This article explores the Emails- Client Reminders along with their Work Orders, Next Service Reminders, Invoices, and Quotes.

• Emails - Client Reminders
• Emails - Client Reminders - Work Order
  • Access Emails - Client Reminders - Work Order
  • Work Order Reminder Elements
  • Emails - Client Reminders - Work Order Follow-Up - Definition
  • Emails - Client Reminders - Work Order Follow-Up - Global Setup
  • Emails - Client Reminders - Work Order Follow-Up - Conditions
  • Emails - Client Reminders - Work Order Follow-Up - Intervals
  • Emails - Client Reminders - Work Order Follow-Up - Franchise Opt Out
• Emails - Client Reminders - Next Service Reminder
• Emails - Client Reminders - Invoices
  • Emails - Client Reminders - Invoices - Events
  • Emails - Client Reminders - Invoices - Conditions
  • Emails - Client Reminders - Invoices - Template
  • Emails - Client Reminders - Invoices - Franchise Opt Out
• Emails - Client Reminders - Quotes

Emails - Client Reminders

Email client reminders are essential for business communication and customer management. Timely and personalized reminders maintain strong connections with customers, reduce missed appointments, and enhance satisfaction.

Emails - Client Reminders - Work Order

1. Overview

The Emails - Client Reminders - Work Order outlines the system of automated emails designed to be sent before the scheduled date of a work order. These automated communications can be delivered through email or text messages, providing flexibility for clients' preferences. The corporate side will have the ability to set up the preferred communication type. Additionally, the emails can be tailored based on the specific service or client type, allowing for a more personalized approach. The customization extends to the franchise level, where templates can be modified to suit individual franchise needs. Moreover, if Branding is activated, templates can be further customized with branding elements to maintain a consistent and professional appearance when sent from the field. This streamlined and customizable approach ensures efficient communication and enhances the overall client experience.

2. Conditions

• The Work Order Scheduled Date must be in the future.

• The Work Order must not be canceled.

• The Work Order type cannot be billing, pending, scheduling recurrence, or donation drop-off.

• The franchise to which the Work Order is scheduled must be active.

Access Emails - Client Reminders - Work Order

Emails - Client Reminders Work Order can be accessed at Setup > Client > Email Templates. Follow the steps below to access it:

• Select Setup.

 

• Navigate to the Client section. From there, choose the option for Email Templates.

• Selection of Work Order Reminders will display a series of email templates that can be activated and customized according to various factors such as service type, client type, and brand.

• These templates are designed to serve as reminders with preset frequencies and will be automatically executed via a background process every hour, ensuring 24/7 availability.

Work Order Reminder Elements

Work Order Reminder Elements are displayed in the image:

This section summarizes the components of an individual work order reminder template.

Name	Description
Action Buttons	Update button: Saves information on the template. Activate/Deactivate Button: Globally activates the reminder.
Display Name	Displays Name for the emailing. Optionally can be left blank.
From Email	Email from which the email reminder can be sent Email can be static, dynamically drawn from the franchise setup, or brand-specific.
Email Subject	The subject of the reminder email. All dynamic email keys can be embedded into the email's subject and body. Can be further customized by service or client type and/or language.
Email Body	The body of the reminder email. All dynamic email keys can be embedded into the body of the email. Can be further customized by service or client type and/or language.
Text Body	The text body of the reminder email. All dynamic email keys can be embedded into the body of the email. Can be further customized by service or client type and/or language.
Language-Specific Content	Allows managing templates based on the customer's language preference.
Franchise Opt-Out	Allows opting out on the franchise level.
Customize By Service Type	Specific customization based on the service type.
Customize By Client Type	Specific customization based on the client type.

 

1. Franchise Opt-Out

Franchise opt-out provides the ability to allow clients to opt-Out at the franchise level for a specific reminder template. If this option is enabled, the template will be accessible for opt-out under the franchise tab. This streamlined approach ensures efficient client communication while granting franchises the flexibility to manage their opt-out preferences.

For detailed documentation on Franchise Opt-Out, refer to the following Emails - Client Reminders - Work Order Follow-Up - Franchise Opt-Out documentation.

2. Language-Specific Content

At Vonigo we understand the importance of creating content that connects with diverse clientele in a meaningful way. Language-specific content is an indispensable element in the pursuit of global outreach and customer engagement.

• Emails - Client Reminders - Work Orders are backed with language support.

• Provides the flexibility to compose Emails - Client Reminders - Work Orders in multiple languages.

3. Client / Service Type Customization

Emails - Client Reminders - Work Orders can be customized based on specific needs, preferences, or characteristics. This personalized approach caters to individual clients or distinct service types, fostering stronger relationships and enhancing customer satisfaction.

 

4. Work Order reminder conditions

The factors for Work Order reminder conditions are categorized under Global, Client, Service Type, and Work Order, ensuring streamlined processes and improved communication throughout the workflow. Below is a comprehensive table outlining essential conditions and settings for efficient work order reminders.

Category	Condition
Global	Dispatching global flag activated globally Reminder Template Is Active Respectively Emailing and/or Texting Functionality is active
Client	Client Type allows Work Order Reminder Client Master Customized and allows work order reminder The custom client reminder template is active Email (emailing) or phone (texting) exists in the client and/or contact-mapped fields
Service Type	Custom service type reminder template is active
Work Order	Work Order Not deleted Work Order is not Pending A work order was not reminded previously sent

5. Customer Master Setup

The Customer Master Setup, whether at the client type level or for a specific client, facilitates the occurrence of Emails - Client Reminders - Work Orders reminder events for streamlined communication. It empowers users to customize the following contact options:

• Contact Options > Email Work Order Reminder: Enabling this option allows for automated email reminders to be sent for work orders, ensuring clients and on-site contacts stay informed and on top of their scheduled tasks.

• Booking > Email Order Confirmation to Booker: By activating this feature, users can automatically send order confirmations via email to the booker, enhancing the booking process and providing necessary details promptly.

• Booking > Email Order Confirmation to On-site Contact: This option ensures that on-site contacts receive email confirmations of their orders, enabling smooth coordination and enhancing customer experience during service delivery.

6. Existing Reminders

The existing reminders feature in our system ensures timely communication. It keeps clients and teams informed about work orders at various intervals preventing redundancy and streamlining the communication process for optimal efficiency. This table showcases the range of predefined work order reminders available:

Reminder Type	Time Interval	Status	Description
Work Order Reminder	2 Months	New	A reminder sent to clients and on-site contacts 2 months before the scheduled work order date.
Work Order Reminder	1 Month	New	A reminder sent to clients and on-site contacts 1 month before the scheduled work order date.
Work Order Reminder	3 Weeks	New	A reminder sent to clients and on-site contacts 3 weeks before the scheduled work order date.
Work Order Reminder	2 Weeks	New	A reminder sent to clients and on-site contacts 2 weeks before the scheduled work order date.
Work Order Reminder	1 Week	New	A reminder sent to clients and on-site contacts 1 week before the scheduled work order date.
Work Order Reminder	6 Days	New	A reminder sent to clients and on-site contacts 6 days before the scheduled work order date.
Work Order Reminder	5 Days	New	A reminder sent to clients and on-site contacts 5 days before the scheduled work order date.
Work Order Reminder	4 Days	New	A reminder sent to clients and on-site contacts 4 days before the scheduled work order date.
Work Order Reminder	72 hours	Existing	A reminder sent to clients and on-site contacts 72 hours before the scheduled work order time.
Work Order Reminder	48 hours	Existing	A reminder sent to clients and on-site contacts 48 hours before the scheduled work order time.
Work Order Reminder	36 hours	Existing	A reminder sent to clients and on-site contacts 36 hours before the scheduled work order time.
Work Order Reminder	24 hours	Existing	A reminder sent to clients and on-site contacts 24 hours before the scheduled work order time.
Work Order Reminder	12 hours	Existing	A reminder sent to clients and on-site contacts 12 hours before the scheduled work order time.
Work Order Reminder	6 hours	Existing	A reminder sent to clients and on-site contacts 6 hours before the scheduled work order time.
Work Order Reminder	5 hours	Existing	A reminder sent to clients and on-site contacts 5 hours before the scheduled work order time.
Work Order Reminder	4 hours	Existing	A reminder sent to clients and on-site contacts 4 hours before the scheduled work order time.
Work Order Reminder	3 hours	Existing	A reminder sent to clients and on-site contacts 3 hours before the scheduled work order time.
Work Order Reminder	2 hours	Existing	A reminder sent to clients and on-site contacts 2 hours before the scheduled work order time.
Work Order Reminder	1 hour	Existing	A reminder sent to clients and on-site contacts 1 hour before the scheduled work order time.

Note:

• The system enables the activation of multiple reminders simultaneously, ensuring clients receive timely multiple work order reminder notifications at various stages.

• If a work order reminder has been sent for a specific time interval (e.g., 24 hours) and the work order is rescheduled, the system will not re-send the reminder for the second occurrence.

Emails - Client Reminders - Work Order Follow-Up - Definition

1. Overview

Emails - Client Reminders - Work Order Follow-Up is an automated email system designed to facilitate communication with clients after the completion of a work order. It streamlines post-service communication, fosters stronger client relationships, and enhances efficiency in managing work orders. Once a work order is marked as completed, this system automatically triggers and sends emails to the relevant clients.

• Mode of Communication:

Communication can be delivered either via email or text message, depending on the client's preference.

• Communication Type:

The choice of communication type (email or text) is determined and configured on the corporate side, allowing for consistent and personalized delivery.

• Service Type:

Clients can receive customized emails based on their specific service type or client category, ensuring relevant and tailored content.

• Emails Templates Customization:

At the franchise level, templates for these follow-up emails can be customized, ensuring uniformity and branding consistency across different locations.

• Branding:

If Branding is activated, additional customization options are available, allowing for the inclusion of branding elements (e.g., logo, design) when emails are sent from the field.

• Automated Email System vs. Emails - Service Followup Survey:

It is essential to differentiate this automated email system from Emails - Service Followup Survey, as they serve distinct purposes and functions.

2. Expansion

The new integrations and expansion of our Work Order Follow-up capabilities will allow for more streamlined and efficient processes, providing greater convenience and satisfaction to our valued customers.

• Work Order Follow-up Linked with the Work Order Feedback Module:

With the integration of our Work Order Follow-up with the Work Order Feedback Module, we've made it easier than ever for customers to share their thoughts and experiences. Within the content of our follow-up communications, relevant links will be provided, directing customers to our user-friendly feedback platform. By participating in this process, customers can voice their opinions, offer suggestions, rate from 0 to 10, write any comments and contribute to the continual improvement of services.

• Work Order Follow-up Linked with the Online Payment Module:

We have integrated our Work Order Follow-up with our Online Payment Module for hassle-free payment options for our customers. This enhancement enables customers to conveniently settle any outstanding payments related to their work orders directly through follow-up communication. By clicking on the provided links, customers will be redirected to our secure payment gateway, ensuring a swift and secure transaction process.

• Work Order Follow-up Linked with the Unsubscribe Module:

We value the preferences of our customers, including their choices regarding communication preferences. To provide a more personalized experience, our Work Order Follow-up can now be linked with our Unsubscribe Module. Customers who wish to opt-out of receiving follow-up communications can easily do so by clicking on the designated link provided within the content.

Emails - Client Reminders - Work Order Follow-Up - Global Setup

1. Overview

Emails - Client Reminders - Work Order Follow-Up - Global Setup guides you through the process of setting up follow-up reminders for work orders, helping you stay organized and never miss an important task again. By enabling this feature, you can ensure that timely reminders are sent to clients, enhancing communication and improving overall efficiency. Let's dive into the simple steps required to activate the Work Order Follow-Up feature.

Step 1: Activating the Feature:

The follow-up reminder feature is turned off by default. To enable it for your clients, you need to manually activate it on the back end.

Step 2: Creating a JIRA Issue:

To ensure seamless integration and easy tracking, we recommend creating a JIRA issue for enabling the Work Order Follow-Up feature. This allows your team to keep a record of the changes made and collaborate effectively.

Step 3: Understanding Email Generation:

It's essential to note that once the feature is turned on, emails will not be generated retrospectively for existing work orders. The system will only process work orders with a trigger time that falls after the activation time. Here's what you need to know about email generation:

• The trigger time is a critical factor in determining when emails will be sent to clients as follow-up reminders.

• Only work orders with a trigger time after the activation time of the feature will be eligible for follow-up email processing.

• Any work orders with a trigger time before the activation will not receive follow-up emails.

• Refer to Emails-Client Reminders-Work Oder Follow-Up- Conditions for more details.

2. Behavioral Flag

The Follow Up on Service behavioral flag indicates a customer's proactive engagement in seeking updates or feedback after using a product or service. This flag signals a positive customer experience, as the individual is showing interest in furthering their relationship with the company. Responding promptly to this flag demonstrates a customer-centric approach and solidifies the brand's reputation for excellent service and attentiveness to customers' needs.

3. Templates
   
   These pre-designed Client Email and Text messages templates streamline the process of sending messages by providing structures that can be customized for specific needs. Using these templates ensures consistency and professionalism in customer communications, saving valuable time and effort for support teams. To access the templates, follow these steps:

• Go to Setup.

• Select Customer Email Templates.

• Choose the Client option.

• Click on Client Email and Text Templates.

• Look for the separate section that contains the follow-ups.

• Identify the active follow-ups, which are typically displayed in a darker color or highlighted in some way.

• Select the follow-up event that you require.

• Activate the chosen follow-up event.

4. Event Details

Event details refer to the specific information and particulars related to a particular event or occurrence. It encompasses various key elements that provide a comprehensive understanding of the event, enabling effective planning, coordination, and communication.

Key Elements:

• Follow-up events are represented by intervals and can be activated or deactivated individually.

• Deactivating an event will disregard all franchise customizations associated with it.

• The system offers flexibility and customization options for follow-up processes.

• Users can choose to send follow-up events via text, email, or both.

• Specific preferences for each communication mode can be easily set.

• At the client level, individuals can suppress email or text messages according to their preferences.

• This control ensures that follow-up communications are personalized for each client's needs and preferences.

5. From Email Logic

The From email logic is a process used to determine the sender's email address when sending emails. It employs a hierarchical approach to select the appropriate email based on certain criteria. The logic ensures that emails are sent with the appropriate identity, adding a personalized touch and ensuring consistent branding across communications. By using relevant sender addresses, the chances of recipients engaging with the email are enhanced, as it appears more familiar and trustworthy.

Key Elements:

• Hardcoded Default:

The system uses a predefined email address set within the template if no other options are available.

• Brand-Specific Email:

To maintain brand consistency, a brand-specific email address can be provided and used as the sender's address.

• Franchise Email Key:

In cases of franchises or multiple business units, a franchise email key can be supplied, allowing each franchise to have its unique email address for communication.

6. Content Customization

The ability to personalize Emails - Client Reminders - Work Order Follow-Up communications is a valuable feature that can significantly enhance customer engagement and satisfaction. In the following sections, we will explore various methods to customize content within the follow-up system, enabling businesses to cater to diverse franchise, service, and client needs while ensuring seamless and consistent communication.

Option	Description
Pushing Content Editing to the Franchise Level	To enable content customization for franchises, set up custom fields for each email subject/body, exposed at the franchise level, and assign key codes to global templates. Key codes at the franchise level won't work during merging. This option can be combined with other customization methods below.
By Service Type	Customize email content for each service type separately. Tailor messaging based on specific service type requirements. Suppress follow-up for specific service types when necessary.
By Client Type	Customize email content for each client type separately. Tailor messaging based on specific client type. requirements. Suppress follow-up for specific client types when necessary.
By Client Booking History	Provide different content based on a client's booking history. Distinguish between clients booking for the first time, repeat clients with future jobs, and repeat clients without future jobs. None of these events can be suppressed, ensuring comprehensive follow-up communication.

7. Franchise Opt Out

Franchises can suppress reminders at their level, tailoring communication preferences as needed. This level of control allows them to focus on specific strategies and customer interactions while benefiting from the follow-up system to suit their operational needs.

7. Key Code Merge:

This process uses the key code for work order follow-up, matching the regular work order key code available elsewhere. It ensures consistency across the system by employing the designated key code for efficient management of work order follow-up and optimization of communication.

Emails - Client Reminders - Work Order Follow-Up - Conditions

1. Overview

Emails - Client Reminders - Work Order Follow-Up - Conditions explore the conditions and reasoning behind the follow-up process.

2. Conditions

For the follow-up to be sent, the work order must satisfy all of the specified conditions listed below. These criteria are essential to ensure the necessary requirements are met, allowing the workflow to progress smoothly and execute subsequent steps efficiently.

Sr #	Condition	Description
1	Work Order Scheduled Date has to be in the past	Work Order Scheduled Date Validation: The scheduled date for the work order must be set in the past.
2	Work Order has to be non-canceled	Non-canceled Work Order: The work order must not be in a canceled status.
3	Work Order Status has to be either service completed or invoiced (archived)	Valid Work Order Status: The work order status must be either "service completed" or "invoiced" (archived).
4	Work Order type cannot be billing, pending, donation drop off	Restricted Work Order Types: The work order type cannot be "billing," "pending," or "donation drop off."
5	The Work Order type is either regular or recurring	Valid Work Order Types: The work order type must be either "regular" or "recurring."
6	The franchise to which the work order is scheduled must have been active	Active Associated Franchise: The associated franchise for the work order must be active.
7	This reminder has not been sent in the past	Unique Reminder: The reminder must not have been sent previously.
8	Trigger Time for the event will be the date and time when the work order is completed	Trigger Time for Event: The event trigger time will be set to the date and time when the work order is completed.
9	Each event will calculate time starting from this event (whether it occurs earlier or later)	Event Timing Calculation: Each event will calculate time starting from this event, whether earlier or later.
10	In order for the event to trigger completion, the event has to happen on the same date as the work order and within the trigger window	Event Completion Trigger: The event triggers completion if it occurs on the same date as the work order and within the trigger window. Note: For end times after 12 noon, the completion event can occur up to 12 hours later.
11	Client Maser Settings must have the flag the Send Follow-up After Service checked.	Client Master Settings Validation: The Send Follow-up After Service flag in Client Master Settings must be checked. ONE of the following checked: Send Order Confirmation to Booker Send Order Confirmation to On-site Contact

3. Execution Every Nth Time

The behavior of sending follow-up messages when work orders are completed is based on the client master profile and does not depend on any client-type master configuration. By default, follow-up messages are sent after every execution Every Nth Time:

1. System Functionality: The system allows follow-up messages to be sent after work orders are completed.

2. Conditional Behavior: The follow-up message behavior is driven by the client master profile; there is no client-type master configuration involved.

3. Default Setting: By default, the system sends follow-up messages every time the feature is enabled.

4. Calculation and Recording: However, in some cases, the system calculates all follow-up attempts but records the current attempt ONLY after meeting specific conditions.

Note: If multiple intervals/events for the follow-up are activated (e.g., a reminder after 5 minutes and another after 5 days), impressions will be tracked separately for each of the reminder frequencies.

4. Formula

The Trigger Time is the time when an event is expected to be triggered based on the work order's start time, duration, and interval. The Trigger Window is a one-hour time window around the Trigger Time during which the event is expected to occur. The formula mentioned underneath calculates the Trigger Time and Trigger Window for a given work order.

• Trigger Time = Work Order Start Date + Work Order Duration + Interval.

• Trigger Window = If the Time of the event is the same hour as Trigger Time then it will be a one-hour time window around the Trigger Time.

The table provides two examples illustrating the concepts of Trigger Time and Trigger Window.

Example	Work Order Start Time	Work Order Duration	Interval	Trigger Time	Trigger Window	Expected Event Window
1	11:30 AM	3:00 hours	10 Min	11:30 AM + 3 hours + 10 minutes = 2:40 PM	2:40 PM - 3:40 PM	2:40 PM - 2:41 PM
2	8:30 AM	6:30 hours	1 Min	8:30 AM + 6 hours + 1 minute =3:01 PM	3:01 PM - 4:01 PM	3:01 PM - 3:02 PM

 

Note:

• Multiple reminders can be activated simultaneously.

• Customers may receive multiple work order reminders as a result.

• If a work order reminder has been sent for a specific time (e.g., 24 hours) in the past, and the work order has been rescheduled afterward, the reminder will not be sent again for the second time.

• The queue is checked and executed every 1 minute.

Emails - Client Reminders - Work Order Follow-Up - Intervals

1. Overview

The Emails - Client Reminders - Work Order Follow-Up - Intervals revolve around setting appropriate intervals for effective communication and timely follow-ups with clients in order to maintain strong relationships and ensure seamless operations. The table below signifies the reminder intervals after which follow-up messages will be sent:

No.	Reminder Intervals	Description
1	Work Order Follow-up after 1 min	Extremely short and ideal for urgent situations or critical updates that require immediate attention or resolution.
2	Work Order Follow-up after 3 min	Another short interval suitable for urgent matters, allowing a brief time for the client to respond or acknowledge the message.
3	Work Order Follow-up after 5 min	Provides a few extra minutes for clients to process information before sending a follow-up, ensuring they have sufficient time to react.
4	Work Order Follow-up after 10 min	A slightly longer interval that allows clients to address urgent issues without overwhelming them with too frequent communications.
5	Work Order Follow-up after 15 min	A balanced interval providing ample time for clients to respond or take action, suitable for time-sensitive matters.
6	Work Order Follow-up after 30 min	Appropriate for follow-ups on ongoing tasks or updates that may require more time for clients to consider.
7	Work Order Follow-up after 1 hour	A longer interval that allows clients more time to process information, ideal for non-urgent updates or status checks.
8	Work Order Follow-up after 3 hours	Suitable for less critical matters, giving clients more space to attend to their other tasks.
9	Work Order Follow-up after 6 hours	A longer interval offering clients more flexibility in responding, appropriate for non-critical updates.
10	Work Order Follow-up after 12 hours	A substantial interval that provides clients ample time to react, making it suitable for general status checks or non-urgent communications.
11	Work Order Follow-up after 24 hours	A daily interval that gives clients time to address updates or issues while avoiding frequent interruptions.
12	Work Order Follow-up after 36 hours	Extends beyond a day and is suitable for less time-sensitive matters, providing clients more time to respond.
13	Work Order Follow-up after 48 hours	A two-day interval appropriate for general follow-ups or updates that don't require immediate attention.
14	Work Order Follow-up after 72 hours	The longest interval in the list, allowing clients three days to respond, suitable for non-urgent matters or periodic status checks.

2. Segregation of the Logic

Activation of each reminder frequency can be done independently, with each one running its own logic as if they were separate and independent events.

Emails - Client Reminders - Work Order Follow-Up - Franchise Opt Out

Franchise opt-out provides the ability to allow clients to opt-Out at the franchise level for a specific reminder template. This feature is made possible by enabling each event to opt-out on the corporate side, offering a new level of control and flexibility for franchise owners and participants alike. If this option is enabled, the template will be accessible for opt-out under the franchise tab.

The Franchise Opt-Out possesses the following features:

• The opt-out will only be applicable if the content is managed separately.

• Allows franchise-specific content management for further customization.

• The link becomes visible exclusively when there is a custom setup for at least one reminder of any type.

• To access the opt-out feature, simply navigate to the franchise section, then go to dispatching and select Client Reminders.

• Exclusively the reminders that are active for customization will be visible.

• Click on Update or Close to proceed.

Note:

• Upon setting the template as custom, it automatically sets all franchises to OPT-IN by default for all active reminders.

• Franchises will need to opt-out of the remainder if they choose not to participate.

Emails - Client Reminders - Next Service Reminder

1. Overview

Emails - Client Reminders - Next Service Reminder, also known as Next Appointment Reminder improve customer engagement and retention by enabling automated email reminders to be sent to clients who have not interacted with the system or utilized the services for a specific duration. These reminders serve as proactive prompts, ensuring timely follow-ups, and enhancing the overall experience.

2. Activate

To activate the global behavioral flag functionality, follow these steps:

1. Select Setup from the menu options.

2. Go to My Company.

3. Navigate to Behavioral Flags.

4. Choose Service Followup.

5. Activate the Use Next Service Reminder Option.

3. Setup Email Template

A Setup Email template is a pre-designed format used to compose and customize automated emails. To activate and configure the Next Appointment Reminder email template, follow these steps:

• Access the Setup menu.

• Select Client from the available options.

• Navigate to Client Email Templates.

• Look for the Next Appointment Reminder template.

• Configure the template according to your preferences and requirements.

• Create a new template within the Next Appointment Reminder section and proceed to populate the content accordingly.

4. Service Type Setup

Service Type Setup configures and customizes for managing appointments, organizing tasks, and streamlining operations. To determine the follow-up frequency for each service type, follow these steps:

• Go to Setup > My Company > Service Type.

• For each service type, configure the follow-up behavior and select the appropriate template to be used.

• Customize the frequency of the follow-up for each service type based on your requirements.

• Select the respective service type and navigate to the service type details screen.

• Enable the Next Service Reminder option.

• Choose the Remind Within period (e.g., 6 months) for the follow-up.

• Set the preferred reminder method as Email with Call Backup.

• Select the appropriate email template from the previously created templates.

5. Followup Logic

By implementing this follow-up reminder logic, we aim to enhance our customer service, reduce manual effort, and keep track of important service dates accurately. Our system ensures that reminders are sent only when needed and that they are always based on the latest work order information. Here's how it works:

• Initial Work Order Reminder:

  • Whenever a new work order is created, we automatically set up a reminder for the corresponding account and address.

  • The reminder date is calculated based on the work order schedule, plus the specified number of days after the reminder needs to be sent.

  • For example, if the work order schedule date is Jan 26, 2020, and a reminder after 6 months is selected, the reminder will be sent on July 26, 2020.
    
    

• Subsequent Work Orders:

  • If a new work order is booked for the same customer and location in the future, the reminder date is adjusted accordingly.

  • The new reminder date will be calculated from the latest work order schedule date, plus the chosen number of days after the reminder needs to be sent.

  • For instance, if a new work order is scheduled for Feb 26, 2020, then the new reminder date will be Aug 26, 2020, considering a 6-month reminder interval.
    
    

• Cancellation and Reminder Deletion:

  • If a work order is canceled and there are no other work orders associated with the same address and service type, the reminder for that particular location is deleted.

  • This ensures that reminders are relevant and not sent unnecessarily when there are no pending services.

6. Reminder Day Update Trigger Events

The Reminder Day Update Trigger Events will automatically update the functions, streamlining your email management and ensuring timely follow-ups and responses. The reminder date will update on these functions mentioned in the table.

S.No	Events	Description
1	Cancel Work Order	The action of canceling an existing work order, removing it from the schedule, and updating relevant data.
2	Cancel Job	Canceling a job task, removing it from the active job list, and updating the job status accordingly.
3	Move Work Order in Schedule	Rescheduling a work order to a different date or time slot in the schedule.
4	Add Work Order to Existing Job	Adding a new work order to an existing job, updating the job details, and managing the combined workflow.
5	Convert Job from Quote	Transforming a previously quoted job into an active job with scheduled tasks and updated status.
6	Reschedule Work Order	Changing the date, time, or priority of a work order, adjusting it within the existing schedule.
7	Restore Work Order	Reversing the cancellation of a work order and restoring it to its original state in the schedule.
8	Add New Job (Internally or Online)	Creating a new job entry, either through internal processes or an online platform, to initiate a new workflow.

Notes:

1. Changing "Remind within" from 6 months to 1 year will affect reminder emails for existing work orders. Those set for 6 months will be sent after 6 months, while those set for 1 year will be sent after 1 year.

2. When enabling this feature, inform customers that modifying Remind within will affect how emails are sent.

3. Reminder logic starts with new reminders; previous data won't be used.

4. Reminders are based on customer and location. For the same customer but different locations, two reminders will be sent for separate work orders.

Emails - Client Reminders - Invoices

With our user-friendly interface and automated features of Emails - Client Reminders - Invoices, you can manage invoices seamlessly, ensuring timely payments and improved cash flow for your business.

Emails - Client Reminders - Invoices - Events

Emails - Client Reminders - Invoices - Events ensure sending of clear and timely reminders to the customers, enhancing transparency and fostering strong business relationships.

Existing Reminder Events

The table below summarizes the Existing Reminder Events.

ID	Name	Description	JIRA
250	Outstanding Invoice - Remind Daily	Send a daily reminder to clients about outstanding invoices.	---
251	Outstanding Invoice - Remind Every 2 Days	Send a reminder to clients about outstanding invoices every 2 days.	---
252	Outstanding Invoice - Remind Every 3 Days	Send a reminder to clients about outstanding invoices every 3 days.	---
253	Outstanding Invoice - Remind Every 4 Days	Send a reminder to clients about outstanding invoices every 4 days.	---
254	Outstanding Invoice - Remind Every 5 Days	Send a reminder to clients about outstanding invoices every 5 days.	---
256	Outstanding Invoice - Remind Every Week	Send a weekly reminder to clients about outstanding invoices.	---
257	Outstanding Invoice - Remind Every 10 Days	Send a reminder to clients about outstanding invoices every 10 days.	---
258	Outstanding Invoice - Remind Every 2 Weeks	Send a reminder to clients about outstanding invoices every 2 weeks.	---
259	Outstanding Invoice - Remind Every 3 Weeks	Send a reminder to clients about outstanding invoices every 3 weeks.	---
260	Outstanding Invoice - Remind Every Month	Send a monthly reminder to clients about outstanding invoices.	---
261	Outstanding Invoice - Remind Every 2 Months	Send a reminder to clients about outstanding invoices every 2 Months.	VON-16308 - Data cannot be retrieved due to an unexpected error.
262	Outstanding Invoice - Remind Every 3 Months	Send a reminder to clients about outstanding invoices every 3 Months.	VON-16308 - Data cannot be retrieved due to an unexpected error.
263	Outstanding Invoice - Remind Every 75 Days	Send a reminder to clients about outstanding invoices every 75 Days(Only available in jiffy junk environment).	VON-16308 - Data cannot be retrieved due to an unexpected error.

 

Emails - Client Reminders - Invoices - Conditions

1. Overview

The Emails - Client Reminders - Invoices - Conditions outline the specific conditions on the basis of which Client-facing Invoice reminders are sent to ensure timely and effective communication with customers. These conditions are carefully designed to trigger Invoice reminders for important tasks.

2. Invoice reminder conditions

The Invoice reminders are triggered under the following conditions:

S.No	Condition	Description
1	Dispatching global flag activated globally.	This condition indicates that a global flag for dispatching reminders has been enabled on a global scale.
2	It is an invoice and not a receipt.	This condition ensures that only invoices, not receipts, are considered for sending client reminders.
3	The invoice is in the open status (i.e., not canceled, not paid or partially paid, or archived).	This condition ensures that only invoices with an open status are eligible for reminders.
4	The date Due is less than the date cutoff based on the template type.	This condition checks if the due date of the invoice is before the specified cutoff date based on the template type.
5	The invoice was not reminded previously sent within the respective time frame.	This condition ensures that clients receive reminders only if they haven't been reminded within the specific time frame.
6	The customer master setup allows for the reminder event to occur.	This condition validates whether the customer's master setup permits the occurrence of reminder events for invoices.
7	Amount Balance is greater than 0.	This condition checks if the outstanding balance on the invoice is greater than zero, indicating an unpaid or partially paid invoice and eligible for reminders.

Notes:

• If Multiple email templates are active, all active templates are considered for sending reminders.

• If a 2-day template and a 5-day template are active:

  • Reminders are sent every 2 days.

  • The 5-day template won't be triggered since it's within the 2-day timeframe.

Emails - Client Reminders - Invoices - Template

1. Overview

The Emails - Client Reminders - Invoices - Template involves the process of configuration and Setup of the Corporate Invoice Reminder Template.

2. Setup

The steps to access the Corporate Invoice Reminder Template Setup are as follows:

• Go to the Setup section of the system.

• Navigate to the Client tab within the setup options.

• Click on Email Templates to access the templates configuration.

• Locate the Client Email and Text Message Template from the list of available templates.

• The Invoice recurrent reminders section is accessible exclusively when the invoicing functionality is activated within the system.

• Set up a series of email templates that cater to various client types and brands, each representing reminders with different preset frequencies.

• Activate and adjust these templates based on specific client requirements.

• The email reminders are executed through a background process, running every hour, around the clock (24/7).

• Active templates will be displayed in the list with a dark grey color, while inactive templates will be shown in a light grey color.

3. Templates

Templates are the pre-designed format used to compose and customize automated emails.

• Once activated, the templates apply system-wide, taking into account client/service type preference and client master preference settings.

• Users can enter and maintain the content of the templates within the template details.

• Available short keys can be utilized to enhance efficiency while working on the template content.

• These system-wide templates ensure uniform and streamlined communication across the entire platform.

Emails - Client Reminders - Invoices - Franchise Opt Out

1. Overview

The Emails - Client Reminders - Invoices - Franchise Opt Out management system for client-facing invoice reminder templates provides flexibility to franchise owners to customize their reminder preferences and foster personalized experiences.

2. Corporate Opt-Out

To manage franchise-specific preferences for opting out at the franchise level, follow these steps:

1. Once the opt-out is enabled, each franchise in the system gains the ability to independently opt-in or opt-out from using the specific template for their clients.

2. Enable franchise-level opt-out by clicking the Allow Franchise Opt-Out checkbox located below the template content.

3. Use Cases

• Customized Follow-Up Frequency

  • Opt-out can be done on each individual template, enabling flexibility in defining follow-up frequencies.

• Tailored Follow-Up Options for Franchises

  • Option #1= Increased Follow-Up Frequency

    • Corporate sets a default follow-up frequency of once every 10 days for outstanding invoices.

    • Franchises have the option to opt-out and customize their follow-up frequency to once every 5 days, allowing for more frequent reminders if desired.

  • Option #2= Flexibility to Choose Follow-Up Approach

    • Corporate enables three follow-up options for franchises to choose from.

    • Franchises can opt for automatic follow-up at the corporate-defined frequency, opt-out of automatic follow-up entirely, or set their own preferred follow-up frequency.

4. Franchise Opt-Out Interface:

The franchise opt-out interface is a feature within the system that allows franchises to manage and customize reminder templates on their own, giving them the option to opt-out or adjust reminder settings based on their preferences. To access active templates allowed to be manageable on the franchise-level Opt-Out Interface, follow the steps mentioned below:

• Navigate to the Franchise section in the menu.

• Click on Client Reminders to access the franchise opt-out interface.

• Here, franchises can manage their active templates and make changes as needed, opting out or adjusting reminder settings as desired.

• Upon activation of the opt-out feature, all templates will be automatically included in the follow-up process by default.

Emails - Client Reminders - Quotes

1. Overview

This Emails - Client Reminders - Quotes delves into the behavior of quote recurring reminders and their pivotal role in automating the sales process. Recurring reminders serve as essential components, notifying clients about potential sales opportunities, particularly for outstanding quotes. To maximize their effectiveness, this functionality should be seamlessly linked with online quote approval and online deposit payment, streamlining the sales cycle.

2. Setup

The steps to access the Emails - Client Reminders - Quotes- Setup are as follows:

• Navigate to the Setup section.

• Click on Client within the setup options to access client-related configurations.

• From the drop-down or sub-menu options, select Email Templates.

• You will be directed to the configuration area for email templates, where you can manage and customize your email communication settings.

• Access the series of email templates that can be activated and customized based on service type, client type, and brand, each representing reminders with different preset frequencies. These templates are executed via a background process every hour, 24/7.

• Ensure that the condition for sending reminders is based on the quote not being deleted, not marked as deleted by the label (see below), and not converted to work (if the quote is converted from a job, it is still considered outstanding).

• Utilize the concept of Deleted labels to mark specific quotes as deleted. When a label is marked as deleted, it will not be displayed as outstanding on the home page dashboard, and there will be no changes in the reports.

• Once activated, these settings apply system-wide, utilizing client/service type preferences and client master preferences.

• The franchise-level opt-out option is available.

3. Conditions

The following conditions apply for sending reminders to all quotes mentioned in the table:

Serial No	Condition	Description
1	Dispatching global flag activated globally	Reminder dispatching is globally activated through a system-wide flag.
2	The quote is not deleted.	Reminders will be sent for quotes that have not been deleted.
3	Not Marked As "Deleted" (Property of the quote Label)	Reminders will be sent for quotes that have not been marked as "deleted" using the property of the quote label.
4	Not Converted To Work	Reminders will be sent for quotes that have not been converted to work.
5	The quote was not reminded previously sent within the respective time frame	Reminders will be sent only if the quote has not been previously reminded within the specific time frame.
6	Customer master allows for reminder events	Reminders will be sent if the customer master setup permits the occurrence of reminder events for the quotes.
7	Quote Reminders activated on a franchise level	Reminders will be sent for quotes if quote reminders are activated at the franchise level.
8	The respective quote reminder template is active	Reminders will be sent based on the active status of the respective quote reminder template.
9	Quote reminder Templates Sequence not overlapping	Logic applies when multiple templates are activated, ensuring no overlap between reminder sequences. The first reminder will go out based on x number of days from the date the quote was created, followed by subsequent reminders. Example: If monthly reminder emails are active, the first email will go out 30 days after the date the quote was created, and the next will go out 30 days after the first reminder was sent.

4. Template Conflicts
   
   When multiple email templates are active, it's important to understand how they interact when sending reminders. Here's how the system handles template conflicts:

   • All active email templates are taken into account when determining whether to send a reminder.

   • If there are conflicting frequencies between templates, the system prioritizes the shortest interval.

   • For example, if a 2-day template and a 5-day template are both active:

     • Reminders will be sent every 2 days.

     • The 5-day template will not be triggered because it will never reach 5 days since the previous reminder was sent.

5. Existing Reminder Events

The table below summarizes the Existing Reminder Events for the configuration.

ID	Name	Description
250	Outstanding Quote - Remind Daily	Reminders will be sent daily for outstanding quotes.
251	Outstanding Quote - Remind Every 2 Days	Reminders will be sent every 2 days for outstanding quotes.
252	Outstanding Quote - Remind Every 3 Days	Reminders will be sent every 3 days for outstanding quotes.
253	Outstanding Quote - Remind Every 4 Days	Reminders will be sent every 4 days for outstanding quotes.
254	Outstanding Quote - Remind Every 5 Days	Reminders will be sent every 5 days for outstanding quotes.
256	Outstanding Quote - Remind Every Week	Reminders will be sent every week for outstanding quotes.
257	Outstanding Quote - Remind Every 10 Days	Reminders will be sent every 10 days for outstanding quotes.
258	Outstanding Quote - Remind Every 2 Weeks	Reminders will be sent every 2 weeks for outstanding quotes.
259	Outstanding Quote - Remind Every 3 Weeks	Reminders will be sent every 3 weeks for outstanding quotes.
260	Outstanding Quote - Remind Every Month	Reminders will be sent every month for outstanding quotes.