Email the customer about a booking

Send the customer the date, time and address of a visit, with a calendar file, and tell them again if it changes or is canceled.

When you save a booking

Above Save you’ll see a switch, for example Email Mrs. E. Carter the details.

1. Turn the switch on to send, or leave it off.
2. Tap Save. If the category is set to ask, you get Email the customer? with the email ready to check.
3. Change the recipients or the message if you need to, then send it, or tap Don’t send.

The email has the visit type, date, time and address, your preparation message, and a calendar file so the customer can add it to their own calendar.

Changes and cancellations

• If you change the date, time or address after the customer was emailed, the switch reads Email Mrs. E. Carter the changes. The app asks before saving, even for a category that is set to Off, so the customer isn’t left with the old date.
• Delete a booking the customer was told about and you get Tell the customer it is canceled?. The calendar file in that email takes it out of their calendar.
• The booking shows Emailed and the date it went. If something changed since, it adds The date, time or address has changed since.

Set it up for each category

1. Go to Settings › Calendar and tap a category.
2. Under Email the customer when a booking is saved, choose Off, Ask me or Always. Installations and measures start on Ask me; other categories start on Off.
3. Edit the Preparation message if you want your own wording, for example asking the customer to clear the room.

The wording of the email itself is under Settings › Emails › Booking email.

Good to know

• The customer needs an email address on their contact. If they have none, tap Add email next to the switch.
• A customer marked Do not email on their contact never gets booking emails. Their Email language sets the language of the email.
• No signal? The email waits and goes as soon as you’re online.
• When a customer can’t be emailed, the booking offers Send details by message instead, so you can copy the details or share them by WhatsApp or text.