Configuring Email/Text Notification for Opportunity Create

You can configure automated email/text messages (SMS) notifications to inform employees when a new opportunity is created or modified. It enables employees to keep track of any new opportunities assigned to them. The notification can be customized to include details such as center details, guest name, opportunity description etc.

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Configure and Customize Opportunity Create Email or Text Message (SMS) Template

To configure and customize the Opportunity Create email/text messages (SMS) template, follow the below steps:

  1. Ensure you are at the Organizational level.
  2. On the main menu, click the Admin tab.
    The Admin Dashboard appears.
  3. On Admin Dashboard, click Organization > Organizations. 
    The Manage Organization window opens.
  4. Click Email/Texts tab.
  5. Scroll down to the Employee section.
  6. To enable email/text notification for opportunity, click Edit next to Opportunity Create.
  7. Configure the following settings in the Edit Organization window:
    • Opportunity Create - Email 
      1. To send automated emails, select Turn this automated email on check box.
      2. To send an email copy (Cc), click Add to include recipients by Username, employee Role or Email.
        Note: For recipients added by Role, all employees mapped to the role selected at the guest's base center, will receive the email notification.
      3.   Edit the Subject field and use the Available Macros if required.
      4.  Use the Available Macros to customize the content for Plain Text and HTML emails. Depending on the recipient's browser, the email will be delivered as plain text (no formatting and images) or HTML text (includes images, links and formatting).
        Note: Click the Full Screen icon  in the editor to edit the text in full screen mode.
    • Opportunity Create - Text Messages (SMS) 
      1. To send automated text messages, select the Turn this automated message on check box.
      2. To Forward a message automatically, click Add to include recipients by Username, employee Role or PhoneNo.
        Note: For recipients added by Role, all employees mapped to the role selected at the guest's base center, will receive the message.
      3. Use the  Available Macros to customize text messages.
        Note: Messages with more than 160 alphanumeric characters will require two or more text (SMS) credits. Messages with one or more Unicode characters (international/multilingual text characters) will require one text credit for every 70 characters.
  8. Click Save.

Available Macros

A macro is a placeholder text that gets replaced with specific data when inserted into an automated email/text message. Use the below macros to customize emails/text messages to include information such as organization name, guest name, center details etc. For example, the [OrgName] macro gets replaced with the organization name.

Available MacrosDescription

[OrgName]

Name of the center’s organization

[CenterName]

Name of the guest’s base center

[FirstName]

First name of the sales owner to whom the opportunity has been assigned

[LastName]

Last name of the sales owner to whom the opportunity has been assigned

[CenterPhone]

Primary phone number of the guest's base center (corresponds to the Phone 1 field in the center settings)

[CenterPhone2]

Secondary phone number provided for the guest's base center (corresponds to the Phone 2 field in the center settings)

[OpportunityName]

Title given for the opportunity created

[OpportunityDesc]

Description of the opportunity. Example: Package expiry follow up

[OpportunityType]

Opportunity type selected – Package, Membership or Others

[CenterE-mail]

Email address of the guest's base center

[MailUnsubscribeLink]

Link to unsubscribe from transactional emails. Once guests unsubscribe, they will not receive any transaction related email, including appointment related emails

[OpportunityPriority]

Opportunity follow up priority – High, Medium or Low

[OpportunityGuestName]

Name of the guest associated with the opportunity

[OpportunityFollowUpDate]

Next follow up date on this opportunity. The date is in the format set at the organization level.

There are several possible reasons why an email/text message is not delivered to an employee. Below mentioned are some common scenarios and troubleshooting tips.  

  •  Navigate to Admin > Organization >Settings and ensure Activate email and Active text message fields are selected.
  •  Navigate to Admin > Organization >Email/Texts and ensure the Opportunity Create template is turned On in the EMAIL/TEXTS tab.
  • Verify that there are enough email and text (SMS) credits in the center to send notifications. You can view your available credits in the right panel at the organization/center level. Contact Support to add credits.
  • Check for the following in the Employee Profile:
    • Ensure that Receive Transactional Emails and Receive Transactional Text Messages (SMS) check boxes are selected.
    • Verify if the employee has a valid phone number/email address.
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