Automations handle your routine communications so you don't have to. They run without any manual input, saving you valuable time.
Bookem lets you set up rules that trigger messages or actions based on events in Bookem - such as a booking being confirmed or an overdue invoice reaching a certain number of days.
What you can automate
Bookem supports automations across two areas:
Booking events - send messages when a booking is confirmed, cancelled, rescheduled, declined, requested, or pencilled in
Invoice events - send messages when an invoice is finalised, paid, voided, or overdue by a set number of days
Each automation is linked to a message template - either a system default or one you create yourself.
Open an existing automation or click '+New' to create one
Setting up a booking automation
Open new or an existing automation under the 'Booking automations' section
Name your automation clearly so it is easy to identify
Under 'When to send' select the timing and trigger event - Timing: Immediately, before, or after - Trigger events: booking starts, ends, confirmed, cancelled, start time changed, marked as no show, pencilled in, awaiting payment, declined, or requested
Toggle on 'Restrict sending hours' if needed - eg. Only send messages between 07:00 and 19:00
Select the service, location, and resource the automation applies to under 'Which bookings', Click + to add more conditions, or 'Add exception' to exclude specific bookings.
Choose which booking the automation applies to or excludes under 'For each client, send on' - send for, send for all except - any booking, first booking, or their last booking
Next, configure the message settings Choose to write inline or use a template
Toggle on the method of sending the message: SMS/ email/ both
Click 'Save'
Setting up an invoice automation
Open new or existing automation under the 'Invoice automations' section
Name your automation clearly so it is easy to identify
Under 'When to send' select the timing and trigger event - Timing: Immediately, before, or after - Trigger events: invoice issued, updated, due, paid, or voided.
Toggle on 'Restrict sending hours' if needed - eg. Only send messages between 07:00 and 19:00
Next, configure the message settings Choose to write inline or use a template
Toggle on the method of sending the message: SMS/ email/ both
Click 'Save'
Message templates for automations
Each automation uses a message template to determine the content of the message sent. You can create different templates for different recipient types or scenarios. Templates can be set up as email or SMS.
Custom templates give you full control over the communication style. For example:
Use a different template for an overdue invoice than for a paid invoice confirmation
Set up separate templates for messages sent to a client versus a medical aid
Create a specific template for a feedback letter sent to a referring doctor versus a client