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.
Trigger | When it's 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. |
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. |
Access got revoked by operator | 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 open invoice etc. |
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 date
| 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 date
| 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. |
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.