While managing Golf Genius - Golf Shop, there are scenarios where automated emails can be sent to alert members, guests, technicians, and vendors of certain information.
Automated emails are available and set up for the following features:
General Emails (Member Birthday)
Note: Some automated emails and enabled by default for your convenience.
You can manage these emails by:
Disabling or enabling specific emails
Setting the timing of certain reminder emails (Demo Clubs and Tasks)
Setting the timing of follow-up emails (Special Orders, Demo Clubs, Rentals, Club Repairs)
Single Notification for Multiple Special Orders (Special Orders Only)
Notification for Different Recipients (Drop Ship Special Orders)
Customizing the emails
Adding Your Club Logo and Banner
Keep in mind you are not always locked into the content of these automated messages. You can customize the automated notification "on the fly" to include a personalized message to your members and guest. For more details on customizing notifications on the fly, Click Here.
For all the automated emails, you can also view the Email Delivery Report to ensure emails were delivered successfully and identify those that were not. Click Here for more details.
In this article, we will discuss how you can manage your automated emails.
Disabling and Enabling Automated Emails
It's important to review and determine which automated emails should be enabled or disabled. To do this, follow these instructions:
Go to Communication > Emails > Automated Emails.
Select to view the automated emails for a feature (i.e., Special Order, Demo Club, etc).
Use the "Enabled" toggle switch to enable or disable the automated emails (as shown below).
These settings will be applied to all new special orders, demos, rentals, club repairs, and other features with automated messages. However, these settings can also be overwritten at the member level or when managing special orders, demos, rentals, and club repairs. For more details on managing your notification settings, Click Here.
Setting the Timing of Reminder Emails for Demo Clubs
To improve the timeliness of demo returns, you can send automated emails:
Reminding the borrower that a due date is approaching
Notifying the borrower that a demo club is overdue
By default, the members will receive the first email one day before the due date and the second email one day after the due date. However, you can change the timing of these automated emails on the automated email configuration page (as shown below).
Setting the Timing of Reminder Emails for Tasks
To improve the timeliness of getting tasks completed, you can send automated emails:
Reminding the assignee(s) that a due date is approaching
Notifying the assignee(s) that a task is overdue
By default, the assignee(s) will receive the first email one day before the due date and the second email one day after the due date. However, you can change the timing of these automated emails on the automated email configuration page (as shown below).
Setting the timing of follow-up emails (Special Orders, Demo Clubs, Rentals, Club Repairs)
Customer Service is a critical component of any successful operation. Customer service is the support you offer your members and guests - before, during, and after they use your facilities and services or buy products - that helps them have an enjoyable experience.
Therefore, it is important to understand these customer service experiences to ensure you are providing your members and guest with a satisfactory experience. Because of this, you can schedule emails and text follow-ups with your members and guests:
Single Notification for Multiple Special Orders (Special Orders Email to Customer Only)
In the event a member has placed an order that includes multiple special orders (items), this would mean that you have numerous special orders attached to a purchase order for one member. An example of this would be when you place an equipment order to Titleist, and the member purchases a Driver, 3 Wood, Hybrids, and Irons. These are all created as separate special orders, but place on the same purchase order.
When an auto email is generated for these multiple special orders, the notifications are grouped into one email instead of sending an email for each special order.
To enable or disable this grouping of notifications, follow these instructions:
Go to Communication > Emails > Automated Emails > Special Orders.
You can edit the emails to a member and click the option for "Customize Email."
Enabled by default, if you would like to disable it, uncheck the box for "Enable single notification for multiple special orders." If it is disabled and you would like to enable it, check the box to enable the feature.
If enabled, you will have two tabs, one for "Single Special Order" and one for "Multiple Special" Orders (as shown below).
You can now customize the email for both a single special order or multiple special order emails. More details about customizing emails can be found later in this article.
Click "Save" when all modifications have been made.
Notification for Different Recipients (Drop Ship Special Orders)
When drop shipping a special order to a different recipient, as you manage your special orders, you can enable and disable notifications for both individuals. For instance, you can control both individuals' notifications when an order is placed or when sending shipping details (as shown below).
Click Here for more details about Drop Shipping.
Customizing an Automated Email:
Every automated email has a default message that can be changed and customized if necessary. For complete details on customizing an automated email, Click Here.