivered, the Teacher record must already have at least one usable email address on file (this can be a primary login email, a general contact email, or an alternative email address). If a teacher has no email address recorded at all, Classter is not able to send the welcome email, even if this setting is enabled. In that case, an email address should be added to the teacher’s record before (or as part of) creating the account.
• This setting works independently from the equivalent options for other user types. Enabling or disabling the notification for Teachers has no effect on whether Students or Parents/Guardians receive their own welcome emails – each is controlled by its own separate setting (see Notes below).
• This setting behaves the same way whether the institution is configured in K-12 Mode or in Higher Education Mode (see the Notes section below) – there is no difference in behaviour between the two modes for this particular setting.

Examples

Example 1 – Enabling the setting

Riverside Academy has this setting turned ON. The school secretary creates a new Teacher account for a newly hired staff member, Mr. Alan Whitfield, and enters his personal email address in his profile during creation. As soon as the account is saved, Classter automatically sends Mr. Whitfield a welcome email confirming that his account is ready and explaining how to log in. The secretary does not need to send this information manually.

Example 2 – Disabling the setting

At Willowbrook International School, this setting is turned OFF. When the administration office creates a new Teacher account for a substitute teacher joining for a short period, no automatic email is sent. Instead, the office manager contacts the substitute teacher directly with login instructions, as part of the school’s own onboarding process.

Example 3 – Bulk creation

At the start of the academic year, Meadowlands College imports a list of 25 new Teacher records at once, ahead of the new term. Because this setting is enabled, all 25 teachers automatically receive their own individual welcome email as soon as their accounts are created, without any additional action from the administration team.

When to Use

When to Enable:

• New teachers should be notified and able to access Classter as soon as their account exists, without manual follow-up.
• Onboarding of new teaching staff should be as automated and consistent as possible.
• Teacher accounts are created close to the time the teacher is expected to start using the system (for example, shortly before a term starts).

When to Disable:

• The institution prefers to control and personalise communication with new teachers manually (for example, combining system access details with other onboarding material).
• Teacher accounts are being created for historical, administrative, or testing purposes, and are not meant to trigger a real notification (for example, when migrating past staff records into the system).
• A large batch of teacher accounts is being created and the institution prefers to send access information at a later, more convenient time rather than immediately.

Notes

Related settings:

• “Classter will send welcome email to user when a new Student account is created” / SchoolPortal_Enimerwsi_mathitwn_kata_tin_dimiourgia_logariasmou (Settings > Core Settings > Security Settings > Invitation Letters (New Account)) – same behaviour as this setting, applied to Student accounts.
• “Classter will send welcome email to user when a new Parent account is created” / SchoolPortal_Enimerwsi_gonewn_kata_tin_dimiourgia_logariasmou (Settings > Core Settings > Security Settings > Invitation Letters (New Account)) – same behaviour as this setting, applied to Parent/Guardian accounts.
• “Higher Education Customization” / Xrisi_parametropoihshs_kolegiou (Settings > Core Settings > Higher Education Customization) – determines whether the institution operates in Higher Education Mode or in K-12 Mode. As noted above, this does not change how the current setting behaves.

Prerequisite: before this setting can have any effect for a given teacher, that teacher’s record must have at least one email address configured (login, contact, or alternative email). Without an email address on file, no welcome email can be sent, regardless of this setting.

This is a background, per-event setting: once a Teacher account has been created and (if applicable) the welcome email has been sent, changing this setting afterwards does not resend or recall that email – it only affects future account creations.