Our Scheduled Invites feature allows you to send invited guests an email notification at designated times before and after their expected invite times. For example, if you want to send your invitees an email the night before their expected arrival, you can schedule this to be automatically sent out during a certain time-frame, rather than waiting until the exact time to trigger it manually yourself from within the Traction Guest portal.
Scheduled Invites allow you to:
For individual invites, schedule one or more emails to be sent to invitees a certain amount of hours/days before or after their invite time.
Create a location-wide setting that automatically sends one or more invite emails a certain amount of hours/days before or after all invites within a location.
NOTE: These settings cannot be toggled within the Outlook Add-In.
Sections covered below include:
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SETTING UP SCHEDULED INVITES
Scheduled Notifications can be customized for an individual invite or can be applied for all invites in each-location.
For administrative ease, we recommend that you do not give users the ability to choose their own templates or create their own scheduled invites unless absolutely necessary. Instead, let an ADMIN set scheduled invites on a location-basis rather than leaving it up to your users.
This section describes how you can create a scheduled notification for an individual invite record. To learn how to create a location-wide setting, see THIS section below.
First, create an invite in Traction Guest through the regular invite process. Check out THIS article for more details.
After entering the basic details of your visitor’s invite record, click on the Schedule emails at different times checkbox.
You must then choose:
The Invite Email template that will be sent to this guest
A specific number of days or hours
If the email is sent before the invite starts or after the invite ends
If you'd like to add another scheduled email, click Add another time and repeat the process. You can choose to send any email template on its own separate schedule
For example, if you wanted an email template titled “Invite - Account Default (SIE)” to be sent to a visitor 1 day before the invite’s start date/time, the settings would look like this:
Creating a location-wide scheduled notification allows you to apply your scheduled notification settings across all invite records within that location. This means that your users do not have to set a scheduled notification manually for all of their invite records.
This also means that bulk invite records uploaded via CSV will automatically have a scheduled notification applied to them based on your settings.
Each location can have its own scheduled notification setting:
1. Click on the Sign In Enterprise location you’d like to edit.
2. Click the Preferences button in the top-right corner. Then, select Notification Preferences.
3. Click the Create scheduled notification button.
4. Choose your email template and scheduling settings.
Just like with scheduled notifications set for individual invites, you are able to choose between a few options:
The Invite Email template that will be sent to all invited guests.
A specific number of days or hours
If the email is sent before the invite starts or after the invite ends
Make sure to click Save to save your settings.
Additionally, you can create more scheduled notifications for the location by clicking Create scheduled notification and repeating the process.
