New Emails Infographic
Important note: Someone at Flybook must first toggle this feature on. It will replace your current email template configurations but you will still have access to your old configurations. Contact Advisory to have this feature toggled on. If your business is newer to Flybook, you may already be on this style of email templates.
When using this email feature, you should be able to create far fewer templates than you have in the past. Your templates do not need to be unique to each offering. Customization includes but is not limited to:
- Personalized call-to-action buttons, including colors in line with your company's brand
- Unique subject lines and greetings per email template
- Sending numerous email templates at fully-customizable cadences
- The power to include/exclude a variety of fields
First, you'll want to determine how many different types of emails you'll be sending out. For example, your confirmations might all be the same, but reminders may vary in when they are sent, how often, etc.
Something to keep in mind... each booked item can now have its own interchangeable text so you no longer need to create an entire email config for each event being booked.
For example, if I operate a bike shop and have three (3) different types of bikes, I can choose to have one (1) confirmation email, three (3) reminders - all being sent at different cadences, and one (1) thank you email. I no longer need different confirmations for each bike type. Instead, I can fill out booked-item information for each offering that is then dropped into the email when that particular item is booked. I can fully customize my send times for my reminders so correspondence could look something like this:
- Confirmation goes out at the time of booking
- 1st reminder goes out 10 days prior
- 2nd reminder goes out 6 days prior
- 3rd reminder goes out 2 days prior
- Thank You goes out 1 day after
If haven't done so already, this would be the time to let Flybook know you wish to toggle on this feature so you can access the new templates and begin building. Do not worry, you'll still have access to all old configurations.
Once the feature has been toggled on, you can begin to add/update all the booked item information blurbs you'll want to include in emails when such items are booked.
Setup > Email > Booked Item Information
When creating a new email template, be sure to assign the applicable offering(s) and whether or not you wish to include the booked item information.
Next, create a confirmation email template:
Setup > Email > Add New > Enter name > Add Template
Note: be sure the confirmation email(s) is assigned under "Confirmation Templates" vs. "Normal Templates". You can click on it and then "Edit" to appropriately categorize it. Anything that isn't a confirmation will fall under the "Normal Templates". You'll decide whether you want it sent prior to the earliest event or not. This is common with Reminder (prior) and Thank You (after) email templates.
Important: confirmations for front-end bookings are still automatic/immediate. Back-end bookings are still manually triggered so the person making the booking can determine the appropriate send time.
After setting up a confirmation, you can then move on to your other emails, such as reminder or thank you emails. The demo below will show you, in detail, how to go about setting such timing for confirmations and all others:
Here are brief descriptions of the other fields within template setups:
Subject
The subject line of this specific email template
Greeting
The opening line or greeting of this specific email template
Itinerary
Toggle on or off an itinerary of all events at the top of the email
- When ON, you can also include or exclude Start Times and/or Durations
Include Information on Booked Items will include or exclude the booked-info blurbs mentioned above. In the example below, these two offerings were checked within this email's setup, therefore, they were dropped into this email template.
Call to Action Buttons
Optional buttons near the top and/or bottom of the email with direct links to:
- Client Terminal
- Waivers
- Make Payment
- Self Cancellation
- Custom (any destination via a custom URL)
When using Call to Action buttons, it is strongly encouraged to also assign button text, background color, and text color, preferably in line with your business' brand. This will also make it easier for customers viewing the emails to spot the clickable links.
Include Payment Details
The payment information such as the invoice total, balance due, and a link to a full, itemized receipt.
Include Reservation QR Code
This will include a unique QR code tied to just this reservation. Back-end users using a QR scanner or the Flybook mobile app will be sent directly to the reservation in Flybook.
Include Reservation Lookup Code
This is a unique, 6-digit identifier assigned to reservations at the time of booking. It can be used to pull up the reservation in Flybook from the dashboard search, in reports, and more. It can also be found in the client terminal and on the reservation itself.
Include Body Text
This text field is different than the above-mentioned "Booked Item Information". This will always appear on this email template, regardless of which items are being booked.
Include Closing Text
This text field will appear on all of these emails, near the bottom.
Attachments (top right)
Automatically include any documents you've previously uploaded to Flybook under Setup > Email > Documents.
Assignments (right)
When selected, this email will be sent to all clients on a reservation when this applicable config is booked.
For a deeper look into the above setup steps, watch this quick video demo:
You can now include variables in the subject line, greeting, body, and closing text of your email templates. Below is a chart showing you the variable options as well as where they can be used.
| Variable | Subject Line & Greeting | Body & Closing Text | |
| {{ClientTerminal}} | Use this variable to populate the reservation's client terminal link. You can also use this variable when adding hyperlinks to text. | works, but not recommended as it will display as a long URL | Yes!** |
| {{Waivers}} | Use this variable to insert the reservation's waiver link. You can also use this variable when adding hyperlinks to text. | works, but not recommended as it will display as a long URL | Yes!** |
| {{Waiver-ABCD}} | Use this variable to insert a link to a specific waiver configuration. Replace the 'ABCD' text with the waiver ID of the desired waiver (you can find this ID in the waiver setup area). | ||
| {{MakePayment}} | Use this variable to insert a link to the client terminal's "Make a Payment" area for the reservation. You can also use this variable when adding hyperlinks to text. | works, but not recommended as it will display as a long URL | Yes!** |
| {{SelfModification}} | Use this variable to insert a link to the client terminal's Self Cancellation/Self Modification area for the reservation. You can also use this variable when adding hyperlinks to text. | works, but not recommended as it will display as a long URL | Yes!** |
| {{ReservationName}} | Use this variable to pull in the Name of the reservation | Yes! | Yes! |
| {{LeadClientName}} | Use this variable to pull in the reservation's Lead Client Name | Yes! | Yes! |
| {{BalanceDue}} | Use this variable to display the Balance Due on the reservation | Yes! | Yes! |
| {{InviteLink}} | Use this variable to insert a link that can be used to add new clients the client terminal. | works, but not recommended as it will display as a long URL | Yes! |
When adding a variable to the subject or greeting, just copy and past the variable code shown in the email template area. When adding reservation name, lead client name or balance due to the body or closing text you'll do the same thing.
When adding certain variables (see ** above) to the body or closing text you'll need to use the Link button and be sure to change the protocol dropdown to Other.
For more a more detailed demonstration of how to use these variables see the video below.
Once you have completed some or all of your templates, we highly recommend you create a test reservation on the back end, add offerings to the cart, and test the behavior. This includes sending yourself sample emails.
Important behavior for existing reservations (i.e. reservations on the books prior to the switch):
Your old email templates, by default, will still be scheduled and sent. However, someone at Flybook can mass refresh those reservations to put an immediate halt on all old email templates. When new templates are ready, we can also do a mass refresh to add the new templates to existing reservations. Otherwise, you'll need to go reservation by reservation to regenerate the email template(s) for it to follow the new setup and cadence(s).
If you do not have existing/upcoming reservations, you can disregard the above statement as the new templates will impact all new bookings since making the switch.
If you have any questions about new emails or wish to have this feature turned on, please contact Flybook Advisory.