About Childcare System Emails
All System emails sit in Reward Manager under System » System Email Templates
Note
All System email templates are editable, helping you get the content inline with the programme's tone of voice.
To make the content more relevant and personalised we encourage the use of dynamic tags, e.g. {Scheme_Name}, {Recipient_Name}
The preview of the emails in Reward Manager and the final email received by employees are currently not in sync visually. To see the final email visual please send a test email to yourself.
SmartPay Childcare Emails
1. Childcare Vouchers Paid
Status: In Use
Title: Childcare Vouchers Paid
Copy: Hello {MEMBER_FIRSTNAME},
Your Childcare vouchers have been paid.
Your childcare credit of {AMOUNT} for {PAYMENT_DATE} has now been added to your childcare account.
If you have not setup a carer payment or requested paper vouchers you can do this by logging into your boom! account at https://boomforrgpeople.rewardgateway.co.uk/{PRODUCT_URL}. Simply select "Childcare Vouchers" from the top menu bar, choose the "Make a Payment" option and complete the requested information.
If you need any assistance making a payment to your carer or have any queries about your account, please visit https://boomforrgpeople.rewardgateway.co.uk/{PRODUCT_URL} and view the help section of the website.
Kind Regards,
boom! - RG Childcare Team
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Frequency: Every time a contribution is added to the account.
2. Childcare Application Suspended
Status: In Use
Title: Childcare Application Suspended
Copy: Hello {MEMBER_FIRSTNAME},
Your future applications have been suspended.
Our system shows that you don't have a child, linked to your account or as of 1st September your youngest child was over the age of {CHILD_AGE}. This means that you are no longer eligible to receive Childcare Voucher contributions. Your contributions have been removed from the system and you will not be credited or charged for any further vouchers.
You can still access any remaining balance through your Childcare Voucher account and continue to make payments using this credit.
Best wishes,
boom! - RG Childcare Team
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Frequency: Once employee's youngest child is above the eligible age.
3. Childcare Application Suspended
Status: In Use
Title: Childcare Application Suspended
Copy: Dear {MEMBER_FIRSTNAME},
Your application has been rejected.
We have been informed that you recently left or will shortly be leaving your employer, {COMPANY_NAME}. As such you will no longer receive new childcare vouchers into your boom! account. If you do not believe you should have received this notification, please contact your HR team to discuss your account further.
Kind regards,
boom! - RG Childcare Team
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Frequency: Triggered upon the employee's application being rejected due to them leaving the company.
4. Childcare Application Suspended
Status: In Use
Title: Childcare Application Suspended
Copy: Dear {MEMBER_FIRSTNAME},
Your application has been rejected.
Your recent application for childcare vouchers could not be approved by your employer. If you would like more detail about why your application was not processed, please contact your HR team.
Kind regards,
boom! - RG Childcare Team
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Frequency: Triggered upon the employee's application being rejected with reason "Other".
5. Childcare contribution suspended
Status: In Use
Title: Childcare contribution suspended
Copy: Dear {MEMBER_FIRSTNAME},
Your application has been rejected
Your recent application for childcare vouchers could not be approved by your employer. When choosing to receive childcare vouchers you are consenting to allow your employer to reduce your salary by the amount applied for. If by doing so, your revised salary would fall below the National Minimum Wage then your employer would be breaking the law and in such cases cannot proceed with your application.
You can re-apply for childcare vouchers if your circumstances change. Alternatively, you may wish to find out if you are eligible for Tax Credits. The HM Revenue & Customs have a Tax Credits helpline on 0345 300 3900 or there is further information online at https://www.hmrc.gov.uk. If you would like to discuss your childcare voucher application further, then please call {HELPDESK_NUMBER}.
Kind regards,
boom! - RG Childcare Team
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Frequency: Triggered after a suspension due to a National Minimum Wage check.
6. Your contribution was suspended
Status: In Use
Title: Your contribution was suspended
Copy: Hello {MEMBER_FIRSTNAME},
Your contribution has been suspended.
We have been informed that you wish to cancel your Childcare Voucher subscription in order to take up Tax Free Childcare directly with the government.
In line with HMRC guidelines we have permanently stopped your contributions and you will not be able to restart these again. You may of course continue to use any remaining credit in your account.
Thank you for saving with us,
boom! - RG Childcare Team
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Frequency: Sent once the employee has suspended their contribution to join Tax-Free-Childcare.
7. Childcare Vouchers - Earnings Assessment
Status: In Use
Title: Childcare Vouchers - Earnings Assessment
Copy: Hello {MEMBER_FIRSTNAME},
Your earnings cap has been decreased.
As a requirement of providing you with childcare vouchers your employer must complete a basic earnings assessment at the start of every tax year to determine the maximum value of childcare vouchers that you can receive according to the HMRC tax rules in place.
You have been assessed as {TAX_RATE} rate tax payer and as a result the {FREQUENCY} maximum value of childcare vouchers that you can receive has decreased to {EARNINGS_CAP}.
This means that from {CUTOFF_DATE} your childcare vouchers will be decreased to the revised maximum. If you already receive less than the maximum allowed then no changes have been made.
We have not made any changes to your carer payments. If you would like to make changes to your carer payment, please login to your childcare account at https://boomforrgpeople.rewardgateway.co.uk/ where you can amend your payment plan.
If you have any queries or need any assistance then please contact our team on {HELPDESK}.
Best wishes,
boom! - RG Childcare Team
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Frequency: Only if the employee's earnings cap has been decreased during their annual Basic Earnings Assessment.
8. Childcare Vouchers - Earnings Assessment
Status: In Use
Title: Childcare Vouchers - Earnings Assessment
Copy: Hello {MEMBER_FIRSTNAME},
Your earnings cap has been increased.
As a requirement of providing you with childcare vouchers your employer must complete a basic earnings assessment at the start of every tax year to determine the maximum value of childcare vouchers that you can receive according to the HMRC tax rules in place.
You have been assessed as {TAX_RATE} rate tax payer and as a result the {FREQUENCY} maximum value of childcare vouchers that you can receive has increased to {EARNINGS_CAP}.
This means that you can now benefit from higher annual savings through the scheme if you choose to increase your Childcare Vouchers to the maximum allowed.
You can change your childcare voucher amount online at https://boomforrgpeople.rewardgateway.co.uk/. Simply visit the childcare voucher section of the website and choose the option to ‘Change My Contribution’.
If you have any queries or need any assistance then please contact our team on {HELPDESK}.
Best wishes,
boom! - RG Childcare Team
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Frequency: Only if the employee's earnings cap has been increased during their annual Basic Earnings Assessment.
9. Your Childcare Voucher access will soon close
Status: In Use
Title: Last chance to stay in the Childcare Voucher scheme
Copy: Hi {MEMBER_FIRSTNAME},
Your childcare voucher account will be closed in 12 weeks due to inactivity. You must make a contribution before then if you wish to keep your account open, even a small £5 contribution is enough.
Due to HMRC rules you will not be allowed to reapply if your account is closed, so if you think you might want to keep using this great benefit in the future you should restart your contribution.
Restart your contribution
If you have recently restarted your vouchers please disregard this message.
Kind Regards,
RG Childcare
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Frequency: Sent after 21 months of CCV inactivity, 12 weeks before the accounts gets deprovisioned.
10. Last chance to stay in the Childcare Voucher scheme
Status: In Use
Title: Last chance to stay in the Childcare Voucher scheme
Copy: Hi {MEMBER_FIRSTNAME},
You now have 8 weeks to restart a Childcare Voucher contribution before your account is permanently closed. As Childcare Vouchers has now closed to new applicants you will not be able to reapply later. If you wish to continue saving money by using Childcare Vouchers you will need to log in and restart your contribution.
Please be aware that it may take over a month to approve your request to restart your vouchers, so if you wish to continue with the benefit you should re-apply as soon as possible.
If you have recently restarted your contribution, please disregard this message.
Login Now
Kind Regards,
boom! - RG Childcare Team
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Frequency: Sent after 22 months of CCV inactivity, 8 weeks before the accounts gets deprovisioned.
11. Your new RG Childcare Account is ready!
Status: In Use
Title: Your new RG Childcare Account is ready!
Copy: Good news, {MEMBER_FIRSTNAME}!
Your RG Childcare account is active and ready to go.
To make sure your carer receives payment on time, please set up a Carer Payment using these simple steps:
Click here to log in to boom!.
Locate your Childcare Vouchers/RG Childcare tab from the main menu and view your Childcare Voucher Account.
Add your youngest child’s date of birth. This is a legal requirement to make sure you’re entitled to receive vouchers. It’s important you do this as soon as you can.
Scroll down to Your Carers & Payments, select Make a Payment and follow the on-screen instructions.
Here's some more information to get you started with your account:
You'll receive your first childcare voucher credit on {PAYMENT_DATE}. If you are paid monthly you can set up a rolling 'Monthly' payment which will be sent on the chosen date every month. If you have any vouchers in your previous childcare voucher account, you'll need to access your account with your previous provider.
*Please note that payments will only go through to your carer once the carer's status is 'approved' and they are fully registered to RG Childcare. "Pending" carers are in the process of registering so please allow a few days if your carer has this status. You will be notified once they have been confirmed.
If you have any queries, please contact the name Helpdesk via LiveChat once logged in, or call {HELPDESK_NUMBER}. Lines are open 24/7.
Best wishes,
boom! - RG Childcare Team
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Frequency: Sent to newly transferred CCV users who already have an account on our system.
12. Welcome to RG Childcare!
Status: In Use
Title: Welcome to RG Childcare!
Copy: Good news, {MEMBER_FIRSTNAME}!
Your new account is almost ready.
You've been sent this message as an employee of name that currently receives childcare vouchers.
It gives us great pleasure to inform you that RG Childcare will be your new voucher provider from {PAYMENT_DATE}.
To complete your transfer across to RG Childcare Vouchers, we need you to provide some details about your child/children and carers. You will have been sent an activation email to access your online account. If you have activated your account please login, or if you would prefer to speak to someone you can call our helpdesk on {HELPDESK_NUMBER}. You will need to have to hand:
Your youngest child’s Date of Birth*
The carer/carer's you wish to make payment to (Name, Address and Contact Details)
*Adding your youngest child’s Date of Birth is essential to this process and failure to do so by {APPROVAL_DATE} may result in your childcare payroll contributions being suspended in {PAYMENT_DATE}. If your previous provider shared this information with us it will be preloaded on your account.
Don't want to continue with Childcare Vouchers?
If you intentionally wish to suspend your childcare vouchers from {PAYMENT_DATE}, then please call as above and request the option to suspend your contributions.
Need more help?
For any queries, please contact the name Helpdesk on {HELPDESK_NUMBER}. Lines are open 24/7.
Best wishes,
Everyone at RG Childcare & boom!
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Frequency: Sent to newly transferred CCV users who did not have accounts before the transfer. Gets sent along with the registration transfer email.
System emails sent to administrators
13. RG Childcare - Don't forget to update your user information
Status: In Use
Title: RG Childcare - Don't forget to update your user information
Copy: Hi {NAME},
Your Basic Earnings Assessments for payroll {PAYROLL_NAME} are scheduled to be automatically recalculated on {SCHEDULE_DATE}.
To make sure that they are correct and that each user received their correct earnings cap for the year, please make sure that your member data is up to date.
If you wish to move the date of your recalculations, you can do this through the SmartPay tab in Reward Manager.
Many Thanks,
boom! - RG Childcare Team
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Frequency: Notification 5 days before the date the auto-BEA task is scheduled for.
14. RG Childcare - Please check your data today
Status: In Use
Title: RG Childcare - Please check your data today
Copy: Hi {NAME},
Your Basic Earnings Assessments for payroll {PAYROLL_NAME} are scheduled to be automatically recalculated tomorrow.
It's really important that we have the most up to date data when we run these checks so please make sure that your member data is up to date.
If you wish to move the date of your recalculations, you can do this through the SmartPay tab in Reward Manager.
Many Thanks,
boom! - RG Childcare Team
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Frequency: Notification 1 day before the date the auto-BEA task is scheduled for.
15. RG Childcare - Your BEA task is still waiting to be confirmed
Status: In Use
Title: RG Childcare - Your BEA task for payroll {PAYROLL_NAME} is still waiting to be confirmed
Copy: Hi {NAME},
We'd like to remind you that you need to schedule a date for your annual automated Basic Earnings Assessments recalculations for your payroll {PAYROLL_NAME}.
Login here to confirm your date now:
{URL}
Many Thanks,
boom! - RG Childcare Team
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Frequency: Sent if the Auto-BEA task hasn't been scheduled by 10th March.
16. Your BEA recalculations are processed
Status: In Use
Title: Your BEA recalculations are processed
Copy: Hello {MEMBER_FIRSTNAME},
Your BEA recalculations are now processed.
We have now received your updates for your employees' Basic Earnings Assessments for payroll {PAYROLL_NAME} and these have been updated in our system.
Employees who have had their earnings caps changed have been notified, and you will see any changes reflected in your next deduction report.
To see the full list of your employees' earnings caps please visit the BEA History page in the SmartPay Childcare section of Reward Manager.
Kind regards,
boom! - RG Childcare Team
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Frequency: Sent once the auto-BEA task has been completed.
17. RG Childcare - You have applications ready for approval
Status: In Use
Title: RG Childcare - You have applications ready for approval
Copy: Hi {NAME},
You have {APPLICATIONS_COUNT} applications waiting for your approval.
Login here to approve them: {RM_URL}
Please process all pending applications for ({PAYROLL_NAME}) before {CUT_OFF} so that the changes can take effect within the current payroll period.
Many Thanks,
The RG Smart Pay Team
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Frequency: Sent on the approval date.