Auto Emails

When your clients receive automated emails about booked appointments, receipts, forgotten passwords, or any of the 30+ other emails that your system can send, the email comes from automatedemail@mindbodyonline.com.

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However, auto emails can come from your own email account. This not only stamps emails with an address that your clients recognize, but the more personalized emails should be better at slipping past your clients' spam filters.

 

To send Auto Emails from your own account:

1. Settle on one email address that will be used for auto emails
2. Determine the password and username of the email account that you want to use for sending auto emails
3. Find out what your smtp server is (for example, smtp.yogastudiousa.com, smtpout.sercureserver.com, mail.yogastudiochicago.com.)
4. Browse through all of your auto emails and make sure that their "Business Reply To" fields use the address above.
5. Follow this path: Toolbox => Setup => Options => General Setup & Options
6. At the top of General Setup & Options screen, fill in the following fields:
   • SMTP Mail Server Address: Enter the outgoing server address for your email (e.g., smtp.microsoft.com)
   • Mail Server Username: Enter the username for your email address (e.g., bill.gates@microsoft.com or bill.gates)
   • Mail Server Password: (e.g., Password1234)
   • Mail Server Port: usually 25, 465, or 587
7. Click on the Update button

 

*If you enter the wrong email account information (smtp address, username, or password), or if the account information in the General Setup & Option screen doesn't match the email address used inside the auto email, then the system will default to sending emails from automatedemail@mindbodyonline.com.

 

Clients don't need to check their email to read the Canceled Class Auto Email or any other auto email. We have a text message feature that allows clients to receive auto emails as text messages on their mobile phones.

 

The following service providers are support by our text message feature:

• AT&T
• Cingular
• T-Mobile
• Sprint
• Verizon
• Nextel
• Virgin Mobile
• Cricket
• SingTel
• StarHub
• T-Mobile D1
• Vodaphone D2
• O2 Germany
• E-Plus (E+)

 

Note: Nearly every mobile phone provider limits text messages to 160 characters. The amount of characters that you can enter into the mobile body of an auto email is capped at 160 characters. When you surpass the limit, a warning message lets you know that you need to shorten the message. Due to the nature of replacement phrases, there's still a chance that your system will send text messages that surpass the new 160 character limit. For example, if you have exactly 160 characters in the Mobile Body Field and are using the <STUDIONAME> (12 characters) replacement phrase, and your business name is over 12 characters, then when the business name is substituted for the replacement phrase, it will push the body beyond the 160 character limit.

 

To send auto emails as mobile text messages:

1. Enable this feature on the General Setup & Options Screen (Toolbox => Setup => General Setup & Options => Automated Mobile Text Messages)
2. Enter the client's mobile phone number on his or her Profile screen (Clients => Lookup Client (find the client)
3. Select the correct mobile provider on the client's Profile screen
4. Make sure that you have at least one auto email enabled.

 

If you want the client to receive an email in addition to a mobile text message, just enter their email address inside the Profile Screen as well.

This email is sent after an appointment is booked for a client whether the appointment was booked in Business Mode or Consumer Mode.  

This email is only sent for single appointment bookings as opposed to recurring appointments.  

This email is sent after multiple appointments are booked at once for a client whether the appointment was booked in Business Mode or Consumer Mode.  

This email is only sent for recurring appointment bookings as opposed to single appointments.  

This email is sent when an appointment is changed.  It contains information regarding the original appointment as well as the details regarding the new appointment. The system will not notify your clients of changes to the appointment if it has already ended.

This email is sent manually instead of in conjunction with an event such as booking an appointment. If you want to send appointment reminders after the appointment is booked, enable this email.  To use this email:

1. Open the appointment details by clicking on the client name on the appointment schedule.
2. Click send Manual Confirmation. 

When your clients' autopays fail, it's usually because the credit card that they have on file isn't working. If you enable this auto email, then anytime a client's auto pay fails the system will email them and let them know. It also prompts them to log in to your site and update their billing info.

Your clients can receive an automated reminder of their appointments. You decide how many days before the appointment the software should send the email. And let us do the rest.

This email is sent when a client goes online and request a single appointment. It sends an email to the client acknowledging their request. If you use this email, you should also use the Appointment Request Denial and Appointment Request Notification emails.

This email is sent when a client goes online and requests multiple appointments such as every Monday and Wednesday at 5:00 PM. It sends an email to the client acknowledging their request. If you use this email, you should also use the Appointment Request Denial and Appointment Request Notification emails. 

This email is sent when you deny an appointment request. It sends an email to the client letting them know that their request cannot be booked, so they can find another time.

This email is sent when you book an appointment request. It sends an email to the client letting them know that their request is officially booked, so they show up on time.

This email is sent as a receipt for auto-pay charges.  EFT stands for Electronic Funds Transfer, which is the banking term that refers to automated checking (ACH) and credit card transactions.  The email includes the receipt for the auto-pay purchase.

This email is sent on the client's birthday. Include something nice for them like a free class, or coupon to make their day extra special. This is a great email to include HTML formatting. Click here to learn more.

This email is sent to the client if they are canceled out of a class or an appointment.  Cancellations are considered to be early, or uncharged, if they are made before the late cancel/charged windows that you set in your Class Options and Appointment Options screens.  For example, if you set your late cancel window to charge the clients for any cancellations made less than four hours in advance of their reservation, or appointment and I cancel 5 hours in advance, my cancellation would be considered an early cancel.

 

You have the ability to select whether this email is sent only when the cancellation is made from Consumer Mode or if it is sent when the studio staff early cancel appointments as well.  If you would like the email to be sent when the studio staff make early cancellations, select the check box after "Use in Business Mode?." 

This email is sent to the client if they are canceled out of a class or an appointment.  Cancellations are considered to be late, or charged, if they are made after the late cancel/charged windows that you set in your Class Options and Appointment Options screens.  For example, if you set your late cancel window to charge the clients for any cancellations made less than four hours in advance of their reservation and I cancel my appointment 3 hours in advance, I would be charged for my cancellation because it was late.

 

You have the ability to select whether this email is sent only when the cancellation is made from Consumer Mode or if it is sent when the studio staff early cancel appointments as well.  If you would like the email to be sent when the studio staff make late cancellations, select the check box after "Use in Business Mode?." 

When a class or event is canceled, this email can be sent automatically to all clients who were enrolled in the class or event.  

If you use our Prospects features, then you can set close dates for prospects on each client's Profile screen. If you want an email to go out that welcomes the new prospect immediately after they close, enable this auto email.

If you use our Prospects features, then you can set close dates for prospects on each client's Profile screen. If you want an email to follows up with new clients a few days after they close, enable this auto email. It compliments the Client Closed auto email above. You can determine how many days past the close date that the email is sent.

This email is used when studio staff assign follow-up via the contact logs.  This email is only an option if your Sales Team Management module is enabled through General Setup and Options. This email is automatically sent to whomever was assigned the follow-up, which must be one of your staff members.  It includes the name of the person who created the contact log as well as the text of the contact log and its creation date (a replacement phrase).

 

You may specify how many days before the followup date that the email is sent by following this menu path: Toolbox => Setup => Auto Emails => Contact Log Follow-up Notification

 

For example:

1. Enter a "1" into the new "Send email 1 days before followup due" on the Contact Log Follow-up Notification Auto Email.
2. On October 30th you assign a followup contact log to a staff member.
3. You set the contact log follow-ups date for 12/12/2008. The system won't send the email until December 11, 2008.

This email is used when you sell a contract through retail point of sale. You can include the terms and conditions of the contract in an email to the client.

If you enable this auto email, it will contact your clients when the credit card they have saved on file is about to expire. It only triggers if the credit card being used for contracts and autopays will expire before the next scheduled autopay. It also prompts the client to log in and update their credit card information on their own -- saving your business time.

This auto email tells your client that they still need to log in to your site and electronically sign the contract that they paid for and verbally agreed to.

This email is sent when a client enrolls in a workshop in Consumer Mode or in Business Mode.  Once enabled, the client or the studio staff (whoever makes the enrollment) will be prompted whether or not to send the email. 

This email is sent when a client enrolls in a workshop in Consumer Mode or in Business Mode using a payment plan.  The email contains the total cost of the workshop, the deposit amount, and the amount of the remaining balance. 

This email is sent to every client that completes his or her first workshop or class. Each client can only receive this email once.

This email is sent to every client that completes his or her first appointment. Each client can only receive this email once.

If client click on the Forgot your login? link when signing in, the system asks them for their email address. The system then emails their saved password to the email address on the file. You can customize that email here.

This email can be sent when a client purchases a gift card their friend online. The email contains the gift card amount, the gift card number, and instructions to redeem the card.   It also contains the name of the giver as well as a personal message to their friend.

The welcome email from Consumer Mode is sent whenever a client creates a new log-in online.  To activate this email, you must select the check box for "Enable New Signup / Welcome Emails (Consumer Mode)."  This email contains information regarding your online schedule and store, as well as the client's username and password. 

The Business Mode welcome email is sent whenever you ADD A NEW client. It is not sent when you create a login for a client. This is a great opportunity for you thank the new client for signing up with you and offer some important information about services, or anything else you would like them to know about your business. As the Send Welcome Email checkbox allows you to send the welcome email from several screens, you have the option to ensure that it is always checked by default.

 

To have the New Client Welcome Email always checked by default:

1. Follow this menu path: Toolbox => Setup => Auto Emails
2. Use the dropdown box to choose: New Client/Welcome Emails (BUSINESS MODE)
3. Check the new box titled "Business Mode - Always Send/Default On?"
4. Click the Update button

When someone adds a new prospect to you database, an email can be sent to the sales director to assign the lead to a sales representative.

This email can be sent as soon as an class reservation moves to the No Show status.  The status is changed to No Show automatically 15 minutes after the scheduled start time if the client is not signed in.  After you enable this email, a dialogue box will pop up to prompt you to see if you want to send the no-show email.  If you want this dialogue box to default to send the email, select the check box after "Business Mode - Always Send/Default On?."

If you create an open ticket with the purpose to quote a prospect, or client for a potential purchase, you can send them the quote via email. This requires that you enable Open Tickets in General Setup and Options under Retail Settings.

This purchase receipt is sent to the client whenever he or she makes a purchase online using his or her personal log-in.  The email includes the receipt for the purchase.

This purchase receipt can be sent to the client whenever the studio staff makes a purchase for the client.  The email includes the receipt for the purchase. The accompanying body text and the subject line can be customized.  

When you make the purchase, you will see an check-box asking if you want to send this email to the client.  Check this box to send the email.  If you want this box to always be checked by default, select the check box after the prompt "Business Mode - Always Send/Default On?." 

This email will be sent after a class reservation has been made for a client whether the reservation has been made in Business Mode or Consumer Mode.  This email is only sent for single class reservations as opposed to recurring class reservations. 

This email will be sent after a class reservation has been made for a client whether the reservation has been made in Business Mode or Consumer Mode.  This email is only sent for recurring class reservations as opposed to single class reservations. 

IF you are using waitlists, you can send confirmations to clients when they are added from the waitlist to the class.

Security verification is an option available in General Setup and Options that requires the studio to verify new client online accounts in order for the client to log in and view personal information such as address and billing information.  This automatic email is sent to the client once their new login has been approved.  

You can choose which services you sell that receive time running out notifications and when. Customize this text to remind the client that their purchase will expires soon, so they can repurchase online, or next time they come in.

You can choose which services you sell that receive visits remaining low notifications and when. Customize this text to remind the client that their purchase is almost out of visits, so they can repurchase online, or next time they come in.