How to add an email template

One of the features offered by Real Scheduler is the ability to send reminder, follow up, and other emails to customers about upcoming or past appointments. These emails can be created using a template, and here I explain how to create an email template, and how to send emails using that template.

From any screen, click the Admin tab.

manageemail

Click on the Manage Email templates link (highlighted above).

You will then see all your email templates. By default, there are two basic email templates, Confirmation Email and Follow Up email.

Screen Shot 2015-12-02 at 8.18.04 PM

We will be editing the Confirmation email here. Click on the edit button next to Confirmation Email. You should see a screen like this:

Screen Shot 2015-12-02 at 8.22.04 PM

Here you can edit the way the email is formatted to your liking, inserting special fields like <first_name>, <last_name>, <date>, <client_name>, <time>, <technician_name>, <technician_email>, and <technician_phone>, where appropriate.

The default template includes some of these “merge” fields already, so you can leave them there, delete some, or add some, as needed. Remember always to leave the “<” and “>” intact, as without those the field will not be populated.

Whatever data is in the field referenced will be populated into the email that is sent. For example, the letter:

Hello <client_name>:

Thank you for making an appointment with us!

You are confirmed for <date> at <time>.

Regards

<technician_name>
<technician_phone>

Will translate to:

Hello Susan Smith:

Thank you for making an appointment with us!

You are confirmed for 12/2/2015 at 10:00 AM.

Regards

Phil Warton
(415) 555-5555

Note: <first_name> and<last_name> refer to the client’s primary contact first and last names. The <client_name> field refers to the company name.

So go ahead and edit the template as needed by changing any of the wording, removing and adding form fields, and then clicking “Update the letter template” at the bottom of the screen.

It is good practice to send a couple of test emails using the template you just created before using it “in the field”.

To send an email, we need to use an appointment (most emails are sent in relation to an appointment).

In the calendar view (http://yourcompanyname.realscheduler.com/index.php/events) click on the appointment or create a new one and click “Edit Details”.

event

 

Edit Details is highlighted here.

Then you will be in the event details screen.

In the Event Details screen, after Technician reminder and Customer reminder, you will see a drop down of the type of email to send, followed by an empty field in which you can type a number, followed by the type of time unit. In the following image I have set a reminder for the technician for 2 hours prior to the event and a reminder to the client for 24 hours prior to the event.

Screen Shot 2015-12-02 at 8.42.29 PM

Make sure for testing purposes that you have set the time increment appropriately so that you can see the emails are being sent on time. Once you have entered that information, click Update this Event. Note: if this is a test, do not use an actual event tied to one of your clients. It is best to set up a test client with an email address you can access to test.

Then look for the email reminder in the technician’s and the clients email.

You can add as many email templates as you need by going to Admin > Add Email Template.