Prerequisites:
- The Notifications feature is available to both those using items (Inventory > Items), a key feature of our classic version of Checkfront, and those using products (Inventory > Products), a key feature of our newest version of Checkfront.
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New to Checkfront - Products ✨ Products (Inventory > Products) is the successor feature to (Inventory > Items) and is available in our newest version of Checkfront. Not yet on our newest version and interested in upgrading? Please contact our Technical Support team for more information. Discover more product-related help articles here: Products (New). |
Notification Options
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The subject line can include standard system email variables or your own custom variables which you may have created in the field editor. For example, you may wish to input a subject such as: {$BOOKING_ITEMS} Inventory is Getting Low. This would automatically insert the name of the item or product, which inventory is getting low, into the subject field.
This field enables you to choose the type of notification you wish to configure. For the purpose of this guide, we are looking at the Inventory Level notification.
You would choose the Booking Status option if you were wanting to create a notification to inform your customers of any updates to their bookings. You would choose Gift Certificates to create a notification that can be sent to the gift certificate recipient and/or your staff members after purchase. You can, of course, create all three types of notifications, just not at the same time!
This field enables you to choose an Item Quantity Threshold. This is the quantity whereby when an item's or product's available quantity drops below the threshold, a notification is sent out to those included in the recipient list.
In the example above, a notification is sent out once the available inventory drops below 5. You can create multiple notifications for the same item or product as the inventory drops from one level to the next.
For example, a notification at 10 units, a notification at 5, and another at 1.
Set the recipient of the notification.
To send the notification to the customer, select Customer. To deliver the message to your staff, select one of the available accounts, or All Staff to reach everybody with a staff account. The notification can be sent to both staff members and the customer at the same time. In our example so far, the notification will go out to all staff members once the inventory level drops below 5.
You have the option of sending both Text and HTML emails.
When both options are provided, the recipient's mail client will determine which format to display based on their preferences.
HTML Emails
HTML emails allow you to provide rich content in your receipts and notifications. HTML emails are recommended when embedding an invoice or if you require special formatting. However, it's recommended that you supply both text and HTML for best compatibility. Please see tips on HTML emails below.
While editing an HTML email, you can switch between WYSIWYG and source mode by clicking on the "<>" button in the toolbar. If you wish to override the default CSS included with outgoing emails in Checkfront, include a <body> tag in your notification. You should also include some default styling.
Text Emails
Text emails cannot contain any formatting elements such as bold, colours, or other HTML elements. If your customer's email client is set to prefer text, then it sees this version.
The apply to field enables you to create notifications for a specific item(s) or product(s) only. This is particularly handy for businesses who need to send out different information depending on the item(s) or product(s) that the customer has booked.
For example, when a tour booking has been completed and updated to PAID status, you may wish to send out a notification consisting of details on the tour and its meeting location, etc. You may then have a different email for a hotel room booking that has been updated to PAID. You don't need any information about tour meeting places etc, but rather directions to the hotel and information about the check-in process.
You have the ability to select an entire category, or, click on the arrow to the right of each category to slide out a list of individual items or products (see above). These items or products can then be chosen individually, allowing you to create notifications on a per-item or per-product basis.
The Email section is where you actually input the body of your email. You can type whatever you like here, including email variables (described below). The editor provides the ability to format your text with bolding and italics etc. using a standard WYSIWYG editor.
You can configure both the HTML and plain text notifications from this section.
Use the tabs at the top to switch between the two views.
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