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Configure Client Emails and Text Message Templates
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To optimize your customer experience and scale your customer communication with ease, you can set up automated email and text message engagements for your customer using email and text message templates. We will explain how email and text message template management works below.

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Overview

Vonigo provides you to build or customize templates to optimize your customer engagement using email and text message templates. You can set up your own email and text message templates or use the standard email and text message templates that we have provided in our platform as follows:

  • Online Lead Generation - A template to create an online lead and client confirmation.

  • Online Quote Submission - A template to inquiry confirmations to clients upon completion of an online quote form.

  • Online Cases Dispatch - A template for internal confirmations upon external submission form when a zip code is not serviced.

  • Job Automated Templates- A template to send emails and text messages to clients regarding the job and work order creations and changes. This template has a pre-made case list that you can set up as follows:

    • Add New Job

    • Add New Work Order

    • Cancel Job

    • Cancel Work Order

    • Move Outstanding Work Order

    • Update Outstanding Work Order

    • Convert Quote

  • Job Manual Templates - A template for manual or unique job cases that are not available under Job Automated Templates that you can set up by yourself. For example: If you want to send a confirmation to your clients regarding the job update, you can set up an Update Job template under this template.

  • Work Order Reminders - A template to send work order reminders to clients. You can set up this template based on the duration after the work order has been created. We provide the pre-made range of durations that are available ranging from 1 hour to 2 Months.

  • Work Order Follow-up - A template to send work order reminders to clients once work is done. Under this template, you can select which template you would like to use based on the pre-made durations that are available ranging from 1 minute to 72 hours.

  • Work Order Manual Templates - A template that you can set up based on the unique work order cases that you cannot find in both Work Order Follow-up and Work Order Reminders templates. For example, if you want to set up a work order reminder template after 96 hours, you can set it up manually here.

  • Quote Recurring Reminders - A template to send quote reminders to clients for outstanding quotes. You can set up the reminders from daily to monthly.

  • Quote Approval - A template to send a notification to clients once the quote is approved or declined.

  • Quote Manual Templates - A template that you can set up based on unique quote cases that you cannot find in both Quote Recurring Reminders and Quote Approval templates.

  • Contract Manual Templates - A template that you can set up manually to send a notification to your clients for various cases such as cancel contracts, complete contracts, suspend contracts, and activate contracts.

  • Invoice Recurring Reminders - A template to send invoice reminders to clients for outstanding invoices ranging from daily to every 3 months.

  • Invoice Manual Templates - A template that you can set up based on unique invoice cases that you cannot find in the Invoice Recurring Reminders.

  • Payment Manual Templates - A template that you can set up to send a notification to clients regarding payment such as complete payment or payment approval.

  • Client Follow-up Survey - A template to send follow-up surveys to clients.

  • Client Manual Templates - A template that you can set up based on specific clients.

  • Case Manual Templates - A template that you can set up based on unique cases that are not yet defined on the above-mentioned templates.

When choosing which notifications to send, consider the number of emails and text messages that could potentially be sent to your clients. For example, if you choose to activate Update Outstanding Work Order, then clients will be notified of every change made to their work order.

Note: You can test each template by creating a test Client using your own email address and phone numbers and then performing each function that triggers the associated confirmation email and text messages.

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How to Access Client Email Templates

To access and client email templates, simply follow the steps below:

  • Click Setup > Client > Client Email Templates.

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How to Customize Email Template Contents

Note: In these instructions, we'll be selecting Job Automated Templates as an example.

  • Select any template from the list of templates under Client Email Templates.

Note: The bold ones are the active templates and the grey ones are the inactive templates. In this particular example, the active one is the Add New Job - Active only.

  • Select any pre-made drop-down case under the email template that you have chosen to expand the template.

  • In the Default Email and Text Message Template section, specify:

    • Enter the From Email address that will appear as the sender of dispatch emails.

    • Enter the Subject line in the Email Subject box.

    • Enter the message in the Email Message box that will appear in the body of the email.

Note: Use the number key listed in the green box to automatically pull the associated data from the system. For example, [8] is the number key for the Client Contact Name. So, typing [8] in the message configures the template to automatically populate emails with the appropriate client contact name.

  • Click Update.

  • Click Activate if the template is not active yet.

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How to Customize the Sender Display Name

  • To display your specific brand as the sender of the email by clicking Use Brand Specific From Email.

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  • To customize the sender display name, click Customize Email Display Name and enter the display name in the Display Name box.

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How to Customize Email Template Contents based on Client Type

  • Click CUSTOMIZE BY CLIENT TYPE button.

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  • In the Client Type Specific Templates, select the client type template that you want to customize

  • Enter the From Email address that will appear as the sender of dispatch emails.

  • Enter the Subject line in the Email Subject box.

  • Enter the message in the Email Message box that will appear in the body of the email.

  • Click Customize Email Display Name if you want to specify the email display name.

Note: To remove all the customization, click REMOVE ALL CUSTOMIZATION

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How to Customize Email Template Contents based on Service Type

  • Click CUSTOMIZE BY SERVICE TYPE button.

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  • In the Client Type Specific TemplatesService Type Specific Templates, select the service type template that you want to customize

  • Enter the From Email address that will appear as the sender of dispatch emails.

  • Enter the Subject line in the Email Subject box.

  • Enter the message in the Email Message box that will appear in the body of the email.

  • Click Customize Email Display Name if you want to specify the email display name.

Note: To remove all the customization, click REMOVE ALL CUSTOMIZATION

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