Waiting List Slot Opened Alert
This guide outlines the steps to establish a system that sends an ‘Email’ or ‘SMS’ alert to notify staff when a slot on the waiting list becomes available. For a comprehensive understanding of this process, it is highly recommended to refer to the relevant ‘Workflow‘ section in the documentation.
Alerting Staff: Waiting List Time Slot Now Available
- We now need to create a ‘Workflow’ to alert staff members when a time slot on the waiting list becomes available. This event will be triggered when a previously booked time slot is released due to customers cancelling their appointments. We can do this via two ways, ‘Email‘ or ‘SMS‘ notification.
Email Notification Guide
1. Select ‘+Create New Workflow‘ and create a name for your workflow.
2. Within ‘When This Happens‘, select ‘Timeslot is available‘.
3. Within ‘Do This‘, select ‘Send Email‘
4. Click on ‘CREATE‘ on the bottom right.
After creating the workflow, a new screen will be displayed for further setup
1. Within the ‘When’ field, you will see ‘Timeslot is available’, and next to it, an edit button. Clicking this button will reveal various filters to refine the process. For instance, you can customize this workflow to apply only to a specific location, staff member, or service.
2. Within the ‘Do this‘ field, you will see ‘Send Email‘, and next to it, a setup button. Please select the setup button.
3. For the ‘To‘ field, please select ‘Staff Email‘.
4. For the ‘Subject’ field and the ‘Message’ field, go ahead and customize them as you see fit. By clicking on the ‘Purple Tag’ icon in the ‘Subject’ field, you’ll be shown relevant short codes that the system will automatically fill in. Similarly, clicking on ‘Keywords’ within the ‘Body’ field will also display relevant short codes for automatic system input.
5. Select ‘SAVE‘. (The ‘SAVE & TEST’ option allows you to send a test email to a specified email address.)
Please watch the video below for a complete example of all the steps
This is the template we used:
Dear {staff_name},
A timeslot has opened for {appointment_start_date_time}.
SMS Notification Guide
1. Select ‘+Create New Workflow‘ and create a name for your workflow.
2. Within ‘When This Happens‘, select ‘Timeslot is available‘.
3. Within ‘Do This‘, select ‘Send SMS message via Twilio‘
4. Click on ‘CREATE‘ on the bottom right.
After creating the workflow, a new screen will be displayed for further setup
1. Within the ‘When’ field, you will see ‘Timeslot is available’, and next to it, an edit button. Clicking this button will reveal various filters to refine the process. For instance, you can customize this workflow to apply only to a specific location, staff member, or service.
2. Within the ‘Do this‘ field, you will see ‘Send SMS message via Twilio‘, and next to it, a setup button. Please select the setup button.
3. For the ‘To‘ field, choose ‘Staff‘, ‘Location‘, or ‘Company‘ phone number.
4. For the ‘Message’ field, go ahead and customize this as you see fit. By clicking on the ‘Purple Tag’ icon in the ‘Message’ field, you’ll be shown relevant short codes that the system will automatically fill in.
5. Select ‘SAVE‘. (The ‘SAVE & TEST’ option will allow you to send a test SMS to a number of your choice.)
Please watch the video below for a complete example of all the steps
This is the template we used:
Dear {staff_name},
A timeslot has opened for {appointment_start_date_time}.