How can I set up Newsletters and Autoresponders?

You have the option of creating newsletters and autoresponders, which, for example, are sent automatically according to the time specified.

• Tags
• Newsletter
• Autoresponder

Tags

Tags can serve to characterize your customers with virtual tags. This allows you to precisely segment and address your target groups.

You create tags in the Marketing > Tags menu item. You can either assign the created tags manually in the Contacts menu item or have them assigned automatically by the system depending on the service booked.

Note: You can also manually subscribe and unsubscribe your contacts for the newsletter in the customer administration in the General tab.

You also have the option of having your tags automatically assigned to customers depending on the booked service. To do this, store the desired tags for the individual services under Company > Services > Edit > Tags / data transfer. For example, you can assign the previously created tag A to service A and the previously created tag B to service B. Based on this, you can then send different newsletters or autoresponders for contacts with tag A and contacts for tag B.

Newsletter

As soon as you have assigned tags to your customers or services, you can create the desired newsletter under Marketing > E-mail campaigns.

The following placeholders are available, which are replaced in the email with the values ​​of the contacts:
SALUTATION for salutation
FIRSTNAME for first name
LASTNAME for last name
UNSUBSCRIBELINK to unsubscribe from sending emails, e.g.
<a href="UNSUBSCRIBELINK">Unsubscribe from the newsletter</a>
If the recipient of the e-mail clicks on this link, the tick under Contacts for "Registered for newsletter" is removed.

Note: Depending on the data protection regulations in your country, it is mandatory to include the placeholder for unsubscribing from the newsletter!

With the Limit recipients to certain tags setting, you can restrict the sending of the e-mail to contacts with the stored tags. If the setting remains deactivated, the e-mail goes to all your contacts.

Note: There must be at least 30 minutes between the time the newsletter is completed and the saved send time.
Otherwise the newsletter cannot be processed correctly and it will not be sent out.

Important: In order for the newsletter and autoresponder (does not apply to the Appointment-related type of autoresponder) to be sent, the check mark Signed up for newsletters must be checked for each contact. You can activate the query to sign up for newsletters in the menu item Scheduling page > Settings > General > Newsletter registration during appointment booking.

The appointment booker can then decide during the course of booking their appointment whether they would like to subscribe to your newsletter or not:

You can also activate the double opt-in function for the newsletter. If this function is active, the new subscriber will receive an e-mail after signing up for newsletters. The actual registration for the newsletter takes place only after clicking on the confirmation link in the e-mail.

You can edit the text of the double opt-in email to the new subscriber under Company > Settings > Email/SMS templates. (Element "E-mail opt-in text (appointment booker confirms newsletter registration)")

Autoresponder

In the same menu as for the newsletters, you have the option of creating automatic messages by clicking on New autoresponder.
For example, you could automatically send your customers an e-mail whose last appointment was a while ago, or you can use this feature to thank customers for their last appointment.

You can make the settings accordingly with Send after tag has been assigned or Send after the last appointment.

As with the newsletter, you will find the tags at the bottom of the page that you can assign to this autoresponder.

After the newsletter or autoresponder has been sent, you can see in the overview how many contacts it has been sent to. If you want to check which of your customers received the e-mail, you can see this in the Reporting > Communication menu item.

If you need help with the configuration, please feel free to contact us here.