What's New: June 2024

June 2024 Release:

Further links:

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Consolidate multiple emails to the same recipient into one email

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The past

Previously, emails that were sent from Workflows would always send one email each time the criteria of your Workflow was met.
For example, a Delegate-based Workflow with the criteria ‘Delegate Status’ - ‘Is In’ - ‘Cancelled’ that sends an email to the Booking User would generate an individual email each time a Delegate had their status changed to ‘Cancelled’. This would mean that if a Booking User had booked three Delegates on a Course that was cancelled, they would receive three separate emails (one for each Delegate) to confirm the cancellation. This could create confusion and certainly email clutter and did not provide the best experience for the Booking User.

This experience was trickier the more Delegates a Booking User had booked onto a Course, particularly when the Booking User is the key contact and is set up to receive all of the communications. For 10 Delegates, they could receive 10 Course Confirmation emails, 10 Joining Instructions emails, 10 Course Reminder emails, 10 Thank You for Attending emails and 10 Certificate emails!

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The future

With Consolidate Emails, you can now set up your Workflow Emails to consolidate an update about multiple Delegates, Courses, or Invoices into a single email. This means that if eight Delegates booked by the same Booking User are all assigned the status of ‘Completed’ within a couple of minutes of one another, only one email is sent to the Booking User and it will contain the details of all eight Delegates.

This provides the recipient with a single source of information, a tidier inbox, and a better user experience!

How it works

The options to consolidate emails are available on each of your platform’s Workflows. This means that you can decide which of your Workflow Email Actions you’d like to generate consolidated emails for, and which you would like to continue to send as individual emails.

When you choose to consolidate, you can also decide:

1. How your emails will be grouped for their consolidation (e.g. group all the Delegates on the same Course into one email, or group all the Delegates attending the same venue into one email)

2. What you would like your consolidated emails to contain and look like (create a dedicated Email Template for your consolidated email versions)

3. What time frame should be used to look for emails to be consolidated together

You will find these settings when you edit a Workflow Email Action:

Based on your selections, when two or more emails are consolidated together, one email will be generated for the recipient.

When the email is generated, a check will be completed on each ‘merge field’ that is included within it (for example, @@BookerForenames is a merge field), to see if it should be displayed once or whether a list should be displayed.

This check looks at how the merge field would be generated for each of the individual emails that are going to be consolidated. If all of the emails would generate the merge field with the same text, then the merge field will only be included in the consolidated email once. If all the emails would generate the merge field with different text, then the merge field will be displayed as a comma separated list.

For example, in a consolidated email about 3 Delegates that have all been booked onto the same Course, you would want the merge field for ‘CourseOrAliasName’ to only be displayed once, but you would want the merge field for the ‘DelegateForename’ to display multiple times (one merge field for each Delegate Name).

Key Benefits

🧹 Reduced Email Clutter
By consolidating emails, your customer and internal inboxes will receive a lower volume of emails! This not only streamlines communication but it also lowers the chance of important information getting lost.

Enhanced User Experience
For your customer, receiving a single, comprehensive email is not only more convenient but also enhances the overall user experience. It simplifies the process of understanding and responding to workflow-related updates.

Please get in touch with a member of the accessplanit team to have Consolidated Emails turned on within your platform!

For more information and to learn how to create consolidated emails through your Workflow, please see our dedicated guides for Courses and Delegate based Workflows:

• https://www.accessplanit.com/en-gb/webinars/consolidate-emails

• Consolidate Workflow Email Actions - Delegates

• Consolidate Workflow Email Actions - Courses