Automations are a great way of reminding your client about an upcoming meeting or session without you having to do it manually.
Meeting Reminder
To set up an automation for a meeting reminder, we’re going to start by building an email template (Settings › Template Items › Email Templates).
Set the Email type to ‘General Use’, name it something like ‘Meeting Reminder’, give your email a subject, and then add the body of the email. Because we want the email to be generic and dynamic, we’re going to add some target tokens that will populate with our meeting information. Your email might look something like this:
Hi {{recipient.first_name}},
I just wanted to send a quick reminder about our meeting on {{target.start}} at {{target.location.name}} . Here’s a quick map link, just in case:
{{target.map_link}}
Let me know if anything changes. Looking forward to it!
Best,
Topher
{{brand.name}}
{{brand.primary_website}}
{{brand.phone_number_1}}You can see that I included several ‘target’ tokens.
{{target.start}} is going to turn into ‘1/15/2015 @ 2:00pm’
{{target.location.name}} is going to turn into ‘Starbucks’
{{target.map_link}} is going to turn into a hyperlinked text to a Google map of the location.
IMPORTANT NOTE: In order for your location name and map_link to populate correctly, you’ll need to make sure Táve recognizes the location when you create the event in your schedule and add the location.
Ok, now that we’ve set up the email that we’ll be sending automatically, let’s build the automation. Below is what the first part of your automation should look like. We’ve given the automation a name and we set what the automation is observing to Calendar › Meeting and then told the automation to execute 3 days before the meeting. This means that when the automation system runs, it’s going to check for ANY meetings you have scheduled and if it finds one and today’s date is 3 days before it, the automation will execute.
We don’t have any conditions set up for this automation, but we could if we wanted to restrict the automation. Say we wanted to only send meeting reminders for Family Sessions and NOT Weddings. We would create a condition that states: job.type Must exactly match:Family Session.
Next we’re going to set the action to send the email template we created above. It looks like this:
We set the Recipients to be “Event/Call attendees”. On your scheduled event, there is a section for Attendees. Make sure that anyone you want to receive the reminder is added as an Attendee.
The Template is where we select the email template that we created. And that’s it! Just make sure the automation is enabled and you’re all set.
Session Reminder
Session reminders are going to be almost exactly like meeting reminders above.
Hi {{recipient.first_name}},
I just wanted to send a quick reminder about our session on {{target.start}} at {{target.location.name}} . Here’s a quick map link, just in case:
{{target.map_link}}
Looking forward to it!
Best,
Topher
{{brand.name}}
{{brand.primary_website}}
{{brand.phone_number_1}}Next, we’ll create the automation to observe Calendar › Session instead of Calendar › Meeting like we did above.
And the action:
Make sure your automation is enabled and you're all set!
Targeting a Specific Meeting or Session
If we want to create, meeting or session reminders that are more specific to the type of meeting or session, we do this using a target condition. In my example below, I’m going to create an automation that sends a Ordering Session email and targets specifically any Ordering Sessions. Much like the email templates above, we’re using Target Tokens.
Hi {{recipient.first_name}},
This is just a friendly reminder about our ordering session on {{target.start}} at {{target.location.name}}.
Looking forward to sharing your photos with you!
Best,
Topher
{{brand.name}}
{{brand.primary_website}}
{{brand.phone_number_1}}Now, we build the automation.
Notice, that we created a condition this time. When using target conditions, Automations is going to check, in this case, the Observable Calendar › Meeting and make sure the meeting’s event type matches “Ordering Session”.
