Email Reminders

Reminders it’s ready to send emails, that was created based on Rule(s) from specific Contact(s). It’s can be emails that are sending before or after specific time to the event from Contact data. Like follow-up emails or friendly reminders about upcoming event.

The term contact refers to the order of your product or service. It must contain all contact details and information about purchased product or service. At contacts page lists all your contacts. You can easily search for specific contacts by keyword, edit contact details or delete contacts. Contact fields structure depend on how a particular contact was added. If you add a contact manually, the system uses fields from contact form configuration. When importing contacts from a CSV file, the system uses columns as separate fields. And during importing from the Booking Calendar plugin, the system uses the structure of booking fields from that plugin. You can define specific contact fields as labels, which will be displayed separately with a specific color in the labels column on the contacts page. Labels can be defined as field names on the “Email Reminders > Settings General page” in the contacts section.

Configure the fields to add a new contact on Email Reminders > Settings > Contact Form page. Fill in contact details on Email Reminders > Contacts > Add new page. Click the “Add New” button to create a new contact.

Please enter a separator for the CSV file, usually it can be a comma (,) or a semicolon (;) on Email Reminders > Contacts > Import CSV page. You can upload and select the CSV file (by clicking the Upload CSV file button), or simply copy / paste the contents of the CSV file into the text field on Email Reminders > Contacts > Import CSV page. Click the Start Import button to start the import process. On the new screen, you can delete specific columns or rows in the CSV table. You can also change the column names – it will determine the name of the contact fields. Please use only standard characters for fields such as A..Za..z0..9_. Click the Save to DB button for saving contacts.

Click on “Add New Rule” button. Select the email template you want to use as an email reminder for sending. You can create and customize email templates on the emails settings page. Configure one or several conditions. Note. If your condition is for a date field, then you can use a configuration that can be used in the strtotime function. For example: If today is “2021-12-01”, we need to search for all contacts with check_in date: “2021-12-02” ( e.g. TODAY + 1 DAY). If check_in date field contain times (like 2021-12-02 10:01:00), then we need to use 2 conditions: check_in > TODAY + 1 DAY ( e.g. 2021-12-02 00:00:00 ) check_in <= TODAY + 2 DAYS – 1 SECOND ( e.g. 2021-12-02 23:59:59 ) Follow-up email. 7 days after the event (TODAY – 7 DAYS): check_in > TODAY – 7 DAYS check_in <= TODAY – 8 DAYS + 1 SECOND

After 1.5 months (TODAY – 1 MONTH – 15 DAYS): check_in > TODAY – 1 MONTH – 15 DAYS check_in <= TODAY – 1 MONTH – 15 DAYS + 1 SECOND

• Click on Create Rule button.

The term rules refers to the conditions for creating contact-based email reminders. Why do we need rules at all? Such conditions give us great flexibility to create new email reminders depending on any fields in contacts, and not just on certain specific predefined fields. The rules page lists all your rules. You can easily edit, delete or run certain rules. Typically, rules should be run once a day to create new email reminders, depending on the date(s) in contacts and current day. Of course, this can be more often if the conditions depend on the time of day relative to the current day. Or rarely, if the conditions are not dependent on dates and only on some other fields. In this case, the conditions may depend on how often new contacts are added to the system

This field indicates the contact ID from which the rule will be executed. This is useful for situations where you have thousands of contacts and you only need to handle the latest and not all together. Please note that the system runs the rule with iterations by 1000 contacts per iteration to distribute the load on the server. And this field is updated automatically after each run. This is also useful in situations where the execution was interrupted for some reason, and the next time you start with the last processed contact lists.

Click on “Run” button to execute specific rule. System will run rule and create email reminders from contacts based on conditions of current rule. How all this work? When you click the run button, the system starts processing contacts from the last time checked contact ID. In case you need to start processing from the beginning of contacts, you can click the Reset button (at right side near specific rule), or edit this rule and set “Rule run starting with contact id” to certain value. The system process of 1000 contacts per iteration, which you can see on the log screen on the Rules page. Each rule can have several statuses: Not Started – when the rule starts from the beginning of contacts. In Process – the rule was executed early, but all existing contacts have not yet been processed. Finished – the rule was processed all exist contacts.

Check more about how to set up run rule automatically to create reminders via CRON.

Reminders it’s ready to send emails, that was created based on Rule(s) from specific Contact(s). It can be emails that are sending before or after specific time to the event from Contact data. Like follow-up emails or friendly reminders about upcoming event. How does it all work? The reminders page lists all your reminders. You can easily send or delete certain reminder. You can filter reminders to show only sent email reminders or emails reminders pending sending, or both. Next to each email reminder, you can check the status of this reminder (sent or not sent), as well as the name of the email template that uses the specific email reminder. To be able to send a specific reminder, you need to determine the name of the email field from the contact data that is used to send emails. You can define it at the Settings page for the “Email field name” option.

Create or import contact(s) at contacts menu page. Create rule for creation new reminders at rules menu page. Execute rule – by clicking on “Run” button near specific rule. After this you will have new reminders at current reminders menu page. Now you can send one or multiple email reminders at current reminders menu page.

Click the “Send” button next to a specific reminder to send it on the reminders page. Or select several email reminders (by checking checkbox next to each specific reminder), and then click on Send button on the toolbar. It will send all selected reminders.

Open “Email Reminders” > Settings > Automate (CRON) menu page and set checked this option “Enable CRON to send reminders” to send email reminders automatically. You can define the time intervals, when CRON system will check for sending email reminders and define Number of reminders to send option. Check more about CRON configurations .

Plugin supports following languages: – English

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