Notes in customer emails

Notes in customer emails

A note is a short sentence Terminz adds to the booking confirmation, the appointment reminder or both, only for the customers you choose. Typical cases: “We only take cash” for new customers, “Please shave the area the day before” for laser appointments, “Please arrive 5 minutes early” for everyone.

Here's how to get there: Settings → Customer emails (/manager/settings/customer-mails). For a single service it is quicker through Services → Services, tap the service, then the “Note in the email” section (see below). In Booking rules, under the reminder, there is also a “Notes in emails” row that leads to the same page.

The list

Without notes the page shows “No notes in your emails yet” and ready templates below it, for example “Cash only · New customers”, “First visit · New customers”, “Be on time · All customers” and “Preparation · All customers”. A tap opens the note already filled in on the overview, you only have to press Save. Write your own note walks you step by step through an empty note.

With notes, each row shows the text and below it who it is for, which email it appears in and, if set, the services and the period, for example “New customers · only in the reminder · all services · any day”. In front of that it says “Active” or “Inactive”. Tapping a row opens “Edit note” on the overview.

Options on the right of each row opens a menu: Edit, Switch off (Switch on for a note that is off), Make a copy and Delete. Switching off or on saves at once and leaves everything else about the note as it is. Make a copy opens a new note with the same answers on the overview; it is only stored when you press Save. The same list with the same options also sits in the “Note in the email” section of a service.

At the top of the page are View email and New note.

Create a note

New note first shows the templates “Cash only”, “First visit”, “Be on time” and “Preparation”, each with its text and customer group. Tapping a template fills in the text, picks the matching customer group and jumps straight to the overview. Write your own note takes you through an empty note in five steps. The top says where you are, for example “Step 2 of 5”; the arrow on the left goes one step back and keeps what you entered. Next goes to the next step. Every step already has an answer picked, so you only change what does not fit:

1. Text: required, at most 300 characters. While you type, a small email below shows your text under “Please note”, the way it sits after the appointment details in the real email.
2. For whom: “All customers” (default), “New customers” (only the first appointment at this location) and “Regulars” (only people who have been before).
3. In which email: “Both emails” (default), “Confirmation only” (sent right after the booking) or “Reminder only” (sent before the appointment, as set in your booking rules). The small email below shows which email it lands in.
4. For which services: “All services” (default) or “Only some”. With “Only some” you tap one or more categories under “Whole categories” and search for more under “Single services”. The note then only appears in emails for appointments with one of those services. With nothing picked, the reason appears next to Next and you cannot go on. Switch back to “All services” and again to “Only some” and your picks are still there.
5. Period: “Always” (default) or “Only for a period” with From and Until, both optional. What counts is the day of the appointment, not the day the email goes out. If the end date is before the start date, you cannot go on.

Then comes the overview: the small email with your text at the top, below it one line each for Text, For whom, In which email, For which services and Period with what currently applies, for example “New customers” or “Reminder only”. Tapping a line opens just that question, Done brings you back to the overview.

When editing, the note opens straight on the overview, which also has Active. Switched off, the note stays saved but appears in no email.

Save on the overview creates the note. From then on it appears in every matching email Terminz sends. Emails already sent do not change.

A note for one service or category

On a service's page (Services → Services, then tap the service) the “Note in the email” section lists every note that appears in emails for this service. Below it are two buttons:

• Note for this service opens a new note that applies to this service only.
• For everything in … (with the category's name) opens a new note for every service in that category. The button is missing when the service has no category.

From here For whom has a fourth choice: “First time for this service”. The note then only appears when someone books the service for the first time, for example the preparation for a first laser session. All customer emails leads to the list in the settings.

See the real email

On the overview, See the email opens the email as your customers get it: with your logo, the subject and all fixed texts Terminz writes itself. The preview shows your text before it is saved. Back to the note takes you back to the overview, nothing is lost. The View email button on the page shows the same email with the saved notes. There you choose under “Pick a sample service” which service the sample appointment is booked with, because a note for certain services only appears in the email for those. Above it you see how many notes are in this email, for example “1 note is in this email.”, or that none is in it for this service.

At the top you choose “Booking confirmation” or “Appointment reminder” and “New customer” or “Regular”. Above it you see whether your note lands in this email: “Your note is in this email.” or the reason why not, for example because it is meant for another group of customers or the sample appointment has none of the chosen services.

Send to me sends exactly this email to the email address of your login. The preview uses a sample appointment with one of your services; its links go nowhere.

Delete

In the list under Options → Delete, or in the “Edit note” window at the very bottom of the overview, apart from Save. Terminz asks “Delete this note?” first. Afterwards the note appears in no email. If you only want to pause it, use Switch off or switch off Active instead.

Frequently asked questions

How does Terminz know someone is a new customer? A new customer has not had a confirmed, ongoing or completed appointment at this location. Cancelled appointments do not count, and another location of your company does not count either. If you are new to Terminz, your regulars count as new until their first appointment in Terminz has taken place or you have imported their past appointments (see “Import data from your old system”).

Does every customer get the note? Only those who get an email. Customers without an email address and walk-in customers get no email and so no note.

Several notes match one appointment, what happens? All matching notes appear in the email, in the order of the list. The same sentence appears only once, even if it is in two notes.

How many notes can I create? At most 30 per location. Beyond that Terminz says “A location can have at most 30 notes.”

Does a note apply to every location? No, every location has its own list.

Can I show the note in another email, for example a cancellation? No, only in the booking confirmation and the appointment reminder.

Why doesn't “Send to me” arrive? If your login has no email address, Terminz tells you. Otherwise check your spam folder.