Automations: A booking is created

When a new Booking is created in your system, you can automatically trigger a series of actions to notify the right people straight away. This trigger fires the moment a booking is added, allowing you to instantly alert your team and confirm the booking with your customer. Choose your Automation Trigger: A booking is created, add any additional Logic if required, then choose your Action.

For example, you can add an Email action to send an Email to Admin to notify your team, followed by a second Email action to send an Email to Customer to confirm their booking.

1. From your dashboard, select the Automations icon.

2. Click Add Automation.

3. The Create New Automation modal will open.

4. Enter a Name e.g A booking is created

5. Status, choose either Active or Inactive from the dropdown menu

6. Click Create & Edit Automation.

7. On the Workflow Tab, Click + Add Trigger.

8. The Select trigger drawer will open, where you can search for the automation required or choose from the list, which is broken down into the appropriate category.

9. Choose A booking is created.

10. The Trigger title box will appear. If necessary, you can edit the trigger using the Ellipsis (3 dots) and selecting Change trigger.

11. Click the "+" button (underneath the Trigger title box) to open the Logic / Action drawer.

12. If necessary, choose a Logic. In this example, we will just show the Action :-

    • Email

13. The Email drawer will open where you can edit the following :-

    • Action Name

    • Email Account

    • To

    • Subject

    • Message

    • Attachments.

14. Action Name - You can edit the name of the action.

15. Email Account - Choose which account you want to send from, Choose System Email or Connected Email (if connected)

16. To - use the { or ⚡ to bring up the variations available. e.g Business Email if sending to yourself or Customer: Email to confirm the booking with the customer. If you want to perform both actions independently, you will need to have 2 separate action steps.

17. To>More Settings - allows you to add :-

    • CC

    • BCC

    • Reply-To

18. Action Name - You can edit the name of the action.

19. Draft - This will allow you to see the email before it is sent. Tick the checkbox to use this function.

20. Subject - use the { or ⚡ to bring up the variations available :-
    e.g New Booking #{Event Id} : {Customer Name}

21. Message - Configure your message with some of the following :-

    • Customer Name: {Customer Name}

    • Event Name: {Event Name}

    • Event Date: {Event Date}

    • Venue: {Venue: Name}, {Venue: Address},

    • Booked Unit(s): {quote}*

    • Package(s): {quote}*

    • Extra(s): {quote}*

22. * Please note, to see these, you will need to follow these steps.

23. Booked Unit(s): {quote}* - To add the Booked unit, you will need to use the {Quote} variable first, then click on {Quote} and in Quote Display, choose Items. Once chosen, you will see Quote Render, then choose Service Name.

24. Package(s): {quote}* - To add the Booked unit, you will need to use the {Quote} variable first, then click on {Quote} and in Quote Display, choose Items. Once chosen, you will see Quote Render, then choose Package Name.

25. Extra(s): {quote}* - To add the Booked unit, you will need to use the {Quote} variable first, then click on {Quote} and in Quote Display, choose Items. Once chosen, you will see Quote Render, then choose Products.

26. To send an email to the Customer, you can repeat the same steps from point 11, using (but not limited to) the following :-

    • To - {Customer: Email}

    • Subject: Booking #{Event Id} with {Business Name}

    • Message - which can include such details as
      Customer Name: {Customer Name}
      Event Date: {Event Date}
      Venue: {Venue: Name}, {Venue: Address}
      {Client Portal} link
      

Please note - you do not have to Save the workflow, you can press the X or click off of the drawer and the information will save. You can then press Save to save the Automation.