Our Scheduled Invites feature allows you to send invited guests, hosts, and designated individuals an email notification at designated times before and after an expected invite window. 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 web 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.
This article only discusses the basic scheduled invite functionality. To learn about the more advanced conditional scheduled notifications, check out THIS article.
These settings cannot be toggled within the Outlook Add-In.
Where To Access Scheduled Notifications
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.
The steps within an individual invite or at the location level is mostly the same. The only difference is where you begin the process.
Scheduled Notifications at the Location Level
Click the Locations icon from the left-navigation bar.
Select the Location you'd like to apply your notifications to.
Click the Preferences button in the top-right corner.
Click the Create scheduled notification button.
Scheduled Notifications at the Invite Level
First, create an invite in the web portal 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.
Scheduled Notification Builder
Step 1: Choose Recipients
You can choose from the following recipient types and can select more than one:
Visitor
Host
Other Recipients
Under Other Recipient(s), you can add more than one email address if you wish. Email addresses must be separated by a comma with no spaces in-between. For example: [email protected],[email protected]
Step 2: Choose Notification Timing
Define when the email should be sent:
Number Field: Enter a number (e.g., 1).
Time Frame: Choose between day or hour.
Trigger: Select before arrival or after arrival.
Before Arrival counts from the Invite Start Time.
After Arrival counts from the Invite End Time.
Example Use-Cases
A reminder that a visitor's appointment window is coming up, 1 day before arrival.
A link to a survey that is sent 2 hours after arrival (after the end time passes).
Step 3: Select an Email Template
Choose the email template that should be sent. Templates must already be created in the Email Template Editor.
You must use the Invite Template Type for scheduled notifications. You can format the content within those templates however you'd like, especially if you are choosing to send this to internal recipients.
Hit Done to close the editor.
To finish and lock in your scheduled notifications, click Save at the top of the invite/notification preferences window.
Once locked, you cannot edit your notification again. To make changes, you must delete it and create a new one from scratch.
If your notification is not locked, you can click the actions button on the right and click Edit.
If you'd like to add another scheduled email, click Add another time or Create scheduled notification and repeat the process. You can choose to send any email template on its own separate schedule.