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Automatic email notifications

With Booking Service, you can send automatic email notifications to customers, employees, and administrators. You can use ready-made templates or customize the emails yourself, in both plain text and HTML.

Email notifications are an effective tool for keeping both customers and employees updated on important details related to bookings. For customers, email notifications provide clear confirmation that the booking has been registered, along with all necessary information such as time, location, and any specifications related to the service. This creates security and minimizes the risk of misunderstandings.

For employees, email notifications ensure they have an overview of their tasks and appointments at all times. Notifications can include information about times, customer details, and specific instructions related to the service. This contributes to efficient planning and reduces the chance of errors or no-shows.

By automating email notifications, the system can ensure that important communications happen quickly and accurately, improving both the customer experience and employee efficiency.

How to create an email notification

1. Click on "Workflow" in the menu.

2. Click "Create new workflow".

3. You will now see three fields:

– Workflow name: Enter a name for this workflow. For example: “Email on new booking”. 

– When this happens: Select the trigger for the action. For example: “New booking.” 

– Do this: Select the action to perform. Select “Send Email.”

4. You will now see a new screen.
– Workflow name: This is the name you gave the workflow. Change this if desired. This only affects the name you see in the control panel.
– Under “When” it now says “New booking”. Click the “Edit” button to adjust settings in detail. For example, you can link selected services, locations, options and statuses. Then the workflow will only be triggered if these settings match.
– Under “Do this” it now says “Send email.” Click the “Change” button.

6. Now the email will be created: 

– To: Select the recipients of the email. You can select the Customer and/or the Alternative. You can also add other email addresses and click “Enter”.

– Subject: Write a subject for the email, for example, "Thank you for your booking." 

– Content: Enter the content of the email. By clicking on “Keywords” you can enter dynamic information (placeholders) such as the customer’s name, service name, etc. This will be automatically adjusted when the email is sent.

7. Save.

Ready-made email template

If you want to use a ready-made template, click on "Find a ready-made template" which is visible where you write the content of the email.

• Copy the selected template from this page.
• Return to the email editor, click "Code view" and paste the template code you copied. Click "Code view" again to exit code view.
• Edit the template if necessary and click "Save". 

Email sender name

To change the sender name on emails:

• Go to Settings -> Email Settings.
• Enter the company name, not the email address.
• Click Save changes.

When the system can send email

• For new appointments: Send automatic confirmation when a new booking is created.
• When an agreement is changed: Notification is sent when an agreement is changed via the customer panel.
• On cancellation or status change: Send notifications based on the status change of the agreements.
• Pre-appointment reminder: Send reminders, for example 1 hour before the appointment.
• After appointment: Send notifications after the appointment for feedback or other information.
• New customer created: Notification is sent when a new customer is registered.