You can automate actions that happen in certain conditions. For example, whenever a payment is due and the event is 3 days away you can have the system text them and charge their card on file.
Filters to decide who is affected and when
Action to decide what should happen
- Send an email to your company email, sales reps email, or customer.
- Send a text to cell phone of customer, sales rep, or workers.
- Charge the customer's card-on-file to collect balance due (requires OpenEdge merchant services).
- Set the status of the event.
- Modify the value of a field.
- Check items in and out of Maintenance.
Note on duplicate actions: Once a particular action is executed on an event or customer it won't be attempted again (whether it succeeded or not). For example:if an email is sent but not delivered because of a bad email address, or a card is charged but declined, or a status change fails because the lead is already set to that status - if you make the correction to a lead after this occurs the system will still not automatically re-try.
Note on frequency: Automations will check every 15 minutes for automated actions that need to take place, but this can be changed if requested. Any changes you make to an automation or a filter being used by an automation is subject to an approval process.
Note on Multi-Location accounts: Automations will only run on leads belonging to the same location as the Automation.
Charge balance day before event
Only works if using Global Payments (OpenEdge) merchant services and only works if we have the card on file (such as they paid the deposit or paid on a previous event). This one requires two automatons to be created, and they must be in this order. The first one does the charging, and the 2nd one is optional if you want someone to get notified of any failures. Successful charge notifications are already handled by the Customer - Payment Received and Alerts: Payment Made.
Automation 1: Charge Card - Balance
Filter: Event Date next 1 day, Status: Confirmed, Balance Due greater than 0, has CC on file
Action: Charge card: balance due
Automation 2: Charge Card - Notify of Failure
Filter: [filter should be same as in Automation 1]
Action: Email - Card Declined
Other recommendations: You might want to have your Payment Reminder email come after the automation attempt. You might want your Deposit Received email to let them know that the balance will be auto-charged.
Email and Text customer day before event
If you want to remind your customer 24 hours prior to event start date. Note: Action 2 here will send an email and work exactly the same as the Customer - Event Reminder email, so you'll only need it active in one place.
Filter: Event Date next 1 day, Status: Confirmed
Action 1: Text - Reminder - we'll be there at *setupstart* tomorrow!
Action 2: Email - Event Reminder
Downgrade status if deposit not paid within 3 days of booking
If you have a policy where you only reserve the equipment for a few days without payment.
Filter: Book Date over 3 days ago, Status: Hold/Contracted, pay: 0
Action: Set Status: Quote or Cancelled