At the end of these steps, you will have set up a simple Schedule Reminder Event Message to keep your clients in the loop.
Steps
Before following the steps in this workflow, make sure you're a full AroFlo customer that uses the Calendar to schedule your jobs.
From the AroFlo Dashboard:
Click your initials, or display picture in the top right and click Site Administration.
Click Settings.
Click Event Messages in the General category.
Click Schedule - Reminder Template.
Click Add Email in the top right.
Click the dropdown next to Send / Alert and pick when you would like your reminders to be triggered.
Click From and choose from whom you would like it to look like the emails are coming from. You can use Custom to simply enter an address, or to make it look like the scheduled technician is emailing the client, click Scheduled To.
Click Add To.
Click the dropdown visible under To and click Task Client Contact to send to the clients email address.
Now we're going to create a Template to send to the client. This is the subject and body of the email.
Click the magnifying glass next to template.
Click Add Template.
In the Subject field type: “Your (enter your business name) job:”, then in the Static Data menu on the right, type the word “Job”. You'll see Job Number come up. Click this and it will be inserted next to your subject heading. This will auto-populate the job number for the client to follow up if necessary.
Below the Subject field, make sure Text Only is selected and then click into the large field below it, this is the Body (or content) of the email.
Type: “Our technician: ” then, in the Static Data menu, type “resource”. Find Scheduled Resources and click that to insert it into the body of your email. This will auto-populate the name of the person you scheduled the job to in your AroFlo calendar, so the client knows who to expect.
Click back into the Body field and make sure there is a space after [Scheduled Resources]. Next, type “will attend at: “ then, in the Static Data menu, type ”schedule" and then find Schedule Date @ Time. Click this and it will be inserted into the body of your email.
Click Save As.
Type the name “Schedule Reminder” and then click Save.
Close the confirmation pop-up and then the editor.
You should see the Search Email Templates window again. Find Schedule Reminder that we just saved and then click it, then Select Template to set it as your email template.
Tick Show Sent History in Task Notes, Track Delivery Status, Opens and Clicks and Allow Reply Imports.
Click Save Settings.
Note that while we set up an email reminder in this example, you can easily set up an SMS reminder in the same way. SMS generally has better reach than email due to its immediacy.
Summary
You will have set up a simple Schedule Reminder Event Message to keep your clients in the loop. There is a lot more you can do with email templates including adding your logo, custom headers, footers and more. For now, your template will look like this:
Subject:
Your (enter your business name) job: [Job Number]
Body:
Our technician [Scheduled Resources] will attend at: [Schedule Date @ Time]
This will look something like this for the client:
Your Smith Plumbing job: 1249
Our technician Alfred Smith will attend at: (the schedules date and time)
