24Sessions EN
  • account-set-up-settings
    • Account settings
    • Available languages
    • Logo size
    • Setting up co-browsing
    • Setting up custom backgrounds
    • Setting up the Outlook Add-in
    • Setting up the omnichannel widget
    • Testing 24sessions
  • availability-booking-forms
    • Adjust availability of someone else
    • Availability types
    • Connect your calendar to your 24sessions agenda
    • Edit your blocked slots in your availability page
  • emails-notifications
    • Dynamic Links
    • Dynamic Variables
    • Email Customization
  • faq
    • Add a guest to a scheduled meeting
    • Feature request or feedback?
    • Maximum number of attendees for a meeting
  • meeting-room
    • Backgrounds
    • Grid view
    • Image capture
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    • Sharing your screen when you have a second screen
    • Video overlay
  • meeting-types
    • Add questions to a meeting type
    • Customize review questions per meeting type
    • Download recordings
    • Live now meetings
    • Setting up the Live Now beta
    • The difference between scheduling a meeting and getting booked by customers
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  • privacy-terms
    • Data Processing Agreement
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    • How to obtain & access your personal data that 24sessions stores
    • Request to stop processing my personal data
  • product-library
    • Availability feature
    • Booking form functionality
    • Branded settings functionality
    • Co-browsing functionality
    • Custom domain functionality
    • Customer Experience Growth Model
    • Dial-in functionality
    • Email functionality
    • Live now functionality
    • Meeting types functionality
    • My Account functionality
    • Placeholders functionality
    • Recordings functionality
    • Report functionality
    • SMS functionality
    • User & Groups functionality
    • Waiting room functionality
  • product
    • 24sessions Dashboard
    • Account settings
    • Availability
    • Booking link
    • Co-browsing
    • Dynamic dashboard
    • Instant meeting
    • Language settings
    • Live Now Beta
    • Live now
    • Meeting details
    • Meetings overview
    • Omnichannel widget
    • Outlook add-in
    • Reports
    • Reschedule, cancel, add an additional guest, or assign a meeting to someone else
    • Schedule new meeting
    • Test a call in the testroom
  • technical-documentation
    • Supported Browsers
  • troubleshooting-articles
    • Dial-in
    • Most frequent issues
    • Meetingroom 2.0
    • The guest gets stuck in the media check
    • The sound drops during the meeting
    • You don't have video or audio while you both successfully entered the meeting
    • You're experiencing a bad internet connection
  • users-groups
    • Add a new user or group
    • Group management
    • User roles
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  • What is it?
  • What is the added value?
  • FAQ
  1. product-library

Email functionality

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Last updated 1 year ago

What is it?

The email functionality of 24sessions allows you to customize automated emails per meeting type. 24sessions can send 6 automated emails to the guest (customer) and 6 automated emails to the employee (host of the meeting).

Guest (customer)

Host (employee)

Confirmation

Confirmation

Reminder (one hour before meeting)

Reminder (one hour before meeting)

Confirmation of reschedule

Confirmation of reschedule

Confirmation of cancellation

Confirmation of cancellation

Reminder to fill in review after e-mail

Review received

After-meeting note / summary

Wrap-up email with personal note / summary after meeting

You can entirely customize these emails, so you have 12 emails in total to customize. In these emails you can:

  • Change the subject line of the email

  • Change the content of the email entirely up to your choice. You can use the following standard options:

    • Bold

    • Italic

    • Underlined

    • Add hyperlinks

    • Insert bullets of numbered lists

    • Align text left, in centre of right

    • Add placeholders ()

    • Change the entire source code

  • Apply a lay-out in your company’s style by using a HTML source code

What is the added value?

Why do our customers use this feature?

  • Professional look and feel to increase the customer experience

  • Increase efficiency by:

    1. Saving time of manually sending emails on confirmations or changes

    2. Providing the customer with the relevant information to prepare them for the meeting (e.g. what documents do they need to have with them for the call? What information should they read through to prepare?)

    3. Send documents up front. You can add a document to an automated email.

    4. Adding options for customers to reschedule or cancel meetings. This reduces no-shows.

  • You can add email addresses in the BCC of all of these 12 emails. For example:

    1. Put your customer service in the BCC of the confirmation emails to guests so they are aware of the video calls that will take place

      1. Pro tip: a mail-robot can even retrieve relevant information from these emails and log this. Ask your CSM for more info

    2. Put a team manager’s address in the BCC of the ‘Review received’ email to hosts (employees) to see what awesome reviews come in and be able to compliment their team on a frequent basis

FAQ

What are the frequently asked questions about this feature?

  • How does this source code work?

  • Can we change the time on which the reminder email is sent?

    • No, unfortunately not. This email is always sent one hour before the meeting starts. You can however change the time of the SMS you will be sending the customer.

  • Can we add the time of a cancelled meeting in the cancellation email?

    • Yes, even though the meeting is cancelled you can still use the placeholder for time and date to indicate the initial time and date of the meeting.

  • How much time should there at least be in between a planned meeting and the time of the meeting in order to receive a reminder email (one hour up front?)

    • There should be at least 3 hours in between the moment you plan a meeting (e.g. 11.00 AM) and the time of the meeting (14.00 PM). In that case you will receive the reminder email at 13.00 PM. If you plan a meeting in less than 3 hours up front, you will not receive the reminder email.

You can change the source code of an email which allows you to add buttons you made in HTML, add pictures (made sure these are hosted on a public service), signatures and even videos if you want to. In you can read how to actually apply a source code. You will also find our best practices/tips regarding these options.

find out which placeholder you can use here
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