9.1 Customise Group Invite Email
When you use the “Invite via Email” option in your Manage Group dashboard, VirtualX sends each learner an email containing a personal invitation to register under your group using the Exclusive View licence.
You have the option to customise that email, so it fits your school’s voice, explains exactly what the learner should do, and includes helpful details.
📬 Why Customise the Invite Email?
A well-written invite email:
- ✅ Reduces confusion
- ✅ Increases registration success rate
- ✅ Builds trust with learners and parents
- ✅ Allows you to include school-specific instructions or notes
🛠 Where to Customise the Email
At this stage, email customisation must be requested via the VirtualX support team (or if enabled, edited through your school’s admin WordPress backend — applicable to enterprise users).
For most group leaders:
- Prepare your custom message (see sample below)
- Email it to:
📧 support@virtualx.tv or your assigned onboarding agent - They’ll update the default invite template for your group
For example, a school can request:
“Please update our group email invite to include our school logo and deadline for registration.”
✍ Sample Custom Invite Email (You Can Copy & Edit)
Subject Line:
🎓 You’re invited to join VirtualX! | Free access provided by [Your School Name]
Message Body:
Dear [Learner Name],
You have been invited to join VirtualX, South Africa’s online learning platform, through [Your School Name].
This invitation gives you free, full access to subjects like:
- Mathematics
- Physical Sciences
- Life Sciences
- Agricultural Sciences
- Geography
📌 To register, simply click the button below and follow the steps.
✅ No payment is required – your school has already paid for your access.
🔗 [Join Now Button / Registration Link]
Please register by: [Insert Deadline Here]
If you have any questions, ask your teacher or reply to this email.
Happy learning!
— VirtualX Team | Powered by [Your School Name]
🧠 Example in Practice
Sifiso High School customises their email to include their school logo, colours, and a note that registration must be completed before Friday. Learners feel guided and respond quickly — 95% register within two days.
✅ Tips for Effective Email Invites
| Tip | Why It Helps |
| Use clear subject lines | Improves open rate |
| Add registration deadline | Creates urgency and focus |
| Mention school name clearly | Builds trust — learners know it’s official |
| Offer support contact | Reduces drop-off if learners get stuck |
9.2 Customise Checkout Confirmation Email
After a learner registers using the group code or invite link, they receive an automated confirmation email from VirtualX. This email lets them know that their Unlimited View access is active and they’ve been successfully linked to their school’s group.
As a group owner, you can request that this email be customised with your school’s voice, branding, or important follow-up steps.
📨 Why Customise the Confirmation Email?
- ✅ Reinforce that the signup was successful
- ✅ Share clear next steps with the learner
- ✅ Add your school or centre’s contact details
- ✅ Build a professional, branded experience
🛠 How to Customise the Confirmation Email
Currently, customisation must be done via request to the VirtualX support team (especially for Exclusive View and Enterprise partners).
To customise:
- Draft your email message or edits
- Email it to:
📧 support@virtualx.tv - Include your:
- Group name or admin email
- Changes you’d like made
- Any logos or banners you want added (optional)
✍ Sample Checkout Confirmation Email (Editable Template)
Subject Line:
✅ You’re Registered! Welcome to VirtualX – Powered by [Your School Name]
Message Body:
Hello [Learner Name],
🎉 You’ve successfully registered for VirtualX under the [Your School Name] Exclusive View group.
This means you now have free, full access to:
- 📘 Mathematics
- 🧪 Physical Sciences
- 🌱 Life & Agricultural Sciences
- 🌍 Geography
✅ Your account has been activated with the following details:
- Access Level: Unlimited View
- Linked Group: [Your School Name]
- Plan: Sponsored by your school (no payment required)
🔐 You can log in anytime at:
👉 https://app.virtualx.tv/user-login/
Use your email and password to start learning today.
If you have any problems, contact your teacher or email us at support@virtualx.tv
Keep going. Your future is in your hands.
— The VirtualX Team | [Your School/Hub Name]
🧠 Example in Practice
Ms. Mabuza from Ikusasa High adds her school name, term start date, and support contact to the confirmation email. Learners get a warm, clear welcome message that feels local and official.
✅ Tips for Customisation
| Custom Element | Why It Helps |
| School or organisation name | Personalises the email |
| Include log-in link | Reduces confusion on where to go next |
| Add support contact or teacher | Makes follow-up easier if learners get stuck |
| Friendly tone | Encourages learners to use the platform immediately |
9.3 Where Admins Can View and Modify Emails (WordPress Backend)
If your Exclusive View setup includes admin access to the WordPress backend (usually available for enterprise or school partners with custom portals), you can directly view and edit the email templates that go out to learners during registration, activation, and group management.
This gives your school or learning hub full control over your communication tone, branding, and instructions.
🛠 What You Can Modify
From the backend, you can:
- ✍ Edit the subject line and message body of system emails
- 🔗 Add custom links or school-specific calls to action
- 🎨 Include your school logo or footer branding
- 📢 Change the tone or language to match your learners (e.g., isiZulu, Afrikaans, Sesotho support)
🔐 How to Access Email Templates
Note: You must have admin login credentials for the WordPress site hosting your VirtualX portal.
✅ Step 1: Log in to the WordPress Backend
URL will look like:
👉 https://app.virtualx.tv/wp-admin
Enter your admin username and password.
✅ Step 2: Navigate to Email Settings
Depending on your theme or plugins used (especially Paid Memberships Pro), look for:
- 📧 Email Templates
- 🛠 Memberships > Settings > Email
- 🧩 Paid Memberships Pro > Email Settings
✅ Step 3: Select and Edit the Template
You will see a list of system-generated emails, such as:
- Membership Checkout Confirmation
- Group Invite Email
- Membership Cancellation Notice
- Password Reset Email
Click “Edit” next to the one you’d like to customise.
✍ What You Can Change
| Field | Customisation Tip |
| Subject Line | Add your school’s name (e.g. “Welcome to VirtualX – Ikusasa High”) |
| Message Body | Explain what to expect, next steps, and where to log in |
| School Branding | Add logo or signature (HTML or plain text) |
| Support Contact Info | Include your school’s WhatsApp or teacher email |
💡 Quick Example
Original Subject:
“Your Membership Has Been Activated”
Custom Subject:
“Welcome to VirtualX – Your Access from Horizon Maths Centre is Live!”
🧠 Example in Practice
Ikusasa High’s IT coordinator logs into their school’s WordPress backend and edits the “Membership Confirmation Email.” They add the school’s name, welcome message in isiZulu, and a footer with support numbers. Learners feel more connected and supported.
✅ Pro Tips
| Tip | Why It Matters |
| Test the email before saving | Send to your own inbox first |
| Keep language learner-friendly | Avoid complex words — make it simple and clear |
| Use school branding colours/logos | Builds trust and professionalism |
| Update seasonally or by term | Include term dates or registration deadlines |
