< Emailing a Service Request < Email Template: Service Request - Declined
To improve your communication to clients in service request processing, we recommend that you create and use this email template.
See How Do I View Service Requests? to see how to access your service requests. Further information on Email Templates can be found by clicking here.
ON DESKTOP:
Navigate to Admin > Supporting Data > Email Templates
STEP 1
How do I Create an Email Template?
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Click “+ New Email Template”.
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Enter an appropriate subject heading for your new email template.
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Click “Add New Email Template”.
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Next, you need to enter your email content for the "Service Request - Declined" email to the client and/or the sitter for their feedback. Click here for further instructions on How to Email a Service Request.
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Enter the Content as set out in the screenshot, including all merge codes. If you wish you can change the wording slightly to reflect your business style.
If you wish to copy/paste the content of the email including the merge codes, please find it below:
Hi {CLIENT_FORENAME},
We recently received a request for services from you and we have tried very hard to find an available and suitable pet sitter.
Unfortunately on this occasion we have not been successful and write to confirm that we are unable to fulfil your booking on this particular occasion.
{JOB_REQUESTS_TABLE_NO_SITTER}
Thank you
{STAFF_FORENAME}
{STAFF_FORENAME} {STAFF_SURNAME}
{COMPANY_NAME}
Tel: {STAFF_HOME_PHONE}
{STAFF_EMAIL}
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Click “Update” to save.
STEP 2
Next, you need to email from the service request processing screen.
Navigate to Scheduler > Schedule > Service Requests
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Select the service request you wish to email from.
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Check the services you wish to email the client and/or "BCC" the sitter about. Or check the box at the top of the column to select all services.
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Click "Email Service Requests..."
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Slide the switch to ON by "Send to Client" to send the email to the client.
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Slide the switch to ON by "Send to Sitters" to "BCC" the email to all of the sitters.
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Choose the email template that best matches the message you wish to email to your client and/or sitters.
NOTE: The "Sitters" are all the names that appear in the "Staff" column.
A copy of the "Service Request - Declined" email is shown below where it has been merged with the client's service request, as it might appear in Outlook or a similar mail program.
Who receives the "Service Request - Declined" email?
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The email is sent to the client's email address held on file. If there is an alternative contact held on file and the option to "copy emails to this address" has been checked, then request confirmation email will also go to the alternative contacts email address.
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If you check the "Send to Sitters" option the email will be "BCC'd" to all the sitters that appear in the "Staff" column in the Service Request who have been allocated the service.
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The request confirmation email is always sent to the company email. The company email can be found in Admin > Settings > Company information.
ON MOBILE
STEP 1
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Navigate to Admin > Supporting Data > Email Templates
STEP 2
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Tap "+ New Email Template".
STEP 3
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Enter an appropriate subject heading for your new email template.
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Tap the “Add New Email Template” button.
STEP 4
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Next, you need to enter your email content for the "Service Request - Declined" email to the client and/or the sitter for their feedback. Tap here for further instructions on How to Email a Service Request.
-
Enter the Content as set out in the screenshot, including all merge codes. If you wish you can change the wording slightly to reflect your business style.
If you wish to copy/paste the content of the email including the merge codes, please find it below:
Hi {CLIENT_FORENAME},
We recently received a request for services from you and we have tried very hard to find an available and suitable pet sitter.
Unfortunately on this occasion we have not been successful and write to confirm that we are unable to fulfil your booking on this particular occasion.
{JOB_REQUESTS_TABLE_NO_SITTER}
Thank you
{STAFF_FORENAME}
{STAFF_FORENAME} {STAFF_SURNAME}
{COMPANY_NAME}
Tel: {STAFF_HOME_PHONE}
{STAFF_EMAIL}
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Tap “Update” to save.
STEP 5
Next, you need to email from the service request processing screen.
Navigate to Scheduler > Schedule > Service Requests
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Select the service request you wish to email from.
-
Check the services you wish to email the client and/or "BCC" the sitter about. Or check the box at the top of the column to select all services.
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Tap "Email Service Requests..."
STEP 6
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Slide the switch to ON by "Send to Client" to send the email to the client.
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Slide the switch to ON by "Send to Sitters" to "BCC" the email to all of the sitters.
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Choose the email template that best matches the message you wish to email to your client and/or sitters.
NOTE: The "Sitters" are all the names that appear in the "Staff" column.
A copy of the "Service Request - Declined" email template used in our example is shown below when it has been merged with the client's services request, as it might appear in Outlook or a similar program. The question we asked about the key is outlined in red.
