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How to Setup Automatic Welcome/Confirmation Emails

Overview

This article explains how to setup an automatic welcome/confirmation email that will be sent shortly after an appointment, session, or event is created. 

Advantages To This Method

This option works well to prevent employees from accidentally editing an email before it is sent.

This option works well if you need to have different welcome emails sent to a client when they book a session.

This option will automatically send another welcome email more then once if the session is moved to a date in the future. If you would like to only have the welcome email sent when a session is created StudioCloud recommends using the calendar type default email option.

Disadvantages To This Method

This option does not allow you to preview/edit the welcome email before it is sent to the client. If you would like to preview/edit the welcome email before it is sent StudioCloud recommends using the calendar type default email option.

How to Setup Automatic Email and Text Welcome/Confirmation Emails

This option will setup an email or text welcome/confirmation message for a calendar type or calendar sub-type.

  1. Go to the Manage Calendar Types window using the instructions above under the 'Go to Manage Manage Calendar Types Window'
  2. Edit the desired Calendar Type
    1. Note: If you setup an email or text message cloudalert for a calendar type it will also send out emails or text messages to the calendar sub-types as well.
  3. Click on the Messages tab
  4. Click the New Email or New Text button shown in the image below
  5. Select the 'Setup CloudAlert' button under the 'Session Booked Confirmation Email'

How to Setup CloudAlerts Session/Event/Appointment Welcome Email

This option will setup an email or text message for a calendar type or calendar sub-type. If you setup an email or text message cloudalert for a calendar type it will also send out emails or text messages to the calendar sub-types as well.

  1. Click on the Calendar component
  2. Click on the Settings tab
  3. Click the Manage Calendar Types button
  4. Click on the Manage CloudAlerts button for the desired Calendar Type
  5. Click the New CloudAlert Email menu option at the bottom
  6. Select the "New Session Created Email" menu option
    1. This option will automatically setup a CloudAlert email message to be sent out 1 day after an event has been created. You can adjust the email to go out up to one hour after the session is booked.
  7. Click the save button when you have verified that everything is setup according to your needs.