Send automatic Booking Confirmation emails

Top Tip! accessplanit platforms come with many pre-built Email Templates to save you time! These pre-built templates include a ‘Booker - Booking Confirmation’ Email Template which you can use or copy from. Open the ‘Administration’ menu from the Profile options at the top-right of your platform From the Administration Menu, click on the ‘Email Templates’ option (the menu is in alphabetical order) This will take you to your ‘Email Templates’ DataGrid where you can view, edit, and add Email Templates Click the ‘Add Email Template’ button This will open the Email Template Form Give your Email Template a ‘Name’ We recommend labeling your Email Template with the name of the anticipated recipient followed by a description of the email, such as “Booker - Booking Confirmation” Select which Module your Email Template relates to, as this email will contain information about your Bookings, you should select ‘Booking’ The module you choose affects what information you can include using merge fields and who you can send these emails to. Leave the ‘Email Type’ selected as ‘Normal’ as this is a transactional email, not a marketing email   Leave the ‘Creation Mode’ as ‘Free Text’ as you will be defining the content of your Email directly in the Email Template rather than first building Text Templates   Add in a ‘Subject’ for your email We recommend including your business name and/or the date created within the subject to catch the recipient’s attention in their inbox, you can do this by adding the merge field @@DateCreated into the Subject text box Add in the ‘Body’ of your email If you copied the content from an existing Email Template, you can paste this content into here! If you need to apply branding to your email, please see our dedicated guide: Add company branding to Email Template Use the ‘Field' drop-down option in the text editor to include merge fields such as a summary of the booking within the emails Merge Fields vary depending on which module is selected. Example Merge Fields that may be useful in your Booking Confirmation Email Template: @@BookingUserName @@BookingSummary  To test your Email Template, click the ‘Preview and Test’ button at the bottom of the window Select a Preview Object by clicking the ‘Select’ button This will open a pop up window where you can select which Booking you would like to test your Email Template with Select your Preview object and press ‘OK’ You will now see an a preview of your Email Template, populated with the information of your selected Booking If an area is blank where a Merge Field is placed, this could mean that there is no information stored for this Delegate/Placeholder under the Field the Merge Field is related to To check that the Email displays correctly when it is sent, send a sample of the Email to yourself by providing your email address and clicking the ‘Send Email’ button Once you are happy with your Email Template content, press the 'Save & Close' button

Top Tip! accessplanit platforms come with many pre-built Workflows to save you time! These pre-built templates include a 'Booker - Booking Confirmation’ Workflow which you can update or clone. Open the ‘Administration’ menu from the Profile options at the top-right of your platform Click on the ‘Workflows’ menu option to open your Workflows DataGrid This will open the Workflows DataGrid Click the ‘Add Workflows’ button This will open the Workflow Details page From the new Workflow form, enter a ‘Title’ for your Workflows We recommend labeling your Workflow with the name of the anticipated recipient followed by a description of the email, such as “Booker - Booking Confirmation” Select the same Module that you used for your Email Template (for this Workflow you need the ‘Booking’ module) Leave the Trigger Event set as ‘Saved’ this Workflow should be generated when a Course is first ‘saved', not when it is ‘deleted’ Provide a useful Description so that your team know what this Workflow is for Leave your Workflow as inactive for now It will be set to active once you have finished setting everything up! Click the ‘Save’ button in the top right After you have saved your Workflow with those details, you will be able to access the management menu on the left to add further information From the Workflow Management menu, click to open the ‘Settings’ page for this Workflow This will open the Workflow Settings page Optional - The ‘Required Role’ option is where you can set that only Training Administrators or only Super Administrators are able to view and edit this Workflow, if this option is left blank, it means both Super Admins and Training Admins can both view and edit this Workflow You will need to toggle the Advanced Rules checkbox to display your Workflows rules in the Advanced approach You will require Advanced rules for this Workflow, please see our dedicated section within our Workflows Overview page for more information Add Rules to your Workflow to decide which Courses will have this Booking email triggered Here are some common rules used for automated booking Emails: @@TemporaryBookingID == "" This rule Prevents Workflows triggering for bookings that have a 'temporary' status (i.e. they have not yet been completed) Leave the ‘Matching Rules’ checkbox checked It is very unlikely that you will need to make any changes to any of the other settings available in the Settings page, to read more about these options please see our guide Workflows Overview Once you have added all of your rules, click the 'Save' button at the top right of the page From the Workflow Management menu, select the ‘Actions’ option Select the ‘Add Workflow Action’ button This will open the ‘Details’ section for your Workflow Action Enter an ‘Action Label’ for your Email Action We recommend labeling your Workflow Email Actions with the details of the email and when it will send, such as 'Booker - Booking Confirmation” Select the Action Name ‘Send Email’ Press the ‘Save’ button in the top right to access the additional settings  Once you have saved, the parameter options for your automated email will become available The first setting is ‘Action Date’ this is where you define when the email will send For this Workflow action, its recommended to set the action date as 5 minutes after booking date. Please see our dedicated section within our Workflow with Email Actions page for more information on Action dates Check the ‘Send on Action Date Only’ if you do not want an email to send for Bookings that meet the criteria of your Workflow after the Action Date This option doesn’t impact this Workflow Action for any newly created bookings, as the Bookings will always meet the criteria of the Workflow before the Action Date.   Use the ‘From Address’ options to enter the sender email address for this email This reduces the risk of your emails being mistaken for spam or phishing attempts, plus, it simplifies you communication – as the recipient of your email will know who to reach out to and where their replies to your emails should go. Please make sure that you use a real email address as your ‘From Address’, otherwise the emails will likely end up being caught by spam filters. Use the ‘To Address’ options to select who you would like to receive this email Select the Email Template that you created earlier from the 'Email Template’ drop-down box If you would like to include any attachments to this email, click the ‘Add File’ button on the Attachment options, and select your file If your Terms & Conditions are stored as a file, here would be the best place to attach them. Click the 'Save' button to save your Workflow Email Action Once you have added your Workflow Action, your Workflow is ready to be tested!

Open the ‘Administration’ menu option at the top right of your platform Click on the ‘Workflows’ menu option to open your Workflows DataGrid Search for your Workflows by applying filters and/or searching the Workflows DataGrid Right-click on your Booking Confirmation Workflow, this will show you the context menu options for this Workflow Click on the ‘Actions’ context menu option to open the Workflow Actions DataGrid for this Workflow From the Workflow Actions DataGrid, right-click on your Workflow Email Action and select the ‘Edit’ option Click on the ‘Preview and Test’ button at the top right of the Workflow Email Action edit page Select a Booking from the ‘Preview Object’ option This will show you a preview of the email and you can check that your merge fields are populating correctly, using the data from your example selected booking To receive a copy of this email, enter your Email Address into the 'Send sample to' option This is important, as it will highlight to you if there are any formatting issues with your emails. Click the ‘Send Email’ to send a copy of this Email Template for this Course to your Email Address If you notice any changes are needed to your Email Template, open the ‘Email Templates’ DataGrid from the ‘Administration’ menu option, edit your Email Template and save. You can then run through these testing steps again. Once you are happy with the content of your Email Template and Workflow you can set your Workflow to Active! If you would prefer to test your Workflow rules before enabling your Workflow, please move directly onto Test your Workflow Rules - Become the Recipient in this guide. Open the ‘Administration’ menu from the Profile options at the top-right of your platform Click on the ‘Workflows’ menu option to open the Workflows DataGrid Search for your Workflows, right-click on it to view the context menu options and select the 'Edit' option Scroll down to the ‘Active’ checkbox and check this box Click the ‘Save’ button at the top of the page to save your Workflow as active!

Open the ‘Administration’ menu option at the top right of your platform Click on the ‘Workflows' menu option to open the Workflows DataGrid Search for your Workflows by applying filters and/or searching the Workflows DataGrid Right-click on your Booking Confirmation Workflow, this will show you the context menu options for this Workflow Click on the ‘Actions’ context menu option to open the Workflow Actions DataGrid for this Workflow From the Workflow Actions DataGrid, right-click on your Workflow Email Action and select the ‘Edit’ option Scroll to the ‘To Address’ option and change the setting from ‘Field’ to ‘Constant’ If there are any existing recipients listed in the ‘To Address’ bar remove these, and type in the email address(es) that you would like to receive your emails to, press enter after you have typed in each email address Click the ‘Save’ button at the top of your page to save these changes Repeat steps 4-6 if you have any additional Workflow Email Actions for this Workflow Once you have set all of your Workflow Actions to send to an administrator’s Email Address you can set your Workflow to Active! Open the ‘Administration’ menu option at the top right of your platform Click on the ‘Workflows’ menu option to open the Workflows DataGrid Search for your Workflows, right-click on it to view the context menu options and select the 'Edit' option Scroll down to the ‘Active’ checkbox and check this box Click the ‘Save’ button at the top of the page to save your Workflow as active! After a period of time, when you are confident that your emails are sending for the right Bookings at the right time, you can then update the Workflow Actions 'To Address' to the correct recipient(s) and Save.