Would you like to be able to send automatic emails to yourself or to the customer based on certain criteria? You can, with automatic workflows!
Where can you find the automatic workflows?
You can find the function in the Agenda under Tools.
How do you set up a workflow?
Go to the Agenda.
Click on Tools in the top right corner.
Click on Workflow automation.
Click on + New rule.
You will now see the screen where you can set the workflow criteria.
Give the workflow a name (e.g. number of guests email).
Select the email template to be sent (see Email templates)
Indicate whether you want to send the email to the customer, account/event manager of the assignment or to another email address.
Set how many days before or after the event you want to send the email.
(You can also choose to send the email after creating the assignment.)
Indicate the criteria the assignment must meet in order to send the email
(e.g. only completed events).
Once you have entered all the criteria correctly, you can test the rule to see if it is applied to the correct assignments.
Then save the changes.
A workflow example
I would like an email to be sent 7 days before the event asking for the final number of guests. I set this up as follows:
Let's name the workflow ‘Number of guests email’.
I'll select the email template ‘Ask for number of guests’.
I will indicate that this email should be sent to the customer.
I set this email to be sent 7 days before the event.
And also indicate that the status of the assignment must be Confirmed.
And that it only concerns Events.
If all this is correct, I click on ‘Test rule’ and I can see to which assignments this rule applies.
You can use the ‘Mail’ icon to see a preview of the email that will be sent and when it will be sent (27 February):
Workflow with invoices
It is also possible to send invoices automatically from Catermonkey. Adjusting the criteria is done as explained above under "How to set up a workflow". You can send the invoice in this way:
Give the workflow a name.
Select the email template to be sent (see Email templates).
Indicate whether you want to send the email + invoice to the customer.
Indicate whether you want to send the full amount, a partial amount (%), a fixed amount or the remaining invoice amount.
Also indicate how much % or fixed amount (if applicable) you want to send.
Set how many days before or after the event you want to send the email.
You can also choose to send the email after creating the assignment or after a change in the (financial) status.Indicate the criteria the assignment must meet in order to send the email
(for example, only events with the status ‘Confirmed’ or ‘To be invoiced’).Once you have entered all the criteria correctly, you can test the rule to see if it is applied to the correct orders.
Then save the changes.
Deactivating a workflow
If you no longer want an automatic email to be active, you can turn it off using this slider:
Good to know
The mails will not be sent to previous recipients, it only applies to future recipients.
If you have any questions, please let us know!
Kind regards,
The Catermonkey team 🍌