Booking Confirmation Email
The workflow feature, will let you to set up email notifications and send emails to customers and stuff regarding upcoming bookings.
Below we summarize some basic setups to let you start, including some quick emails you can copy and paste to make it easier for you.
To start click on “Workflows” and “Create new workflow”.
Give it a name
On “when this happen” select “NEW BOOKING”
On “do this” select “SEND EMAIL” and click “CREATE”.
A new window will open and when you scroll down you will see “Do this” and on send email, click “SETUP”
Here on a new window you can edit the action and the actual email that will be sent out.
TO: Select “Customer email”
Subject: Booking Confirmation (or as you wish)
Body: Here you can write the actual email. The “keywords” dropdown menu, will synchronize everything by inserting all relevant pieces of information about the booking and your customer. For example, you can start by:
Dear {customer_first_name} …in this case the system will insert the customer name in the email automatically.
Same goes with appointment date, time, price, location, staff name etc. Just make sure you instert the premade keywords between the { }.
You can set the same type of email for yourself or the staff if you wish to send a booking notification.
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Email Reminders
In some cases, your clients may be busy, which may cause them to forget their appointment time. By automating communication and allowing clients to respond at their convenience, you can dramatically improve response rates.
Long-term clients may be embarrassed by missing an appointment, so a gentle reminder makes it easier to keep appointments.
For example, we want to set an email reminder 15 minutes before the appointment start time. To do that first we create a workflow.
To start click on “Workflows” and “Create new workflow”.
Give it a name
On “when this happen” select “BOOKING STARTS”
On “do this” select “SEND EMAIL” and click “CREATE”.
A new window will open.
Click on “When” and edit. Here you can set the time, in this case we choose “Before” 15 minutes for “status filter” Approved and SAVE.
Now scroll down you will see “Do this” and on send email, click “SETUP”
Here on a new window you can edit the action and the actual email that will be sent out.
TO: Select “Customer email”
Subject: Booking Reminder (or as you wish)
Body: Here you can write the actual email. The “keywords” dropdown menu, will synchronize everything by inserting all relevant pieces of information about the booking and your customer. For example, you can start by:
Dear {customer_first_name} …in this case the system will insert the customer name in the email automatically.
Same goes with appointment date, time, price, location, staff name etc. Just make sure you instert the premade keywords between the { }.
Then SAVE
You can set the same type of email for yourself or the staff if you wish to send a reminder.
You can do the same for “booking ends” and the system will send out an email to your customer some time later (the time you choose) if you wish.
