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Configuring your email notifications
Configuring your email notifications

Managing how you want to receive notifications from Archie

Camilo avatar
Written by Camilo
Updated this week

Step 1. Managing your recipients

  • Open the settings menu.

  • Once in settings, click General.

  • Scroll down to access Email notifications.

  • Click the "Manage recipients"

    • Note: Only accounts set as "Organization Owner" or "Admin" can be seen here

  • Select which notifications would you like to receive per User

  • Once you're ready, click the "X" button

  • Select "Every admin will receive an email when there is a new conference room booking from an user" to have all admins receiving a notification when a user books a conference room

  • Select "Every admin will receive an email when there is a new conference room booking from a member." to have all admins receiving a notification when a member books a conference room

Step 2. Working with the system predefined templates

  • Open the settings menu.

  • Once in settings, click Email Templates.

  • To modify a template, click the 3 dots button located next to the Status

    • The email listed in the From field is the email added under "Settings/General/Contact"

    • To verify your email, click "manage emails" and click Verify. An email will be sent to this email for verification purposes, complete the steps listed in this email to have your account verified.

  • You can add another email under the CC field to receive additional notifications every time that a template is sent (generated by an action)

Email Notification Triggers

This section provides an overview of the actions that trigger each email template. Please note that the order displayed here may vary depending on your specific setup.

Account Management

  • Invite to Join the Space: Sent when a user is created for the first time; serves as an onboarding email to set a password and access the platform.

  • Reset Passcode: Sent when a passcode reset is requested.

  • Forgot Password: Sent when a password change request is received.

Billing and Payment

  • New Invoice: Triggered when an invoice is generated for the account and selected to be sent to the customer.

  • New Invoice for Other Recipients: Sent to additional recipients besides the account admin, allowing them to download the invoice (but not pay it).

  • New Credit Note: Sent when a credit note is created and shared with the customer.

  • New Credit Note for Other Recipients: Sent to additional recipients besides the account admin when a credit note is shared.

  • Resend Invoice to Recipients: Sent when an invoice is re-shared with the customer.

  • Resend Credit Note to Recipients: Sent when a credit note is re-shared with the recipients.

  • Invoice Reminder: Sent as a reminder to the customer about an open invoice ready for payment.

  • Credit Note Payment Confirmation: Sent to confirm that a credit note payment has been received.

  • Invoice Payment Confirmation: Sent to notify that a customer's invoice payment has been received.

Purchases, Quotes, and Contracts

  • Document Signature Requested: Sent when a contract is shared with a customer for signature, this applies only if you are purchasing the plan on behalf of a customer. If the plan is purchased directly by the customer, they will be prompted to sign the contract before proceeding with the payment.

  • Day Pass Purchase Notification: Sent when a day pass is purchased.

  • Document Signed: Sent to confirm that a contract has been successfully signed.

  • Purchase Instructions: Triggered only if purchase instructions are configured in a plan. If left empty, this template will not be sent.

  • New Quote: Sent when a new quote is created and shared with a customer.

  • Cart Submission Document Signatures: Sent when an account has contracts ready for signature.

Booking Management

  • Booking User Invite: Sent when a customer adds guests to a booking.

  • Booking Reschedule for Organizer: Sent to the meeting organizer if a booking is rescheduled (admin action required).

  • Check-in Confirmation: Sent to confirm that a check-in has been completed.

  • Booking Reschedule for Attendees: Sent to confirm to added guests that a booking has been rescheduled.

  • Booking Reminder: Sent as a reminder for an upcoming booking.

  • Booking Cancellation: Sent when a booking is canceled (can be done by either the customer or the admin, depending on the policy set).

  • Booking Confirmation: Sent after a booking is completed.

Tours

  • Tour Reminder: Sent as a reminder for an upcoming tour.

  • Tour Reschedule for Organizer: Sent to the tour organizer if the tour is rescheduled.

  • Tour User Invite: Sent to added guests when booking a tour.

  • Tour Confirmation: Sent after the tour is scheduled.

  • Tour Reschedule for Attendees: Sent to inform guests that a tour has been rescheduled.

  • Tour Cancellation: Sent to notify that a tour has been canceled.

Leads Form

  • Leads Form Confirmation: Sent when a lead form is submitted.

Visitors

  • Guest Check-in Confirmation: Sent to confirm a visitor's scheduled visit.

  • Host Notification for Guest Walk-In: Sent to notify the host that a guest has checked in.

  • Host Notification for Visit Check-In: Sent to notify the host that a visitor has checked in.

  • Visit Details: Sent with details about a created visit, shared with visitors.

Other Notifications

  • Event Ticket Confirmation: Sent when an event ticket is purchased.

  • New Mail Received: Sent to notify a customer that mail is available for pickup (to initiate this action, go to the account desired, click the actions button, and click "notify mail received").

  • Event Cancellation: Sent to notify that an event has been canceled.

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