Booking Cancelation Notice
This guide outlines the steps to establish a system that sends an ‘Email‘ or ‘SMS‘ notification to staff upon booking cancellations. For a comprehensive understanding of this process, it is highly recommended to refer to the relevant ‘Workflow‘ section in the documentation.
Email Guide
- This guide outlines the steps to establish a system for sending automated email notifications to staff when a customer cancels an appointment, keeping them informed about the cancellation.
1. Select ‘+Create New Workflow‘ and create a name for your workflow.
2. Within ‘When This Happens‘, select ‘Booking status changed‘.
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
STEP 1:
1. Within the ‘When’ field, you will see ‘Booking status changed’, and next to it, an edit button. Please select the edit button.
2. Within the ‘New status‘ field, select ‘Canceled‘.
3. Within the ‘Previous status’ field, select ‘Approved‘.
4. The filters fields allow you to refine the process. For instance, you can customize this workflow to apply only to a specific location, staff member, service.
5. Leave ‘Called from‘ set to ‘Both‘. (‘Frontend‘ is when the customer cancels the appoint, ‘Backend‘ is when the staff cancels the appointment.)
6. Select ‘SAVE‘.
Step 2:
7. Within the ‘Do this‘ field, you will see ‘Send Email‘, and next to it, a setup button. Please select the setup button.
8. For the ‘To‘ field, please select ‘Staff Email‘.
9. 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.
10. 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:
{customer_full_name}
{appointment_date}
{appointment_start_time}
Status: {appointment_status}
SMS Guide
- This guide outlines the steps to establish a system for sending automated email notifications to staff when a customer cancels an appointment, keeping them informed about the cancellation.
1. Select ‘+Create New Workflow‘ and create a name for your workflow.
2. Within ‘When This Happens‘, select ‘Booking status changed‘.
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
STEP 1:
1. Within the ‘When’ field, you will see ‘Booking status changed’, and next to it, an edit button. Please select the edit button.
2. Within the ‘New status‘ field, select ‘Canceled‘.
3. Within the ‘Previous status’ field, select ‘Approved‘.
4. The filters fields allow you to refine the process. For instance, you can customize this workflow to apply only to a specific location, staff member, service.
5. Leave ‘Called from‘ set to ‘Both‘. (‘Frontend‘ is when the customer cancels the appoint, ‘Backend‘ is when the staff cancels the appointment.)
6. Select ‘SAVE‘.
Step 2:
7. 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.
8. For the ‘To‘ field, choose ‘Staff‘, ‘Location‘, or ‘Company‘ phone number.
9. 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.
10. 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:
{customer_full_name}
{appointment_date}
{appointment_start_time}
Status: {appointment_status}