Overview
Automated email reminders are available on all Booking Rooster service plans (not available on Events Pronto). You can send 2 automated reminders without adding optional extras. Those on the Middle and Heavy weight plans can send a third reminder if added as an optional extra. Key things to consider are:
- What is sent, when and to whom is controlled in Site Manager.
- The content of the booking details reminder - most commonly sent 7 days before start date.
- The content of the event reminder - most commonly sent 4 days before start date.
- Adding a custom email reminder - an optional extra for those on the Middle and Heavy Weight plans.
- Adding an SMS reminder - an optional extra on all service plans.
- Send history for automated emails and SMS.
What is sent and to whom
The email content, delivery schedule and email recipients are set for you in your Booking Rooster Site Manager. To request changes to your settings simply email support@bookingrooster.co.nz. Changes to the following settings are covered by your service plan and normally delivered within 2 business days.
- Email salutations can be in English or Te Reo and are carried through all emails you send via Booking Rooster.:
- Dear (First Name), Kind Regards (Course Contact Person)
- Kia ora (First Name), Ngā mihi nui (Course Contact Person).
- Most Booking Rooster clients send reminders to bookers & ticketholders. You can choose who is to receive email reminders:
- Bookers
- Ticketholders
- Invoicees
- Some of the above
- All of the above.
- You can choose which email template or templates you use and when each one is sent:
- Event reminder email- most commonly sent 4 days before start date
- Booking details reminder email - most commonly sent 7 days before start date.
- The event reminder email focuses on what, where and when.
- The booking details reminder also includes:
- Either, a link download a booking summary with details of ticketholders & tickets.
- Or, a link to download tickets (only recommended for those who do not send tickets with booking confirmations).
- These are all site-wide settings. You can't change them up between events.
Booking Details Template
- This reminder includes 'what and where' details and a link to either booking details, or tickets.
- It is most commonly sent 7 days before start date.
- The subject is the course name.
- The header is drawn from your course or event theme.
Template
Kia ora (First Name)
This is a reminder of your upcoming booking with (Organisation Name) for the (course/event) (event name).
Please click below to download your booking details.
Booking (BRNXXXXX) - Download Booking Details *
You can view the full course description at (link to course or event details)
Important Reminders
- (The reminders you have added via your course types, ticket types, templates and or individual course booking form as bullet points)
Ngā mihi nui
(Contact Name from course settings)
*Note that this will either say 'Download Tickets" or "Download Booking Details", depending on your setting. Bookers receive file covering all people on their booking. Ticketholders receive only their own ticket or booking details - you don't want to go sharing personal data!
Event Reminder Template
- This reminder includes 'what and where' details but not a list of ticketholders.
- It is most commonly sent 4 days before start date.
- The subject is the course name.
- The header is drawn from your course or event theme.
Template
Kia ora (Name)
This is a reminder of your booking for the (course name) course which is happening soon. If you have any questions about the course, please contact (Contact Name from course settings) at (email address from course settings)
(Course Name)
When: (What, if any date information is shown is controlled in course or event set-up)*
Where: (Venue Address)
(If you have a special organisation-wide custom message it will show here.)**
Important Reminders
- (The reminders you have added via your course types, ticket types, templates and or individual course booking form as bullet points)
- Ngā mihi nui
(Contact Name from course settings)
*Why control date information? If you offer tickets with different session times you may have people in the booking with different start dates or times. In those cases its wise to switch off any element that might lead to confusion.
** You can add this in the Organisations tab. Click on your organisation name, scroll down and click the button to ADD extra content to this organisation's scheduled reminders. You can type, add colour, bold, lists, centre etc.)
Adding custom reminders
If you are on the Booking Rooster's Middle or Heavy weight plan you may add a custom email reminder as an optional extra. The cost of adding a custom reminder varies depending on the complexity of your needs. Please email support@bookingrooster.co.nz to explore your options.
Add SMS
SMS reminders are operating on some instances of the Booking Rooster platform now and will be released as an optional extra for those on the Middle & Heavy weight service plans in January 2021. Key things to know about the SMS option:
- This operates via an integration with SendPulse.
- You therefore also need a SendPulse account to use this service
- There is a per message parcel cost payable direct to SendPulse*
- Messages re sent to ticketholders only - not bookers or invoicees.
- You can control the content of the message organisation/types tab.
- Messages are scheduled to go at 2pm the day before course start date.
*Check the details of your SendPulse account for pricing. SendPulse define a message parcel by the number of characters. If you are sending long messages they may be considered more than one message parcel.
Send History
Automated emails
You can see your sending history from the Marketing/Recent Email Activity tab. You will need to check the box that says either 'Show Automated' or "Show Custom". Hiding these from the main screen helps you focus on any more custom emails you've sent.
If you have a concern about whether a particular email has been delivered please raise it with support@bookingrooster.co.nz within 12 days of the email being sent. Very detailed delivery logs are available for 14 days after sending.
Automated SMS
You can see your sending history from the Marketing/Recent SMS Activity tab.
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