Documentation

Settings -> Workflow

SMS notifications

With Bookingtjeneste, you can easily send automatic SMS notifications to both customers and employees when a booking is made. The system also supports notifications for changes in booking status (such as rejected or canceled), as well as reminders before and after a booking. This gives you flexibility in communication and ensures time-saving processes.

How to create an SMS 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: “SMS on new booking”. 

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

– Do this: Select the action to be performed. Select “Send SMS”.

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 SMS”. Click the “Change” button.

6. Now the SMS will be created: 

– To: Select the recipients of the SMS. You can select the Customer and/or the Alternative. You can also add other phone numbers that should be fixed, click "Enter".

– 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.

When can automatic SMS notifications be sent?

• On new appointment: Send notifications when a new booking is added.
• On agreement change: Send notifications when an agreement is changed by the customer or employee.
• On cancellation or status change: Send notifications when the status of an appointment changes or is canceled.
• Pre-appointment reminder: Send notifications x minutes before an appointment starts (e.g. 1 hour before).
• After the deal: Send notifications after the deal is over to get feedback from the customer.
• When a new customer is created: Send a notification when a new customer is registered, including access details if enabled.

Important details

Telephone number

The SMS messages are sent from the booking service's own SMS name, "Reservation". This cannot be changed, and the recipient will not be able to reply to the SMS.

Test SMS

You can test SMS notifications during setup by using the "Save and Test" button. Remember to use +47 in front of your test number (e.g. +471234567).

How SMS sending works with segment and quota counting

• Message is divided into segments: Each SMS can contain up to 153 characters. If you type more, the message is automatically divided into multiple SMSs (segments).
• Check used quota: Before we send, the system looks at how many SMS segments you have already used this month.
• Check available quota: We add together "segments used" + "segments required by the message". If the sum exceeds your monthly quota, nothing is sent.
• Sending and logging: If you have quota left, we send everything to Twilio in one call. For each segment we send, one log entry is created – so you always see the exact number of SMS segments used.

How to check your SMS quota

• Click on your username in the top right.
• Select "Subscription".
• Press "Current subscription".

You will then get an overview like this: 

Briefly about placeholders (e.g. {{name}})

• The placeholder is replaced with the actual content (e.g. “Ola Nordmann”) before we count characters.
• All characters – letters, spaces, punctuation marks, and the inserted name – count towards the 153 characters allowed per segment.
• Tip: Plan for the longest name you expect to use to avoid unintentional extra segments.