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Overview
Edit Email Templates in order to customize correspondenceThe first step in managing an event is to create the actual event to be managed. This guide will walk you through creating or booking the original event. Use Case(s) To send email communication to clients via the Banquet systemMr. and Mrs. Rogers would like to host their wedding at the Club next July 15. To ensure the event gets on the calendar, and can be managed, the Banquets Manager books the event. |
Content
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Accessing the Tool
Navigate to Settings, click Correspondence.
Select Manage Email Templates.
Click on the Edit link next to the email template you wish to edit.
The email template is now available to edit. The email may contain ‘merge fields’, which are indicated by brackets { }. Merge Fields are used to display specific information that may be unique to the event, contact, etc.
Editing Templates
To edit the hard coded information, simply type before, over, or after the existing verbiage.
To add or edit a merge field in the email, navigate to Settings > Correspondence, where various merge field reference pages can be found. Select the type of reference page needed, find the desired merge field, and copy/paste (Ctrl C/Ctrl V) the field value into the document.
Save once complete.
The email template is now ready to be sent to clients.
Creating New Email Templates
Creating a new email template is very similar to the process of editing an existing email template.
First, navigate to Settings, click Correspondence. Next, select Manage Email Templates.
Click the New button.
Begin drafting the new email template. Be sure to choose a Business Type (event, contact, lead, etc.), a Document Type and a Folder for the email to live in.
Note: if at any point you need to navigate away from the edit screen, click the Save button so that you do not lose your work!
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Step by Step: Booking an Event
Click on Events Icon.
Click on New Event.
Type Primary Contact’s First and Last Name in the Contact Field. Click Search.
If Contact record is found, click on their name to select.
If Contact record is not found, add contact in Office as a new member and wait for member to sync over to Banquets. For a step by step to do this follow this link. Click here for New Member Wizard.
Enter the remaining Event (red banner) and Function (gold banner) information. Click Save.
- Required Event and Function fields are indicated with a red vertical bar.
- If additional functions are needed, click Save and New Function.
The Event will now appear in the Calendar.
FAQs
Q: How do I know what merge field to usemove an event to a different date or time?
A: Depends on what information you are looking for. You can find all of the merge fields in Settings >Correspondence then merge fields.
Q: What happens if I’m not using my cross marketing sidebar?
A: This will be blank for members and they won’t see anything. This does not throw off the design and only Admins/Editors can see the click to edits. You do not always need to have a cross marketing piece placed in these sections.
Best Practices
Give the new template a new name; using “Revised” is a good practice.
Test the email after making changes to make sure that all the information is showing as you would like it to.
Downloadable Guide
Banquets Editing Email TemplatesWhen in the calendar view, you can drag and drop the event to the new day. When in the event, you can click on Move Event and follow the provided steps.
Best Practices
Add your contacts in Office and let them sync over to Banquets.
Make sure the owner for the contact says GATEWAY_AGENT, if it doesn’t the information won’t come into Office.
Downloadable Guide
Banquets - Booking a New Event Guide