Group sales - Reminder

This email uses a group sales query to send a reminder email to the contact person for a confirmed group reservation and is triggered to send using the “Specific time” feature.

Queryless process

Step 1: Access the Email Designer

Navigate to and open the Social Good application.
Go to the Email Designer section.

Step 2: Select a Template

Click on the + Add email button.
Navigate to Templates.
Choose the Group sales - Reminder template.

Step 3: Configure Email Settings

Edit and configure the following details for your email:

Name

Subject line

From name

From address

Domain (Confirm the correct domain)

Frequency (Confirm the frequency needed)

Step 4: Select Programs and Finalize

Click on and select any amount of the required program names.
Click on Create Email to complete the process.

Step 5: Write the email

Based on the email type, you’ll see we’ve pre-formatted a basic email design and provided sample text content based on the purpose of the email. We’ve also added field descriptor titles, field names, and a default grid if applicable.

Design your email

Click on the “Designer” tab at the top right to start working with your email content.

tips_and_updates

If you added different or additional fields to your Altru query output, you can find those field names on the left side of the Designer tab for your email.

Edit template content

Click on the header image block at the top of the email.
Click “Upload image”.
Select the image and click “Open”.
Click the image you uploaded.
Close the dialog.
Click on any “Text” block to edit text.

tips_and_updates

Additional formatting tools are available when you click on a block. The design articles can be found in Designer features.

Add your content

Write your paragraphs one at a time.
Drag and drop the “Text” block into your email to add a new paragraph.

article

All headings must be in a separate “Text” block.

Add photo

Drag and drop the “Image” block.
Double-click the empty image.
Click “Upload image”.
Select the image and click “Open”.
Click the image you uploaded.
Close the dialog.

Save email

Click on the save icon in the bottom right.

Step 6: Settings

Verify your settings

Click on “Settings”.
Verify “Digital membership card” is enabled.
Click on “Grid” gear for settings.
Verify the grid block is set for digital membership cards.
Add a “Membership” tag to the email settings
Click on “Save settings”.

Step 7: Test the email

Lookup membership to test

Find a membership in your Altru query from the “Preview results” tab.
Write down the email address.

Preview email content

Click on the “Preview” tab in your email template.
Enter the email address from your test membership into the “Search”.
Click on that email address to open and view.
Verify the fields correctly mapped to your test membership.
Click on the membership card link(s) if applicable.
Verify membership card details are accurate, if applicable.

Send test email

Click on “Send email”.
Replace email address with your email address.
Click on “Send email”.

Verify you received email

Open your email inbox.
Verify you received the email.
Verify the membership card links work, if applicable.

Verify email was attached to Altru

Search for test membership in Altru by email address.
Click on membership name to open membership details.
Scroll to the “Documentation” section at the bottom.
Verify the note is attached.

Remove the note type

Click on the dropdown to open the note.
Click on “Delete”.
Click on “Yes” for the confirmation dialog.

Step 8: Enable email

Enable email

Open your email in Email Designer.
Click on “Settings”.
Enable the “Start sending emails?” option.
Click on “Save settings”.

Manual process

Step 1: Create the query

Create note type

Login to Altru
Click on “Administration”.
Click on “Code Tables”.
Click on “Filters”.
Click the drop-down next to “Category”.
Select “Ticketing”.
Click on the “Apply” button.
Click on “Reservation Note Type”.
Click on “Add”.
Enter the “Group sales confirmation email” in the “Description”.
Click on “Ok”.

Information Library

Click on “Analysis”.
Click on “Information Library”.
Click on “Add an ad-hoc” query.
Click on “Group Sales Reservations” query type.
Click on “OK”.

Include records where:

Arrival date is tomorrow

and Notes\Type is not one of SELECT_TYPE_HERE or is blank

Results fields to display:

Order\Lookup ID

Name

Contact\First name

Contact Email Address\Email address

Arrival date

Arrival time

Order\Reservation\Name

Order\Reservation\Itineraries\Group type

Order\Reservation\Itineraries\Start date and time

Order\Reservation\Itineraries\End date and time

Contact\First name

Reservation record

Sort results by:

System record ID

warning

When you create your query, use the “Not one of” operator and make sure you select the checkbox for the note type restriction “Only return records that do not match any of the selected values”.

Save the query

Click on the "Preview results".
Verify that the number of rows/records is less than 15k.
Click on the "Set save options".
Name your query with “- SGS” at the end (Example: eTicket confirmation email - SGS).
On the bottom right, click on "Save and close".

Export the query

Click on the "Get OData link".
Copy the OData link to use in the next step.

Step 2: Create the email

Login to your Social Good Software account.
Click on “Email Designer”.
Click on “Add Email”.
Click on “Custom”.
Click on “Reservation”.
Enter the email additional details, name, subject line, from name, from address.
Select the needed frequency.
Click on “Create Email”.
Click on the "Activity” tab.
Click on the “Request Data” button.
Click on the “Request Data” button to confirm.
Click on the “Settings” tab.

Follow these steps:

Click on the “+ Add Odata Links” button.
Paste the Odata link from Altru.
Click on the “Next” button.
Once the link is validated.
Click on the “Add link” button.
Select System record id with “System record ID”.
Select grouping with “System record ID”.
No grouping fields are required for this email.
Set sending frequency to “Relative to date”
Select “Event date” for relative date.
Select relative frequency, “Send email before the date”.
Select relative days “15/30/60”.
Select a relative time for the email to be sent.
Select note type based on the query.
Click on the “Save settings” button.

Step 3: Write the email

Setup tickets

Click on “Designer”.
Drag and drop “%qr_code%” into the email.
Drag and drop the %lookupid% into the email.
Click on save.

tips_and_updates

If you decide to include the tickets with the email, you can use the QR code. Keep in mind, the QR code pulls up the sales order with all the tickets on the Ticket Scanner. This only applies to the latest version of the Ticket Scanner.

Step 4: Settings

Verify your settings

Add a “group-sales” tag to the email settings
Click on “Save settings”.

Step 5: Test the email

Lookup sales order

Find an order number from the preview tab.
Click on “Sales” in Altru.
Click on “Reservation Search”.
Clear previous search results.
Paste in order number without the “8-” prefix.
Search the order number.
Click on the order row.
Click on “Go to Documentation”.

Send email

Click on “Preview”.
Click on an email address.
Click on “Send email”.
Enter your email address.
Click on the checkbox “Attach a copy of the email to Altru as a note”.
Click on “Send email”.

Verify you received email

Open your email inbox.
Verify you received the email.
Verify the QR code is attached.

Verify email was attached to Altru

Reload the Documentation page
Verify the note is attached.
Verify the note type is correct based on the query.

Remove the note type

Click on the dropdown to open the note.
Click on “Delete”.
Click on “Yes” for the confirmation dialog.

Step 6: Enable email

Enable email

Open your email in Email Designer.
Click on “Settings”.
Enable the “Start sending emails?” option.
Click on “Save settings”.

Step 7: Maintenance

Verify emails are sending

Click on “Activity”.
Click on the calendar icon in the top left.
Select a date.
Verify emails are in the activity.
Click on an email address to view the email sent.

Monitor and track

Click on “Email Designer” in the left navigation.
Select your email.
Click on “Analytics”.
Click on the calendar icon.
Select a date.
Review: “Sent”, “Bounced”, “Clicked”, “Opened”.

Review activity

Continue to monitor the “Activity” tab for emails sent.

Disable the email for maintenance

Click on “Settings”.
Disable “Start sending emails?”.
Click on “Save settings”.

Additional Email Designer support articles can be found at our Knowledge base.