Email Schedules

Modified on Thu, 19 Oct, 2023 at 2:43 PM

The system allows you to create automated emails to be sent in certain conditions or at certain times. For Marketing Emails please see this page. Once you have created your email templates you can then schedule them to be sent to customers automatically.

Scheduling Payment Reminders
To use scheduled payments you can set up a automated emails to remind your customers to pay their deposits or final balance. Under Payment reminders click Add Payment Reminder. Give this schedule a name and then select the template you have created from the dropdown. You can choose whether this schedule relates to deposits (initial payments), non-deposits (payments that are the initial payment i.e. second and final) or for all scheduled payments. You then have several options to choose from on when the email should be sent.

A set number of days before the payment is due
A set number of days from when the payment has become overdue
A set number of days after the schedule was created

You then have the option to have the emails to be created and sent automatically, or just to be created and wait in the queue. You will then need to review them in the email module and confirm before the email is sent. Click Save to create the schedule.

Scheduling General, Booking Confirmation or Registration Emails

You can also create a schedule to send an email using the following templates:

General Emails
Booking Confirmations
Registration Emails

We strongly advise you to set up a Registration Email Schedule for any event that uses the Timing system to remind people to register for their event.

Having your customers pre-registered before they arrive at your venue will greatly reduce the set up time of your event.

If customers have not registered before they arrive, they will need to do so via Registration Kiosks (if installed) and then manually added to the event on the Reception screen.

You can configure these emails to be sent either:

for manual bookings only
for Web bookings only
whenever the balance for a booking has been paid in full

You can then choose how many days before the event to send an email and at what time of day to send the email.

Finally you can choose which Resources to apply this schedule too. This is useful for registration emails so that you only include resources that require registration.

Click Save to create the schedule.