Difference between revisions of "Adjusting notifications"

From SimplyBook.me
 
(20 intermediate revisions by the same user not shown)
Line 1: Line 1:
 
<br><br>
 
<br><br>
=How to enable/disable notifications and adjust your templates=
+
:'''Video tutorial available ''[https://www.youtube.com/watch?v=s5PxQAtHZmU here]'''''
 +
 
 +
<br><br>
 +
=How to enable/disable bookings notifications and adjust your templates=
 
<br>
 
<br>
  
Go to Settings//General Settings//Email and SMS settings and check/uncheck the corresponding boxes to send/not send notifications. You can change the texts of notifications to better suit your needs by clicking "edit template", making changes and saving system settings.
+
Go to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Email and SMS settings</span> and <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">check/uncheck</span> the corresponding boxes to send/not send notifications. You can change the texts of notifications to better suit your needs by clicking <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">edit template,</span> making changes and saving system settings.
 
+
[[File:Email and sms settings path new navigation.png|1200px|border| center]]
[[File:Notifications settings path.png | center]]
+
<br><br>
 
+
<nomobile>[[File:Notifications on-off.png | center]]</nomobile>
 
+
<mobileonly>[[File:M notifications on and off.png | center]]</mobileonly>
[[File:Notifications on-off.png | center]]
+
<br><br>
 +
==Admin mobile app==
 +
If you are using admin mobile application you can receive booking related notifications such as booking confirmations, reminders, booking change and cancellation notifications.<br>
 +
To enable/disable these notifications please navigate to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> tab -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage notifications</span> in the admin mobile application.
 
<br><br>
 
<br><br>
 
=How to disable Feedbacks=
 
=How to disable Feedbacks=
You can view all your reviews in the Review tab in left-side menu, delete or reply to them. If you wish to remove the option to leave a review and do not send feedback request in Settings // Email and SMS settings // Settings for e-mail and SMS notifications // set "Number of days until feedback request is sent to client" to Disable.<br/>
+
You can view all your reviews in the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Reports</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Reviews</span> tab in left-side menu, delete or reply to them. If you wish to remove the option to leave a review and do not send feedback request in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Email and SMS settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings for e-mail and SMS notifications</span> -> set <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Number of days until feedback request is sent to client</span> to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Disable.</span><br/>
[[File: Disable feedback requests.png | center]]
+
<nomobile>[[File:Disable feedback v3.png | center]]</nomobile>
 +
<mobileonly>[[File:M disable feedback v3.png | center]]</mobileonly>
 
<br><br>
 
<br><br>
 +
=[[Custom_Features|Custom features]] related notifications=
 +
The following custom features have either own notification types or can influence the messages sent by the system:
 +
--------
 +
==[[Accept_payments_custom_feature|Accept payments]]==
 +
Allows to send:
 +
* Invoices to clients(email template)
 +
* Notifications about unsuccessful payments to client(Email template)
 +
* Notifications about unsuccessful payments to company(Email template)
 +
All these templates can be edited in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> [[Accept_payments_custom_feature|Accept payments]] -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Email template settings.</span>
 +
[[File:Accept payments notifications.png|1200px|border|center]]
 +
<br><br>
 +
:''[[Accept_payments_custom_feature|Read more]] about his custom feature use.''
 +
--------
 +
==[[Multiple_Bookings_custom_feature|Multiple bookings]]==
 +
Has own templates for:
 +
* Booking confirmation notification to client(Email and SMS templates)
 +
* Booking reminder notification to client(Email and SMS templates)
 +
Both types are automatically applied when this custom feature is enabled and the clients makes a batch of appointments at once using <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Add another service</span> button at checkout.
 +
The templates texts can be adjusted in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> [[Multiple_Bookings_custom_feature|Multiple bookings]] -> on the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">right side</span> of the page.
 +
[[File:Multiple bookings notifications path new cf.png|border|center]]
 +
<br><br>
 +
:''[[Multiple_Bookings_custom_feature|Read more]] about his custom feature use.''
 +
--------
 +
==[[Group_Bookings_custom_feature|Group bookings]]==
 +
Has special templates for the following types:
 +
* Booking confirmation notification to client(Email and SMS templates)
 +
* Booking reminder notification to client(Email and SMS templates)
 +
* Booking confirmation notification to provider(Email and SMS templates)
 +
* Booking reminder notification to provider(Email and SMS templates)
 +
They will be automatically applied when this custom feature is enabled and the client books an appointment selecting several participants on the service step of the booking process.
 +
All the templates can be adjusted in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> [[Group_Bookings_custom_feature|Group bookings]] -> on the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">right side</span> of the page.
 +
[[File:Group booking notifications.png|1200px|border|center]]
 +
<br><br>
 +
:''[[Group_Bookings_custom_feature|Read more]] about his custom feature use.''
 +
--------
 +
==[[Book_Soon_Notification_System_custom_feature|Book Soon notification system]]==
 +
Allows to send reminders to come again to the clients who have booked before.<br>
 +
The templates can be set in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> [[Book_Soon_Notification_System_custom_feature|Book Soon notification system]] -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Add new</span> to create a new template(Email and SMS).
 +
You can create numerous specific templates for certain service(s)/provider(s) and they will be sent when the indicated time has passed from the client appointment.
 +
[[File:Book soon settings v3.png|border|center]]
 +
<br><br>
 +
:''[[Book_Soon_Notification_System_custom_feature|Read more]] about his custom feature use.''
 +
--------
 +
==[[Coupons_and_Gift_Cards_custom_feature|Coupons & Gift cards]]==
 +
Can send specific notifications for the following cases when you are using this custom feature:
 +
* the client purchases a gift card on the booking website(Email and SMS templates)
 +
This notification template can be enabled/disable and edited in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> [[Coupons_and_Gift_Cards_custom_feature|Coupons & Gift cards]] -> on the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">right side</span> of the page.
 +
[[File:Coupons & gift cards notifications path new cf.png|border|center]]
 +
<br><br>
 +
As well if you manually issue gift card or coupon to your client(s) the template that will be used in this case can be access in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Coupons&Gift Cards</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Issue the gift card</span> / <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Send coupon message</span> for the desired gift-card/coupon -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Send Email/Send SMS.</span>
 +
<br><br>
 +
:''[[Coupons_and_Gift_Cards_custom_feature|Read more]] about his custom feature use.''
 +
--------
 +
==[[Client_mobile_app|Client mobile app]]==
 +
In case this feature is enabled and the client has allowed notifications, the mobile application will send booking-related push notifications.<br>
 +
There is no place to edit the template, but you can view the notifications report in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Reports</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Notification report.</span><br>
 +
[[File:Client app notifications report.png|border|center]]
 +
<br><br>
 +
'''Please note!''' You need to have enough push notifications credits to be able to send such notifications to clients
 +
<br><br>
 +
:''[[Client_mobile_app|Read more]] about his custom feature use.''
 +
--------
 +
==[[Client_Login_custom_feature|Client login]]==
 +
If you require the clients to sign in/sign up to be able to book the appointments or make purchases on your booking website and have Client login custom feature enabled,<br>
 +
there are three notification types that can be sent to your clients(they cannot be disabled):
 +
* new client registration(Email)
 +
* restore password(Email)
 +
* reset password or create client from admin interface(Email)
 +
You can edit the templates in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> [[Client_Login_custom_feature|Client login]] -> on the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">right side</span> of the page.
 +
[[File:Client login notifications.png|1200px|border|center]]
 +
<br><br>
 +
:''[[Client_Login_custom_feature|Read more]] about his custom feature use.''
 +
--------
 +
==[[Membership_custom_feature|Membership]]==
 +
When you sell memberships on the booking website you may also need to notify your clients about the different points.<br>
 +
This custom feature allows to send:
 +
* membership activation notification(Email and SMS templates)
 +
* recurring payment notification(Email and SMS templates)
 +
* recurring payment error(Email and SMS templates)
 +
* recurring payment success(Email and SMS templates)
 +
* membership period end(Email and SMS templates)
 +
* membership expires today(Email and SMS templates)
 +
* membership expired notification(Email and SMS templates)
 +
You can edit the templates, as well as enable/disable certain notification types in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> [[Membership_custom_feature|Membership]] -> on the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">right side</span> of the page.
 +
[[File:Membership notifications types.png|1200px|border|center]]
 +
<br><br>
 +
:''[[Membership_custom_feature|Read more]] about his custom feature use.''
 +
--------
 +
==[[Flexible_Notifications_custom_feature|Flexible notifications]]==
 +
This custom feature allows to customize the booking related notification per certain service/provider or both.<br>
 +
The following types can be used:
 +
* booking confirmation to client(Email and SMS templates)
 +
* booking confirmation to provider(Email and SMS templates)
 +
* reminder to client(Email and SMS templates)
 +
* reminder to provider(Email and SMS templates)
 +
* cancellation notification to client(Email and SMS templates)
 +
* cancellation notification for provider(Email and SMS templates)
 +
* booking change notification to client(Email and SMS templates)
 +
* booking change notification to provider(Email and SMS templates)
 +
* recurring event confirmation to client(Email and SMS templates)
 +
* recurring event confirmation to provider(Email and SMS templates)
 +
* batch cancellation notification to client(Email and SMS templates)
 +
* batch cancellation notification to provider(Email and SMS templates)
 +
* [[Multiple_Bookings_custom_feature|multiple bookings]] batch booking confirmation to client(Email and SMS templates)
 +
* [[Multiple_Bookings_custom_feature|multiple bookings]] event reminder to client(Email and SMS templates)
 +
* [[Group_Bookings_custom_feature|group bookings]] batch booking confirmation to client(Email and SMS templates)
 +
* [[Group_Bookings_custom_feature|group bookings]] batch booking confirmation to provider(Email and SMS templates)
 +
* [[Group_Bookings_custom_feature|group bookings]] reminder to client(Email and SMS templates)
 +
* [[Group_Bookings_custom_feature|group bookings]] reminder to provider(Email and SMS templates)
 +
You can create all the desired templates in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> [[Flexible_Notifications_custom_feature|Flexible notifications]] -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage.</span>
 +
[[File:Flexible notifications manage path new cf.png|border|center]]
 +
<br><br>
 +
In case you need to enable/disable some of these notification types please navigate to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Email and SMS settings</span> -> and <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">use the table</span> at the top of the page.<br>
 +
'''Please note!''' These are general booking notifications settings so if you turn some of them off it will also influence similar types related to other features(i.e. if you disable booking confirmations to providers there then common confirmations, as well as group, recurring batches confirmation notifications will become off)
 +
<br><br>
 +
:''[[Flexible_Notifications_custom_feature|Read more]] about his custom feature use.''
 +
--------
 +
==[[Packages_custom_feature|Packages]]==
 +
When you sell the packages of services/classes/products/service add-ons or issue the packages from admin side it is also possible to automatically send the clients the package activation notification(Email and/or SMS).<br>
 +
To edit the template text or enable/disable the notifications please navigate to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> [[Packages_custom_feature|Packages]] -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">right side</span> of the page.
 +
[[File:Packages notifications.png|1200px|border|center]]
 +
<br><br>
 +
:''[[Packages_custom_feature|Read more]] about his custom feature use.''
 +
--------
 +
==[[Tickets_custom_feature|Tickets]]==
 +
By default the ticket is automatically sent to client email together with the corresponding service confirmation email.<br>
 +
But in case you are using online payments and allow to choose <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">pay later</span> option on the booking website and the client select it,<br>
 +
in this case the ticket will be sent with the separate email.
 +
As well you may wish to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">re-send the ticket</span> to the client in certain cases(it is possible in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Reports</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Tickets report).</span>
 +
Both notification templates case be edited in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> [[Tickets_custom_feature|Tickets]] -> on the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">right side</span> or the page. There are Email types available only.
 +
[[File:Tickets notifications.png|1200px|border|center]]
 +
<br><br>
 +
:''[[Tickets_custom_feature|Read more]] about his custom feature use.''
 +
--------
 +
==[[Custom_Email_custom_feature|Custom email]]==
 +
Allows to customize the design of the email notifications to match your branding and taste.<br>
 +
To create your designs please go to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> [[Custom_Email_custom_feature|Custom email]] -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Create template.</span><br>
 +
[[File:Custom email plugin settings path.png|1200px|border|center]]
 +
<br><br>
 +
With the help of this custom feature you can influence the look of the following notification types:
 +
* common booking related notifications from Settings -> Email and SMS Settings;
 +
* invoices emails from [[Accept_payments_custom_feature|accept payments]] custom feature;
 +
* [[Group_Bookings_custom_feature|group bookings]] custom feature notifications;
 +
* [[Multiple_Bookings_custom_feature|multiple bookings]] custom feature notifications;
 +
* [[Client_Login_custom_feature|client login]] custom feature notifications;
 +
* [[Membership_custom_feature|membership]] custom feature notifications;
 +
* [[Packages_custom_feature|packages]] custom feature notifications;
 +
* [[Tickets_custom_feature|tickets]] custom feature notifications;
 +
* [[Coupons_and_Gift_Cards_custom_feature|coupons & gift cards]] custom feature notifications
 +
* [[Medical_test_custom_feature|medical test]] custom feature notifications;
 +
* [[Book_Soon_Notification_System_custom_feature|book soon notification system]] custom feature notifications.
 +
This feature allows to test each notification type with the pre-created design.
 +
[[File:Custom email plugin templates for custom features.png|1200px|border|center]]
 +
The <nowiki>{{content}}</nowiki> tag that contains the booking/purchase information can be edited in the corresponding feature settings.
 +
<br><br>
 +
:''[[Custom_Email_custom_feature|Read more]] about his custom feature use.''
 +
--------
 +
==[[SMTP_custom_feature|SMTP]]==
 +
This feature allows you to use your own SMTP server for sending the emails.<br>
 +
It has only one template for testing this feature after you have entered the settings.<br>
 +
You can edit and use the test email template in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">SMTP</span> -> on the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">right side</span> of the page.
 +
[[File:Smtp test email.png|1200px|border|center]]
 +
<br><br>
 +
:''[[SMTP_custom_feature|Read more]] about his custom feature use.''
 +
--------
 +
==[[Daily_Report_custom_feature|Daily report]]==
 +
When you enable and set this custom feature it will automatically send the email report about new, upcoming and cancelled appointments to your company email address.<br>
 +
There is not template to edit as such, but you can adjust the items included in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> [[Daily_Report_custom_feature|Daily report]] -> on the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">right side</span> of the page.
 +
[[File:Daily report settings path new cf.png|border|center]]
 +
<br><br>
 +
:''[[Daily_Report_custom_feature|Read more]] about his custom feature use.''
 +
--------
 +
==[[HIPAA_custom_feature|HIPAA]]==
 +
This is security-related custom feature and allows to send email notifications when somebody logs in to your system.<br>
 +
It does not contain any email template to be edited and can be enabled/disabled by adding/removing the email address in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> [[HIPAA_custom_feature|HIPAA]] -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">right side</span> of the page -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Notify email.</span>
 +
[[File:Hipaa settings path new cf.png|border|center]]
 +
<br><br>
 +
:''[[HIPAA_custom_feature|Read more]] about his custom feature use.''
 +
--------
 +
==[[Contact_Widget_custom_feature|Contact widget]]==
 +
As this custom feature allows to add a contact form to your booking website or create the contact button widget, there is also the email/SMS notification to company that is sent when somebody leaves a message on the booking site or widget so that you will be able to respond right away.
 +
There is no template to edit but you can disable such notifications in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Email and SMS settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Contact widget notifications.</span>
 +
[[File:Contact widget notifications.png|1200px|border|center]]
 +
<br><br>
 +
:''[[Contact_Widget_custom_feature|Read more]] about his custom feature use.''
 +
--------
 +
==[[Medical_test_custom_feature|Medical test]]==
 +
When you are using this custom feature you definitely need to send the test results to patients' emails.<br>
 +
In <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Medical test</span> -> on the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">right side</span> of the page you can enable/disable or edit the following templates:
 +
* positive results(Email and SMS templates);
 +
* negative results(Email and SMS templates);
 +
* inconclusive results(Email and SMS templates).
 +
[[File:Medical test notifications preferences.png|1200px|border|center]]
 +
In case you need to adjust the test result template please use <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom result template</span> option above the templates.
 +
<br><br>
 +
:''[[Medical_test_custom_feature|Read more]] about his custom feature use.''
 +
--------
 
=What are variables=
 
=What are variables=
  
Variables are elements that can be inserted in email and sms templates (Settings//General Settings//Email and SMS settings). These variables will denote the chosen item after the booking is made. For example you have 2 providers: Mary and John. In email template you insert text "You have booked a service with [provider]". If client chose on the booking page provider Mary, they would receive the following text "You have booked a service with Mary", if they chose John, they would receive the text "You have booked a service with John."
+
Variables are elements that can be inserted in email and sms templates (<span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Email and SMS settings</span>). These variables will denote the chosen item after the booking is made. For example you have 2 providers: Mary and John. In email template you insert text "You have booked a service with [provider]". If the client chose on the booking page provider Mary, they would receive the following text "You have booked a service with Mary", if they chose John, they would receive the text "You have booked a service with John."<br>
 +
You can always find the variables that can be used with the certain notification type near the template either on the right side of the page or in the popup that can be access by click on "Variables" button.
 +
[[File:Variables example.png|1200px|border|center]]
 
<br><br>
 
<br><br>
 
=iCals and how to use them=
 
=iCals and how to use them=
  
In Settings//General Settings//Email and SMS settings you can check the box "Attach iCal to e-mails" and then emails will contain file of .isc format. After clicking that file, it will open in one of your calendars (Google calendar, iCalendar,etc)
+
In <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Email and SMS settings</span> you can check the box <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Attach iCal to e-mails</span> and then emails will contain file of .isc format. After clicking that file, it will open in one of your calendars (Google calendar, iCalendar,etc)
  
[[File: Enable icals.png | center]]
+
<nomobile>[[File: Enable icals.png | center]]</nomobile>
 +
<mobileonly>[[File:M attach icals to emails.png | center]]</mobileonly>
 
<br><br>
 
<br><br>
:'''Please note''', that iCal files do not have set timezone so the time in that file will be displayed according to the IP address settings.
+
:'''Please note''', that iCal files do not have set timezone so the time in that file will be displayed according to the IP address/device settings.
 
<br><br>
 
<br><br>
 
=Clients/Providers do not receive notifications=
 
=Clients/Providers do not receive notifications=
  
 
;Possible reasons
 
;Possible reasons
:1. Corresponding boxes in Settings//General Settings//Email and SMS settings are not checked.  
+
:1. Corresponding boxes in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Email and SMS settings</span> are not checked.  
  
 
:2. Client/provider entered wrong email or phone.  
 
:2. Client/provider entered wrong email or phone.  
Line 37: Line 244:
 
:4. [[Custom_Features#SMTP | SMTP]] custom feature is not set correctly.
 
:4. [[Custom_Features#SMTP | SMTP]] custom feature is not set correctly.
  
:5. If sms are not coming, check your sms balance.
+
:5. If sms are not coming, check your sms balance in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Plans&Prices</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Subscriptions</span> at the bottom of the page.
 
<br><br>
 
<br><br>
  
Line 44: Line 251:
 
:1. Please check if you have [[Custom_Features#Multiple_Bookings| '''Multiple Bookings''']] or [[Custom_Features#Group_Bookings| '''Group Bookings''']] Custom Feature enabled. These Custom Features have their own templates.
 
:1. Please check if you have [[Custom_Features#Multiple_Bookings| '''Multiple Bookings''']] or [[Custom_Features#Group_Bookings| '''Group Bookings''']] Custom Feature enabled. These Custom Features have their own templates.
  
:'''Multiple bookings template''' (Custom Features//Settings of Multiple bookings Custom Feature)
+
:'''Multiple bookings template''' (<span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom Features</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Multiple bookings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">on the right side</span> of the page)
  
[[File:Multiple bookings settings.png | center]]
+
[[File:Multiple bookings notifications path new cf.png|1200px|border | center]]
 
<br><br>
 
<br><br>
:'''Group bookings template''' (Custom Features//Settings of Group bookings Custom Feature)
+
:'''Group bookings template''' (<span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom Features</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Group bookings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">on the right side</span> of the page)
 
 
  
[[File: Group bookings settings.png | center]]
+
[[File:Group booking notifications.png|1200px|border| center]]
 
<br><br>
 
<br><br>
:2. Check if you have Time Zone settings on, in this case client may have selected wrong time zone and received notification in wrong time zone too.  
+
:2. Check if you have Time Zone settings on in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Main configuration,</span> in this case client may have selected wrong time zone and received notification in wrong time zone too.  
  
[[File: Timezone settings.png | center ]]
+
<nomobile>[[File: Timezone settings.png | center ]]</nomobile>
 +
<mobileonly>[[File:M client timezone settings.png | center]]</mobileonly>
 
<br><br>
 
<br><br>
 
=Email whitelisting instructions=
 
=Email whitelisting instructions=
Line 77: Line 284:
  
  
:1. Go to '''Settings''' (click the gear icon at the top to the right)
+
:1. Go to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> (click the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">gear</span> icon at the top to the right)
  
 
[[File:Click settings.png| center]]
 
[[File:Click settings.png| center]]
  
  
:2. Select the ‘'''Filters and Blocked Addresses'''’ tab
+
:2. Select the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Filters and Blocked Addresses</span> tab
  
  
Line 89: Line 296:
  
  
:3. Towards the bottom of the tab, click the ‘Create a new filter’ link
+
:3. Towards the bottom of the tab, click the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Create a new filter</span> link
  
  
Line 96: Line 303:
  
  
:4. In the ‘From’ field write '''@simplybook.me'''
+
:4. In the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">From</span> field write '''@simplybook.me'''
:5. Click ‘'''Create filter with this search'''’ to the bottom right of the window
+
:5. Click <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Create filter with this search</span> to the bottom right of the window
  
  
Line 104: Line 311:
  
  
:6. Tick the box next to ‘'''Never send it to Spam'''’
+
:6. Tick the box next to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Never send it to Spam</span>
:7. Click the blue button that says ‘'''Create filter'''’
+
:7. Click the blue button that says <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Create filter</span>
  
  
Line 119: Line 326:
 
:1. Find an email from SimplyBook.me in your inbox
 
:1. Find an email from SimplyBook.me in your inbox
  
:2. Click and drag it to the Primary tab in your inbox
+
:2. Click and drag it to the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Primary</span> tab in your inbox
 
 
  
 
[[File:Gmail move to primary tab.png| center]]
 
[[File:Gmail move to primary tab.png| center]]
 
+
<br><br>
 
+
:3. You’ll be asked whether you want to do this for future emails, so tell them <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">yes</span>
:3. You’ll be asked whether you want to do this for future emails, so tell them “yes”
 
 
 
  
 
[[File:Gmail do this with future emails from SimplyBook.me.png| center]]
 
[[File:Gmail do this with future emails from SimplyBook.me.png| center]]
Line 133: Line 337:
  
 
:1. When you open an email message, hover your mouse on the Sender's name.
 
:1. When you open an email message, hover your mouse on the Sender's name.
:2. Click the the three dots in the Sender's info window that appears and click “Add to contacts”.
+
 
 +
:2. Click the the three dots in the Sender's info window that appears and click <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Add to contacts.</span>
  
 
[[File:Add to contacts yahoo.png| center]]
 
[[File:Add to contacts yahoo.png| center]]
 
+
<br><br>
 
+
:3. When <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Add Contact</span> form comes up, click <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Save.</span>
:3. When "Add Contact" form comes up, click "Save".  
 
  
 
[[File:Add contact yahoo form.PNG| center]]
 
[[File:Add contact yahoo form.PNG| center]]
Line 145: Line 349:
  
  
:1. From the top menu select '''Mail > Preferences'''
+
:1. From the top menu select <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Mail</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Preferences</span>
  
 
[[File:Step 1 - open Mail preferences.jpg| center]]
 
[[File:Step 1 - open Mail preferences.jpg| center]]
 
+
<br><br>
 
+
:2. Then select the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Rules</span> icon, click <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Add Rule</span> and type a name for the rule in the description field. Use the following settings:
:2. Then select the “'''Rules'''” icon, click “'''Add Rule'''” and type a name for the rule in the description field. Use the following settings:
 
  
 
[[File:Step 2 - open Rules configuration.jpg| center]]
 
[[File:Step 2 - open Rules configuration.jpg| center]]
 
+
<br><br>
 
+
:3. “If any of the following conditions are met: From Contains”. In the text field besides <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Contains</span> type '''@simplybook.me'''
:3. “If any of the following conditions are met: From Contains”. In the text field besides “Contains” type '''@simplybook.me'''
 
  
 
[[File:Step 3 - add a rule for SimplyBook.me mails.jpg| center]]
 
[[File:Step 3 - add a rule for SimplyBook.me mails.jpg| center]]
  
 
+
:4. Select <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Move Message</span> and <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Inbox</span> from the drop down menus and then click <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">OK</span> to save the rule.
:4. Select “'''Move Message'''” and “'''Inbox'''” from the drop down menus and then click '''OK''' to save the rule.
 
 
<br><br>
 
<br><br>
 
==Using Outlook==
 
==Using Outlook==
Line 166: Line 367:
  
 
:1. Right-click on the message in your inbox.
 
:1. Right-click on the message in your inbox.
:2. Select “Junk E-mail” from the menu.
 
:3. Click “Never Block Sender” or "Never Block Sender's Domain (@example.com)".
 
 
[[File:Outlook not junk.jpg| center]]
 
  
 +
:2. Select <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Junk E-mail</span> from the menu.
  
 +
:3. Click <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Never Block Sender</span> or <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Never Block Sender's Domain (@example.com).</span>
  
 +
[[File:Outlook not junk.jpg| center]]
 +
<br><br>
 
Great, you’re all set! We look forward to being in touch and seeing your business blossom!
 
Great, you’re all set! We look forward to being in touch and seeing your business blossom!

Latest revision as of 13:07, 9 August 2021



Video tutorial available here



How to enable/disable bookings notifications and adjust your templates


Go to Settings -> Email and SMS settings and check/uncheck the corresponding boxes to send/not send notifications. You can change the texts of notifications to better suit your needs by clicking edit template, making changes and saving system settings.

Email and sms settings path new navigation.png



Notifications on-off.png
M notifications on and off.png



Admin mobile app

If you are using admin mobile application you can receive booking related notifications such as booking confirmations, reminders, booking change and cancellation notifications.
To enable/disable these notifications please navigate to Settings tab -> Manage notifications in the admin mobile application.

How to disable Feedbacks

You can view all your reviews in the Reports -> Reviews tab in left-side menu, delete or reply to them. If you wish to remove the option to leave a review and do not send feedback request in Settings -> Email and SMS settings -> Settings for e-mail and SMS notifications -> set Number of days until feedback request is sent to client to Disable.

Disable feedback v3.png
M disable feedback v3.png



Custom features related notifications

The following custom features have either own notification types or can influence the messages sent by the system:


Accept payments

Allows to send:

  • Invoices to clients(email template)
  • Notifications about unsuccessful payments to client(Email template)
  • Notifications about unsuccessful payments to company(Email template)

All these templates can be edited in Custom features -> Accept payments -> Settings -> Email template settings.

Accept payments notifications.png



Read more about his custom feature use.

Multiple bookings

Has own templates for:

  • Booking confirmation notification to client(Email and SMS templates)
  • Booking reminder notification to client(Email and SMS templates)

Both types are automatically applied when this custom feature is enabled and the clients makes a batch of appointments at once using Add another service button at checkout. The templates texts can be adjusted in Custom features -> Multiple bookings -> on the right side of the page.

Multiple bookings notifications path new cf.png



Read more about his custom feature use.

Group bookings

Has special templates for the following types:

  • Booking confirmation notification to client(Email and SMS templates)
  • Booking reminder notification to client(Email and SMS templates)
  • Booking confirmation notification to provider(Email and SMS templates)
  • Booking reminder notification to provider(Email and SMS templates)

They will be automatically applied when this custom feature is enabled and the client books an appointment selecting several participants on the service step of the booking process. All the templates can be adjusted in Custom features -> Group bookings -> on the right side of the page.

Group booking notifications.png



Read more about his custom feature use.

Book Soon notification system

Allows to send reminders to come again to the clients who have booked before.
The templates can be set in Custom features -> Book Soon notification system -> Settings -> Add new to create a new template(Email and SMS). You can create numerous specific templates for certain service(s)/provider(s) and they will be sent when the indicated time has passed from the client appointment.

Book soon settings v3.png



Read more about his custom feature use.

Coupons & Gift cards

Can send specific notifications for the following cases when you are using this custom feature:

  • the client purchases a gift card on the booking website(Email and SMS templates)

This notification template can be enabled/disable and edited in Custom features -> Coupons & Gift cards -> on the right side of the page.

Coupons & gift cards notifications path new cf.png



As well if you manually issue gift card or coupon to your client(s) the template that will be used in this case can be access in Manage -> Coupons&Gift Cards -> Issue the gift card / Send coupon message for the desired gift-card/coupon -> Send Email/Send SMS.

Read more about his custom feature use.

Client mobile app

In case this feature is enabled and the client has allowed notifications, the mobile application will send booking-related push notifications.
There is no place to edit the template, but you can view the notifications report in Reports -> Notification report.

Client app notifications report.png



Please note! You need to have enough push notifications credits to be able to send such notifications to clients

Read more about his custom feature use.

Client login

If you require the clients to sign in/sign up to be able to book the appointments or make purchases on your booking website and have Client login custom feature enabled,
there are three notification types that can be sent to your clients(they cannot be disabled):

  • new client registration(Email)
  • restore password(Email)
  • reset password or create client from admin interface(Email)

You can edit the templates in Custom features -> Client login -> on the right side of the page.

Client login notifications.png



Read more about his custom feature use.

Membership

When you sell memberships on the booking website you may also need to notify your clients about the different points.
This custom feature allows to send:

  • membership activation notification(Email and SMS templates)
  • recurring payment notification(Email and SMS templates)
  • recurring payment error(Email and SMS templates)
  • recurring payment success(Email and SMS templates)
  • membership period end(Email and SMS templates)
  • membership expires today(Email and SMS templates)
  • membership expired notification(Email and SMS templates)

You can edit the templates, as well as enable/disable certain notification types in Custom features -> Membership -> on the right side of the page.

Membership notifications types.png



Read more about his custom feature use.

Flexible notifications

This custom feature allows to customize the booking related notification per certain service/provider or both.
The following types can be used:

  • booking confirmation to client(Email and SMS templates)
  • booking confirmation to provider(Email and SMS templates)
  • reminder to client(Email and SMS templates)
  • reminder to provider(Email and SMS templates)
  • cancellation notification to client(Email and SMS templates)
  • cancellation notification for provider(Email and SMS templates)
  • booking change notification to client(Email and SMS templates)
  • booking change notification to provider(Email and SMS templates)
  • recurring event confirmation to client(Email and SMS templates)
  • recurring event confirmation to provider(Email and SMS templates)
  • batch cancellation notification to client(Email and SMS templates)
  • batch cancellation notification to provider(Email and SMS templates)
  • multiple bookings batch booking confirmation to client(Email and SMS templates)
  • multiple bookings event reminder to client(Email and SMS templates)
  • group bookings batch booking confirmation to client(Email and SMS templates)
  • group bookings batch booking confirmation to provider(Email and SMS templates)
  • group bookings reminder to client(Email and SMS templates)
  • group bookings reminder to provider(Email and SMS templates)

You can create all the desired templates in Custom features -> Flexible notifications -> Manage.

Flexible notifications manage path new cf.png



In case you need to enable/disable some of these notification types please navigate to Settings -> Email and SMS settings -> and use the table at the top of the page.
Please note! These are general booking notifications settings so if you turn some of them off it will also influence similar types related to other features(i.e. if you disable booking confirmations to providers there then common confirmations, as well as group, recurring batches confirmation notifications will become off)

Read more about his custom feature use.

Packages

When you sell the packages of services/classes/products/service add-ons or issue the packages from admin side it is also possible to automatically send the clients the package activation notification(Email and/or SMS).
To edit the template text or enable/disable the notifications please navigate to Custom features -> Packages -> right side of the page.

Packages notifications.png



Read more about his custom feature use.

Tickets

By default the ticket is automatically sent to client email together with the corresponding service confirmation email.
But in case you are using online payments and allow to choose pay later option on the booking website and the client select it,
in this case the ticket will be sent with the separate email. As well you may wish to re-send the ticket to the client in certain cases(it is possible in Reports -> Tickets report). Both notification templates case be edited in Custom features -> Tickets -> on the right side or the page. There are Email types available only.

Tickets notifications.png



Read more about his custom feature use.

Custom email

Allows to customize the design of the email notifications to match your branding and taste.
To create your designs please go to Custom features -> Custom email -> Create template.

Custom email plugin settings path.png



With the help of this custom feature you can influence the look of the following notification types:

This feature allows to test each notification type with the pre-created design.

Custom email plugin templates for custom features.png

The {{content}} tag that contains the booking/purchase information can be edited in the corresponding feature settings.

Read more about his custom feature use.

SMTP

This feature allows you to use your own SMTP server for sending the emails.
It has only one template for testing this feature after you have entered the settings.
You can edit and use the test email template in Custom features -> SMTP -> on the right side of the page.

Smtp test email.png



Read more about his custom feature use.

Daily report

When you enable and set this custom feature it will automatically send the email report about new, upcoming and cancelled appointments to your company email address.
There is not template to edit as such, but you can adjust the items included in Custom features -> Daily report -> on the right side of the page.

Daily report settings path new cf.png



Read more about his custom feature use.

HIPAA

This is security-related custom feature and allows to send email notifications when somebody logs in to your system.
It does not contain any email template to be edited and can be enabled/disabled by adding/removing the email address in Custom features -> HIPAA -> right side of the page -> Notify email.

Hipaa settings path new cf.png



Read more about his custom feature use.

Contact widget

As this custom feature allows to add a contact form to your booking website or create the contact button widget, there is also the email/SMS notification to company that is sent when somebody leaves a message on the booking site or widget so that you will be able to respond right away. There is no template to edit but you can disable such notifications in Settings -> Email and SMS settings -> Contact widget notifications.

Contact widget notifications.png



Read more about his custom feature use.

Medical test

When you are using this custom feature you definitely need to send the test results to patients' emails.
In Custom features -> Medical test -> on the right side of the page you can enable/disable or edit the following templates:

  • positive results(Email and SMS templates);
  • negative results(Email and SMS templates);
  • inconclusive results(Email and SMS templates).
Medical test notifications preferences.png

In case you need to adjust the test result template please use Custom result template option above the templates.

Read more about his custom feature use.

What are variables

Variables are elements that can be inserted in email and sms templates (Settings -> Email and SMS settings). These variables will denote the chosen item after the booking is made. For example you have 2 providers: Mary and John. In email template you insert text "You have booked a service with [provider]". If the client chose on the booking page provider Mary, they would receive the following text "You have booked a service with Mary", if they chose John, they would receive the text "You have booked a service with John."
You can always find the variables that can be used with the certain notification type near the template either on the right side of the page or in the popup that can be access by click on "Variables" button.

Variables example.png



iCals and how to use them

In Settings -> Email and SMS settings you can check the box Attach iCal to e-mails and then emails will contain file of .isc format. After clicking that file, it will open in one of your calendars (Google calendar, iCalendar,etc)

Enable icals.png
M attach icals to emails.png



Please note, that iCal files do not have set timezone so the time in that file will be displayed according to the IP address/device settings.



Clients/Providers do not receive notifications

Possible reasons
1. Corresponding boxes in Settings -> Email and SMS settings are not checked.
2. Client/provider entered wrong email or phone.
3. Email went to junk (Spam) folder or to Social tab. Please check Whitelisting instructions here.
4. SMTP custom feature is not set correctly.
5. If sms are not coming, check your sms balance in Plans&Prices -> Subscriptions at the bottom of the page.



Clients/Providers receive wrong notifications

1. Please check if you have Multiple Bookings or Group Bookings Custom Feature enabled. These Custom Features have their own templates.
Multiple bookings template (Custom Features -> Multiple bookings -> on the right side of the page)
Multiple bookings notifications path new cf.png



Group bookings template (Custom Features -> Group bookings -> on the right side of the page)
Group booking notifications.png



2. Check if you have Time Zone settings on in Settings -> Main configuration, in this case client may have selected wrong time zone and received notification in wrong time zone too.
Timezone settings.png
M client timezone settings.png



Email whitelisting instructions

So here are a few things that you can do to make sure you get those all important emails from the team here at SimplyBook.me.

You can expect system notifications such as when your subscription is up for renewal, notices about bookings, and helpful information on various things such as how to get the most out of your SimplyBook.me service.

As great as technology is, it isn’t perfect, and sometimes email systems and internet service providers mistake legitimate email for spam. To ensure that you don’t miss important communication from us, please take the following steps:

Please whitelist any emails that come from the @simplybook.me domain.

Why? Because that tells your email service or program that you actually want emails from this domain, so that they can then make sure you get them.

How? Well, this differs between email services and programs but below you can see information about some of the main ones. If you aren’t using one of these, please refer to the help section for yourservice for information.


Using Gmail or Gsuite

Filter messages from @simplybook.me and tell the system to never send it to spam:


1. Go to Settings (click the gear icon at the top to the right)
Click settings.png


2. Select the Filters and Blocked Addresses tab


Select filters and blocked addresses.png


3. Towards the bottom of the tab, click the Create a new filter link


Gmail create a new filter.png


4. In the From field write @simplybook.me
5. Click Create filter with this search to the bottom right of the window


Gmail create filter with this search.png


6. Tick the box next to Never send it to Spam
7. Click the blue button that says Create filter


Gmail never send it to spam.png


Great! Now you won’t miss anything from us!


And to ensure that our emails don’t get lost in that Updates or Promotions tab:


1. Find an email from SimplyBook.me in your inbox
2. Click and drag it to the Primary tab in your inbox
Gmail move to primary tab.png



3. You’ll be asked whether you want to do this for future emails, so tell them yes
Gmail do this with future emails from SimplyBook.me.png



Using Yahoo! mail

1. When you open an email message, hover your mouse on the Sender's name.
2. Click the the three dots in the Sender's info window that appears and click Add to contacts.
Add to contacts yahoo.png



3. When Add Contact form comes up, click Save.
Add contact yahoo form.PNG



Using Mac Mail

1. From the top menu select Mail -> Preferences
Step 1 - open Mail preferences.jpg



2. Then select the Rules icon, click Add Rule and type a name for the rule in the description field. Use the following settings:
Step 2 - open Rules configuration.jpg



3. “If any of the following conditions are met: From Contains”. In the text field besides Contains type @simplybook.me
Step 3 - add a rule for SimplyBook.me mails.jpg
4. Select Move Message and Inbox from the drop down menus and then click OK to save the rule.



Using Outlook

1. Right-click on the message in your inbox.
2. Select Junk E-mail from the menu.
3. Click Never Block Sender or Never Block Sender's Domain (@example.com).
Outlook not junk.jpg



Great, you’re all set! We look forward to being in touch and seeing your business blossom!