Cloud - Automated emails
You are able to setup automatic emails for birthdays, appointment confirmations and reminders, expired vaccinations and so on.
To enable the email system, click on Setup, System Options, Global tab and check the box for 'Use New Email Template System'.
Be sure to hit Save.
When this is done, all of the old email setting under Business Info will be hidden and these emails will be loaded into Setup, Automated Emails, matching active status and any custom text you have added.
Here you are able to edit these existing email templates and add new ones by clicking on Add New.
These types of emails will only be sent one time.
- Confirmation emails - These are sent when you hit Save on a new appointment.
- Cancellation emails - These are sent when you click to Cancel an appointment.
- Thank you emails - These are sent when you check the pet out.
- Welcome emails - These are sent when you Save a new client.
- Completed emails - These are sent when you mark the groom appointment complete.
- Check-in emails - These are sent once you check the pet in for their appointment.
Automated emails - You can create multiple automated emails to be sent a week, a month, a day (for example) before the event. Automated emails are sent at 10am each day.
- Birthday emails - These are automatically sent X number of days before the pet's birthday.
- Expired vaccinations - These are automatically sent X number of days before the appointment check-in date. **Expired vaccinations email coming soon**
- Reminder emails - These are automatically sent X number of days before the appointment check-in date.
In the previous system, you were only able to add additional information to the emails but could not change the rest of the email. In this new system, you can create your own template to use for any of the emails.
Adding a new template
- Hit Add New.
- Name the email. Your client doesn't see this. It's for employee usage only.
- Choose the Type.
- Boarding, Grooming, Daycare, Special Services - These are emails related to appointment creation, check-in, checkout, cancellation.
- Automated Daily Email - These are emails related to birthdays, vaccine expirations and reminders for upcoming appointments.
- Subscriptions - These are emails based on subscription confirmations, renewals, payment failures and cancellations. **Subscriptions emails coming soon**
- Client Event - This is the welcome email when a new client is added to the database.
Next choose the Trigger. This is the action needed to send the email.
For example, Boarding confirmation is trigged when a new appointment is saved.
An expired vaccine email is triggered when vaccines are expired before the upcoming appointment.
You can set if this email is active or not. This will allow you to create as many templates as needed and save them but opt to activate them at a later time.
For Automated Daily Emails, you need to choose how many days before the event will the email be sent.
Kennel Connection has default templates that you can opt to use. You can edit that or create your own template.
Add a data tag - Use these to load data onto the email. For example, if you choose Client Name, then KC will automatically load the client name for each email.
You can change the subject line of the email.
If you would like to receive a copy of the email, enter your address in the CC box.
Now you are ready to edit the body of the email. You can type in any additional message, add colors and different size fonts. You are able to add pictures and links.
Sending emails
Automated emails (expired vaccinations, birthdays, reminders) will be sent each day at 10am your time. Kennel Connection will check each day to see if there are any of these emails to be sent and will send without any more steps required from you.
One-time emails (confirmations, thank you, check-in, cancellations, completed, welcome) are sent as you're using the system and adding new appointments, checking pets in and out, adding new clients to your database, and marking appointments cancelled or completed.
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