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Mail Templates

Administration-> Templates-> Mail Templates

Messages allows an operator with sufficient security privilege to create form letters that may be used as a template when sending an email to any customer from within different areas of the system.

This time saving feature will insert the template content into the email editor where the clerk may customize the content of the template for the customer it is being sent to.

Emails as being created for any customer may be created from scratch or by using a template created within this function.

Emails may be sent from from the Customer, the Event's Bride, Groom & Member contact sections. Also from the customer receipt / ledger, Issue PO and PO edit form. And finally from Automation triggers.

When the email function is selected, a message box will appear with the customer or vendor email address pre-inserted. Enter a email subject and select the template to use (if any are desired) from the dropdown list. Once the template name appears within the template field click Select Template to insert the template contents within the editor. Edit as necessary. Click Send Email once editing is completed.

Clicking the SMS or eMail menu option will display a list of any previously created templates. Click the Delete button on the same line as the template name to DELETE that template. Click the template name to edit the contents of that template. Click CREATE button to create a brand new template.

Fields

Name ... Enter a good description for this template. This name field will be displayed when the operator can select a template to use.

Type ... Identifies (Source) where the template will be used. A Type is assigned to a eMail template & determines if the template appears as a choice from within different areas of the application. The Sources are:

  • Appointment: Template appears from Appointment edit form eMail function. This template offers merge codes. These merge codes will replace the code with the actual customer information, allowing the template to be more personable and to save time. This is particularly helpful for automatic eMails, such as appointment confirmations. Within the edit place you cursor at the location to which you would wish to insert a merge code. Then click the merge code button to insert that merge code. When the eMail is sent the customer information will b exchanged for the code.
  • Customer: Template appears from customer form eMail function.
  • Event: Template appears from Event form eMail function.
  • PO: Template appears from PO Issue & Edit eMail functions.
  • Ticket: Template appears from Ticket form eMail function.
  • SnapPay: Only one SnapPay template is required(additional templates will be ignored) This template is automatically utilized on Ticket/Receipt Payment form when SnapPay payment tender option is selected. The template content will be sent as the eMail payment request.
  • Trigger: Only templates with the TRIGGER source will be available for Automation sending. When selecting Trigger, the Trigger Type Source Option appears.Trigger Type Source .. This appears with Type is set to TRIGGER and source options match the leading Source name on the Trigger. For example, Automation Trigger Customer - Pickup Notification - requires the Customer source to be selected in the TRIGGER template for it to be available as a selection on the ACTION form. Each Automation trigger name begins with the Template Source required.

Template ... The contents of the message that will be sent to the customer or vendor. This is an WYSIWYG HTML editor. Images URLs may be inserted for display within the template content. HTML content could be created outside of this editor and then copied to this editor by clicking the **** icon.

Available merge codes appear to the right of the template form and are determined by the SOURCE selected. Click on the merge code button to have it insert the merge location at the last cursor position. When sending the eMail from the SOURCE location, such as member, customer or ticket ..etc the merge codes will be automatically replaced with the values of the source.

Event Merge Codes

  • Event Date The event date of the event this customer's data is being merged from
  • Event Name The event name of the event this customer's data is being merged from
  • First Name Customer's first name
  • Last Name Customer's last name

Events may be Weddings, Socials, Proms or Quinceañeras. Values of Bride and Groom merge codes will be Bride or Groom for Weddings, Primary Contact for other type of events.

  • Bride First Name Bride or Primary contact value for event the customer this email is being created for
  • Bride Last Name Bride or Primary contact value for event the customer this email is being created for
  • Groom First Name This value will appear for only Wedding events and be the Wedding event the customer is a member of this email is being created for
  • Groom Last Name his value will appear for only Wedding events and be the Wedding event the customer is a member of this email is being created for
  • Pickup Date Rental Member rental pickup date
  • Return Date Rental member rental return date
  • MemStyle The customer data this template is being merged for. Merge value would be for a Non Rental Member Dress Style selected
  • MemColors The customer data this template is being merged for. Merge value would be for a Non Rental Member Colors chosen for the selected dress style
  • Offer : The the customer data this template is being merged for. Merge value would be for a Non Rental Member offer price
  • Size/Chart Image This will be the web URL to the Size Chart image linked to the selected retail inventory style code (dress code) of the an event's Non Rental member this email is being merged to
  • Picture1 URL This will be the web URL to the Picture 1 t image linked to the selected retail inventory style code (dress code) of the an event's Non Rental member this email is being merged to

The merge code values will show as blank space for size chart or picture if there are none linked to the retail inventory style code

Appointment Merge Codes

  • Appointment Status The status of the appointment, usually Pending for new appointments, and Confirmed after confirmation.
  • Appointment Date The date and time for the appointment.
  • Appointment Type The type of appointment, such as Bridal First, etc.
  • Customer Name The full name of the customer.
  • Store Name
  • Store Address
  • Appointment Fee Creates a link the customer can click on to pay the booking fee for the appointment. If there is no booking fee for the appointment, then no link is inserted into the message.

Appointment iFrame Codes

  • Customer Name This the customers complete name.
  • Appointment Status The status of the appointment, usually Pending for new appointments, and Confirmed after confirmation.
  • Appointment Date The date and time for the appointment.
  • Appointment Type The type of appointment, such as Bridal First, etc.
  • Store Name
  • Store Address
  • Click here to confirm your email and appointment Inserts a button the customer can click to confirm their appointment. This should be used with the Allow Automatic Appointment Confirmation (checkbox)" option when generating the iFrame code for an appointment.

Customer Merge Codes

  • First Name
  • Last Name

SnapPay

This email is auto sent from a Ticket's Payment form when the User enters a payment amount and selects SnapPay tender type

  • First Name Customer's first name
  • Last name Customer's Last Name
  • Amount Due The User must enter in a pay amount when sending this pay request to the Customer. The pay amount will be inserted within the email where this merge code appears
  • Click to pay amount due A Pay button will be inserted where this merge code is located within eMail
  • Shop Name, Address, Shop eMail, Shop Phone The contact information for the store as set in the Store Setup

Ticket Merge Codes (must be on ticket or tickets style edit form to send)

  • Event Date Event date of ticket's linked event, value is bank is no event is linked

  • Event Name Event nameof ticket's linked event, value is bank is no event is linked

  • First Name Customer's first name

  • Last Name Customer's Last name

  • Style's Category Category name of Style and is available when sending from from a ticket's Style Edit form

  • Ticket Balance The current ticket balance

  • Ticket Number The number of the ticket

  • Style Cat Description Category description of Style and is available when sending from from a ticket's Style Edit form

  • Style Inventory Description Inventory description of Style and is available when sending from from a ticket's Style Edit form

Tip: Images cannot be inserted that are found on the computer's local hard drive. Images must be hosted on a web server, like the one that hosts the store's web site. Some stores use free image hosting services such as http://photobucket.com/ where your image may be uploaded and given a URL which is then inserted within the editor to make it appear in the email content.

100 eMail and SMS message credits are included in the EverywhereBridal/Prom/Retail monthly subscription. Increase monthly credit volume may be purchased from BBL @ sales@bblsystems.com in 100, 500 or 100 credit increments.