The customer notifications tab allows you to apply custom notification workflows to your booking calendar. You can either use a basic default (pre-set) workflow, or customize your own workflow. Read on to learn how to apply an existing workflow, and how to create custom workflows from scratch.
Applying workflows to a booking calendar
You need to apply a workflow to a booking calendar in order for it to come into effect.
- To begin, open the booking calendar you want to apply a notification workflow to.
- At the top of the booking calendar builder, click on the Customer notifications tab.
- From the drop down menu, you can select the customer notification workflow that you want to apply this booking calendar.
- You will be able to see the settings of the selected workflow displayed below.
- When you've selected the workflow you want, click Save at the bottom.
That's it! Now any customer that has scheduled a meeting with you through that booking calendar will receive a series of notifications according to the workflow that you have set.
Creating a custom workflow
You can configure notifications for the entire booking cycle: You can choose to trigger email and SMS notifications and reminders to be sent as these points:
- Meeting confirmation
- Meeting reminder
- Meeting rescheduled
- Meeting reassigned
- Meeting cancelation
To create a custom workflow, follow these steps:
- Go to the booking calendar builder
- Click the Customer notification workflows button (Figure 1)
- Click + New custom workflow (Figure 2)
- Name your workflow in the pop up and click Create
- In each row, select whether you would like to send an email, an SMS, or both at each meeting point.
- You can customize the "Meeting confirmation" email. Read how to in the section below.
- When you select SMS notification, the Mobile phone interaction will be added to the booking calendar's booking form.
- In the second row, Meeting reminder, you can choose how long before a meeting the reminder is sent. You can also add up to two additional reminders.
- Once you're happy with you workflow, click Save at the bottom of the screen.
This new notification workflow can be applied to any of your booking calendars.
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Customizing the "Meeting confirmation" email
When a customer books a meeting with you through a booking calendar, with a notification workflow applied, you can personalize the email that is sent out to them when the meeting is confirmed.
Figure 1: Customizing the Meeting confirmation email
- In a notification workflow, click Customize email (Figure 1) in the Meeting confirmation column.
- Here, you can customize any of the text in the subject line and body of the email.Figure 2: The text tool bar
- Using the tool bar (Figure 2), you can use bold, italics, add a hyperlink, and more.
- You can add variables, which are dynamic fields, by beginning a word or phrase with the @ symbol. These fields are supplied by the details of the scheduled booking. To see the full list of variables, click +Variables and scroll through the list.
- At any time, you can restore the original email by clicking Restore default in the tool bar.
- To save your changes, click Save at the bottom of the screen.