In this article, we will tackle the topic of email triggers and how they work in the KINNOVIS Manager. With email triggers, you can define which email should be sent out based on a certain system event.
When you navigate to our email module and then click on the "Create Email" button, you will notice that there are a lot of email triggers listed. Each trigger is determined for a certain use case, but can also be used for other purposes.
Access Management
Below you will find all triggers which are relevant for access management:
Name of Trigger | When its triggered? | Use Case |
Access got revoked | Sent when a customer's access to a unit gets revoked. | To inform the customer that their access got revoked in case the customer did not pay invoices etc. |
Access got restored | Sent when a customer's access to a unit gets restored. | To inform the customer that their access got restored in case the customer paid past due invoices etc. |
Access time changed (only available for Visor) | Sent when a booking's access time has changed. | To inform the customer that its access time to the unit has changed. |
PIN code change (only available for Visor) | Sent when a customer's PIN code has changed. | To inform the customer its PIN code has changed. |
Booking
Below you will find all triggers which are revelant for bookings:
Name of Trigger | When its triggered? | Use Case |
Booking creation | Sent once a booking is successfully created, through the application manager or the booking portal. | To confirm a successful booking to the customer and provide them with necessary booking details such as date, time, and location. |
Booking cancellation | Sent on the day the booking gets canceled, either by the operator or customer (not on the move-out date). | To inform customers about next steps before moving out. |
Booking cancellation reverted | Sent on the day the booking cancellation was reverted by the operator. | To inform the customer, that the revoke of cancellation was successful. |
Move-in date reached | Sent at the onset of a customer's booking period (move-in date). | To remind the customer that their booking period has started, including details about the booked entity. |
Unit switch | Sent when a unit of a booking was switched. | Used to confirm that a customer's change in unit has been successfully processed. |
Booking cancellation | Sent when a booking gets cancelled, either by the operator via the manager or by the customer directly via the customer portal. | Provides a confirmation of cancellation and the possible implications such as cancellation fees or policy. |
x days before move-out date | Sent a certain number of days before the end of a customer's booking. | Acts as a reminder for customers about the impending end of their booking, useful in scenarios where customers might want to extend their bookings. |
Move-out date reached | Sent at the end of a customer's booking period (move-out date). | Informs the customer that their booking period has ended, and might include details on how to book again or provide feedback. |
Invoice is due | Sent when a customer's invoice is past its due date. | Acts as a reminder to customers that they have a past due payment, including details of the outstanding amount and how to make a payment. |
x days after invoice is due | Sent a certain number of days after a customer's invoice is past its due date. | Provides a stronger reminder or warning to customers with overdue payments. |
Reset password button clicked | Sent when a customer initiates a password reset. | To confirm a customer's request to reset password and provide them with instructions on how to complete the process. |
x days before price adjustment | Sent a certain number of days before an price adjustment is scheduled to occur. | Serves as a notification to customers about the upcoming price adjustment and the price increase/decrease of their active bookings. |
x-days before move in day is reached
| Sent a certain number of days before the move-in. | Acts as a reminder that the customer can prepare for the move-in. |
x-days after move-in day is reached
| Sent a certain number of days after the booking started. | Could be used to check in with the customer if everything went according to their satisfaction, or to seel additional services. |
x-days after booking was created | Sent a certain number of days after the booking was created (independent of the move-in). | Acts as a follow-up possibility for you and your customer after their booking finalisation. |
x-days before renewal date is reached | Sent a certain number of days before the renewal date of an active booking is reached. | Act as pro-active message to inform the customer about an upcoming renewal. |
Customer
Below you will find all triggers which are revelant for customers:
Name of Trigger | When its triggered? | Use Case |
Reset password | Sent when a customer requested a password reset through the customer portal. | Guiding the customer of how to reset his password. |
ID check failed | Sent when an ID check made through the booking portal failed. | Request additional documents from the customer to verify his identity. |
New interest registration | Sent when a customer has submitted their details via the lead form in the booking portal because no units were available. | Inform about the next steps when the request unit type will be available again and what to do. |
Once you created an email for each trigger, make sure to not forget to activate the dispatch of the email.
You can also make use of our E-Mail Merge Tags feature, which enables a high personalisation of the email.
Please add your templates to all the shown languages so you can save it.