Notifications is our general term for Messages and Reminders that can be automatically sent to Customers, Staff or Managers at specific time or when a specific event happens.
Notifications are normally sent by either SMS texts or Email.
Each Contact record can have the Reminder Preference set to: None, SMS, Email or Both. Select Contacts from the top menu, find the appropriate contact, select the 'Other' tab and you can change the 'Default Reminder' option. If a Customer should not be sent reminders (specifically requested or not applicable any longed), you should set this to 'None'. Note: You would normally also set the 'Send Main' option in Contacts to un-ticked so no Direct Mails are set this either. If set to 'Both' (or Blank) it will still send or prompt by SMS if a Mobile number set, or Email if no Mobile and Email set. If neither Mobile or Email set it will not sent on Scheduler or No Prompt options, but if Prompting will still bring up so you have the option of setting the Mobile or Email.
You can auto-set to 'SMS' any existing contact that does not have the 'Default Reminder' set and have a valid Mobile number. Likewise, you can auto-set to 'Email' any existing contact that do not have the 'Default Reminder' set and have a valid Email. You can also set the 'Default Reminder' when creating a new contact. All of these options are in: Settings / Contacts.
You can also set an: 'Action' option for most of the Notification options in Settings / Comms. For example you can set to Send Automatically without a Prompt, To send with a prompt to enable you to change or add to the message, or to not send Notifications for one or more areas.
Note: Notifications that are automated from the Scheduler will automatically send without a prompt as these are performed in the background. It will only send if the 'Default Reminder' is not set to 'None' and the customer has a valid Mobile number or Email address set, and the SMS and Email details are set-up correctly.
Examples of automated notifications for Customers include:
•Parts Ordered - When Parts have been special ordered it can send a notification to the customer saying their Parts are in. Note: It will only send when ALL items on special order have been received. To configure see: Settings / System / Comms / Notifications / Parts In message
•Unit Sale Follow-up- When a Unit is Invoiced there is an option to send a notification to the customer as a Follow-up a certain number of days after-wards. This is normally different to a Service Reminder (see other section), this is more for sending a Follow-up message shortly after the Unit has been Invoiced asking if everything is Ok. To configure see: Settings / System / Comms / Notifications / Unit Sale Follow-up.
•Service Reminders General - This is an general option to send a Service Reminders to customer 11 months after any previous Service (The Job Code must begin with 'SER'). This will not send if there has been a Service booked in since the one 11 months ago (In case the Service has already been booked in). There only needs to be one entry for this in the Scheduler. Normally set to run each day.
•Specific Service / Job Reminders - This is a more specific system than the 'General' Service Reminders in that different Services or Jobs can have different reminders, and different periods. They are based on the Job Template Code and you can use wildcards eg: 'SER%' would select al Jobs starting with code SER. The Period is a specific number of days after a previous Service or Job.
•Safety / MOT / Item Sold Reminders - These can be sent to the customer a specific number of days after a specified item has been Invoiced. Note Some dealers prefer to have Safety or MOT Tests as Stock Items and should use this, if they are set as Jobs you can use: Specific Service / Job Reminders.
•Job Booked In - When a Job has been booked in it can send a notification to the customer reminding them to bring the unit in the day before the job has been booked. This option is only presented if the Job is booked in more than 3 days in advance.
•Job Ready - When a Job is completed it can send a notification to the customer saying that their Job is ready to be collected.
•Job Invoiced Follow-up - When a Job is Invoiced it can send a notification to the customer as a Follow-up a certain number of days after-wards. This is normally different to a Service Reminder (see other section), this is more for sending a Follow-up message shortly after the Job has been Invoiced asking if everything is Ok.
•Birthday greetings - There is an option to send a Birthday Greeting to everyone who has their Date of Birth set in their Contact record, on or just before their Birthday. This option only needs the specified option set once in the Scheduler (Normally for every day)
•Re-occurring Jobs - This is for when you want to actually book the Job in automatically every so many days, normally used for contract work. See Job Templates for details on how to set this up
•Re-occurring Sales Orders - This just creates another Sales Order when a Sales order is converted into an Invoice. To set it to Re-occurring tick the option on the Sales / Recall list (under Sales Orders)
•Re-occurring Invoices - This will create an Invoice based on the details of a previous Invoice. You set these up in Settings / Workstations / Scheduler. Note: If the details of the invoice changes, create a new Invoice (You can use Sales / Options / Import details from previous sale, and modify what you need to), then Update the Scheduler with the new Invoice Number.
Examples of automated notifications for Staff include:
•When a Sale over a certain value is made
•When a Payment over a certain value is received
•When a Prospect Action is due to be performed
•When an operator starts work (Logs in for the first time)
•When an operator goes select Home/Lunch
•When an operator exceeds their Break time
•Send a Report at a specific time
•Send a Message at a specific time