Appointment confirmation


Plan-IT has the option to send appointment confirmations to customers per e-mail. Follow the below steps to enable this:


  1. Click in the menubar on the option System.
  2. Select the option System settings.
  3. Click on the tab Connections.
  4. Go in the second row of tabs to Mail.
  5. First fill in the mailserver details in the top of this window to be able to send e-mails from Plan-IT.
  6. Then turn on the checkbox option Service appointment conformation by mail near the bottom of this window and click on the Save button.




Plan-IT is now correctly set up to send appointment confirmation e-mails to customers. However, there are 4 different types of confirmations, that vary in complexity and customization options. Below follows a descroption for each type:




1 – basic appointment confirmation


With the above steps, you have set up Plan-IT for sending the most basic version of an appointment confirmation e-mail. To do this, click with the right mouse button on a work order, and select the option Service appointment confirmation.




An e-mail is sent to the e-mail address that is entered in the work order, with in the subject the company name, the registration number of the car of the customer, and the date on which the work order is scheduled. In the text of the e-mail, the date on which the car is scheduled is mentioned again, and wether the customer wants to make use of replacement transport.




2 – basic appointment confirmation with custom text


Follow the below steps to edit the standard text from the e-mail:


  1. Click in the menubar on the option System.
  2. Select the option Service appointment confirmation text.
  3. In the top of the window, turn on the option Use this text on service appointment confirmations.
  4. In the remaining fields, you can edit the texts.




3 – e-mail with layout


Appointment confirmations that are sent in the above way, do not contain a layout. You can create and use your own layout for the appointment confirmations that are sent from Plan-IT. An example of a layout is located in the folder Plan-IT\Data\Sjabloon.html.

To use your own layout, create a new file in the folder Plan-IT\Data with the name Afspraakbevestiging.html. To get the text from Plan-IT in the template, use the tag <%body%>. Plan-IT replaces this tag automatically with the text that is entered in Plan-IT or the default text for the appointment confirmation.

To add images in the e-mail template of the appointment confirmation, you can use links to your website. It is advisable to submit this html template to your webdesigner so they can create the preferred layout.




4 – most extensive appointment confirmation


Since version 5.171.8700 of Plan-IT, you can create a fully customizable appointment confirmation.

Follow the below steps to turn on this functionality:


  1. Click in the menuar on the option System.
  2. Select the option System settings.
  3. Click on the tab Connections.
  4. Go in the second row of tabs to Mail.
  5. Turn on the option Use a custom HTML template for appointment confirmation.

Then create a file with the name Appointment_confirmation.html and place it in the folder Plan-IT\Data. This template can then be used by all establishments.


Make sure that the file Appointment_confirmation.html has exactly the correct name and is placed in the correct location when you activate the option Use a custom HTML template.
When the option is activated and Plan-IT can not find a file named ppointment_confirmation.html, an empty e-mail without any content is sent to the customer!




Multiple establishments


you can create an individual layout for each establishment. The Afspraakbevestiging.html should then not be placed in the Plan-IT\Data folder, but in the folder of the establishment. So for example Plan-IT\Data\1.

Follow the below steps to find out which folder is for which establishment:


  1. Click in the menubar on the option System.
  2. Select the option Management.
  3. Click with the left mouse button on an establishment to select it.
  4. Then click with the right mouse button on the establishmentand select the option Edit.
  5. The Edit establishment window is opened with the number of the folder that belongs to the establishment in the Data directory field in the bottom left corner.






Tags


There are several triggers (tags) that you can include in the Appointment_confirmation.html, which Plan-IT will replace with the correct information from the work order. There are also several tags that will show or hide sentences in certain circumstances.


The below overview shows all possible tags and how these will be filled by Plan-IT:


[establishment] This tag will be replaced by Plan-IT with the comapny name that is entered in the mail module in the system settings.
[salutation] This tag will be replaced by Plan-IT with the salutation of the customer. Only use this tag when you are sure that the salutations are entered correctly in Plan-IT.
[name] This tag will be replaced by Plan-IT with the customer name.
[make] This tag will be replaced by Plan-IT with the brand of the car of the customer.
[licenseplate] This tag will be replaced by Plan-IT with the registration number of the car of the customer.
[date] This tag will be replaced by Plan-IT with the date on which the work order starts, unless there is a time appointment, then the date of the delivery of the time appointment is used.
[enddate] This tag will be replaced by Plan-IT with the date on which the work order ends, unless there is a time appointment, then the date of the collection of the time appointment is used.
[starttime] This tag will be replaced by Plan-IT with the starting time that is entered in the system settings of the replacement transport (the opening time of the establishment). When the customer wait option is turned on, the waiting time is used. When there is a time appointment, the delivery time is used.
[endtime] This tag will be replaced by Plan-IT with the end time that is entered in the system settings of the replacement transport (the opening time of the establishment). When there is a deadline, that time is used here. When it is a time appointment, the collection time with be used.
[cust_return_date] This tag will be replaced by Plan-IT with the date in the work order on which the customer will be returned.
[cust_return_time] This tag will be replaced by Plan-IT with the time in the work order on which the customer will be returned.
[cust_collect_date] This tag will be replaced by Plan-IT with the date in the work order on which the customer will be picked up.
[cust_collect_time] This tag will be replaced by Plan-IT with the time in the work order on which the customer will be picked up.
[car_collect_date] This tag will be replaced by Plan-IT with the date in the work order on which the car will be picked up.
[car_collect_time] This tag will be replaced by Plan-IT with the time in the work order on which the car will be picked up.
[car_return_date] This tag will be replaced by Plan-IT with the date in the work order on which the car will be returned.
[car_return_time] This tag will be replaced by Plan-IT with the time in the work order on which the car will be returned.
[rc_yes/no] This tag will be replaced by Plan-IT with Yes or No, depending on if replacement transport is selected in the work order.
[rc_type] This tag will be replaced by Plan-IT with the type of replacement transport that is selected in Plan-IT.
[waits_yes/no] This tag will be replaced by Plan-IT with Yes or No, depending on if the customer waits option is turned on.
[price] This tag will be replaced by Plan-IT with the price of the fixed price agreement if that is entered in the work order.
[reception_name] This tag will be replaced by Plan-IT with the full name of the receptionist that has created the work order.
[reception_function] This tag will be replaced by Plan-IT with the function of the receptionist that has created the work order.
[reception_telephone] This tag will be replaced by Plan-IT with the phone number of the receptionist that has created the work order.
[reception_email] This tag will be replaced by Plan-IT with het e-mail address of the receptionist that has created the work order.
[job] This tag will be replaced by Plan-IT with the main operation in the work order.
[added_text] Extra text can be added to each appointment confirmation to personalise the e-mail. This tag is then replaced with the text entered by you. This option needs to be turned on in the systemsettings. This is the checkbox Free text can be added.


All tags are optional. So you can decide for yourself which tags to use or not to use.


In addition, you ca also hide and show sentences.


Put one of the below tags in front of a sentence, on the same line, to either show or hide the sentence under certain circumstances.


Use one of the below tags for that:


{not_return_collect} The sentence behind this tag will be left from the appointment confirmation when the collect and deliver option is turned on in the work order.
{not_return_collect_waits} The sentence behind this tag will be left from the appointment confirmation when the collect, deliver, or customer waits option is turned on in the work order.
{not_car_collect} The sentence behind this tag will be left from the appointment confirmation when the collect car option is turned on in the work order.
{not_return_collect_waits_timeappointment} The sentence behind this tag will be left from the appointment confirmation when the collect, deliver, customer waits, or time appointment option is turned on in the work order.
{timeappointment} The sentence behind this tag will be added to the appointment confirmation when the time appointment option is turned on in the work order.
{waits} The sentence behind this tag will be added to the appointment confirmation when the customer waits option is turned on in the work order.
{not_waits} The sentence behind this tag will be left from the appointment confirmation when the customer waits option is turned on in the work order.
{cust_return} The sentence behind this tag will be added to the appointment confirmation when the Company returns customer option is turned on in the work order.
{cust_collect} The sentence behind this tag will be added to the appointment confirmation when the Company collects customer option is turned on in the work order.
{car_collect} The sentence behind this tag will be added to the appointment confirmation when the Company collects vehicle option is turned on in the work order.
{car_return} The sentence behind this tag will be added to the appointment confirmation when the Company returns vehicle option is turned on in the work order.
{price} The sentence behind this tag will be added to the appointment confirmation when a price is entered with the Estimate option in the work order (price greater than 0).
{mot} The sentence behind this tag will be added to the appointment confirmation when the MOT option is turned on in the work order.
{tyrechange} The sentence behind this tag will be added to the appointment confirmation when the Change tyres option is turned on in the work order.
{rc_yes} The sentence behind this tag will be added to the appointment confirmation when the Replacement car option is turned on in the work order.
{rc_no} The sentence behind this tag will be added from the appointment confirmation when the Replacement car option is turned off in the work order.


All tags are optional. So you can decide for yourself which tags to use or not to use.


The below example shows how the layout of the Appointment_confirmation.html file can be composed:


Dear [salutation] [name],

Hereby we confirm the workshop appointment made by you for a [job] for your [make] with registration number [licenseplate].
{not_car_collect}You will bring the car at [date] to our establishment [establishment].

{not_waits}Your appointment is scheduled at [starttime]. We would appreciate it if you can bring your car 15 minutes prior. The mechanic can then start on your car at the scheduled time.
{waits}Your appointment is scheduled at [starttime]. You will be waiting until the car is ready.
{not_waits}Ultimately at [endtime] your car will be ready in our workshop. In case your car is finished sooner, we will inform you timely.
You will be using replacement transport: [rc_yes/no] [rc_type]

{cust_return}After you have delivered your car, we will be bringing you back home.
{cust_collect}At the end of the day we will come pick you up again.
{car_collect}We will be collecting your car in the morning. Our driver will contact you to make a time appointment.
{car_return}At the end of the day we will bring you back home.

{price}We have a price appointment of € [price] for the appointment.

[added_text]

When you have questions or comments regarding your service appointment, please contact us via info@plan-it.nl or 0478-531444.

With kind regards,

[reception_name]
[reception_function]
[reception_telephone]
[reception_email]


You can customize your own appointment confirmation entirely to your liking or let the layout be created by a webdesigner.




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