WEBVTT 00:00:04.760 --> 00:00:09.079 Hello and welcome to a new Zender tutorial. In this video let us 00:00:09.079 --> 00:00:14.239 talk about the automations feature. I'm Irina and let me step you through setting 00:00:14.239 --> 00:00:19.180 up this feature and teaching you how to use it. The automations feature is 00:00:19.180 --> 00:00:24.260 a part of a communications feature in Zender. Let's have a look how this is set up. 00:00:24.319 --> 00:00:29.020 To do that let's go to the settings menu and here in the communications 00:00:29.020 --> 00:00:36.340 tab let's select automations. If you've created your Zender trial account after the 15th 00:00:36.340 --> 00:00:42.979 of May 2025 I highly recommend that you' click the show inactive button to here 00:00:42.979 --> 00:00:48.180 at the top to see the list of default automations that we've preset for you 00:00:48.220 --> 00:00:53.240 and saved as inactive automation so that they don't trigger anything until 00:00:53.240 --> 00:00:58.119 you had a look at them and edited them the way you want to use them So 00:00:58.119 --> 00:01:04.099 for example let's have a look at the pre appointment general automation As you can see it's 00:01:04.099 --> 00:01:08.199 a pre appointment automation type Before we' move any further let' 00:01:08.199 --> 00:01:13.180 me demonstrate to you what types of automations there are available and we have 00:01:13.180 --> 00:01:18.300 the new client automation. type. invoicing for unpaid invoices and also pre 00:01:18.300 --> 00:01:24.260 and post appointment automations and a recall automation With each automation 00:01:24.260 --> 00:01:29.139 you will also need to set up the conditions for this automation to match to be 00:01:29.139 --> 00:01:33.239 triggered and the first condition for the pre appointment automations for 00:01:33.239 --> 00:01:38.009 example is how many days before the appointment date this automation should be 00:01:38.009 --> 00:01:44.540 triggered and communication to go out You can also set up this automation for a location 00:01:44.800 --> 00:01:51.040 appointment location in your account also the appointment status For 00:01:51.040 --> 00:01:55.180 me it made sense to set it up for pending and confirmed appointments to 00:01:55.180 --> 00:02:03.080 send the information before the appointment You can also set the automation 00:02:03.080 --> 00:02:07.559 to go by this service type the service that's added to the appointment 00:02:08.220 --> 00:02:16.179 by the appointment flag by the client status for each practitioner and also for the 00:02:16.179 --> 00:02:20.440 type of client classifications As you can see here this is blank because 00:02:20.440 --> 00:02:25.080 the client classifications feature is a hundred percent custom 00:02:25.080 --> 00:02:29.740 and you can set up your list of classifications and allocate them to your clients 00:02:30.039 --> 00:02:36.259 Now that you've set up all the conditions for your automation let's select the type 00:02:36.259 --> 00:02:42.479 of the action that should be used So for example let's select the email type 00:02:42.479 --> 00:02:46.000 and then for that we need to select a template Again with the 00:02:46.000 --> 00:02:53.209 new trials that are created after the 15th of May 2025 we already have prepared the 00:02:53.209 --> 00:02:58.119 default automation templates Let's just find the one we want to use and this 00:02:58.119 --> 00:03:06.080 will be the pre appointment general information automation and then let us click active 00:03:06.080 --> 00:03:13.199 to activate this automation and save the changes And there you go 00:03:13.199 --> 00:03:20.000 you have an active automation in your account You can add as many automations as 00:03:20.000 --> 00:03:25.080 you want So for example let's click add automation and this time 00:03:25.080 --> 00:03:35.220 let's for example set up an automation for unpaid invoices Here let's click and 00:03:35.220 --> 00:03:40.259 select the automation type which will be invoicing and then the 00:03:40.259 --> 00:03:46.059 conditions for unpaid invoicing automation would be the days after the invoice 00:03:46.059 --> 00:03:51.119 date or appointment date So for example one day after invoice status should 00:03:51.119 --> 00:03:59.500 be selected as unpaid and also you can select this by client type so that some clients need 00:03:59.500 --> 00:04:05.300 this reminder and we can set it up for them And then the type of the action here 00:04:05.300 --> 00:04:10.220 can be email or SMS that will be sent to your clients or payees 00:04:10.220 --> 00:04:16.799 of that invoice and it also can be a task for your team for example so that they can have 00:04:16.799 --> 00:04:22.320 a look at the task generated at the unpaid invoice and for example select 00:04:22.320 --> 00:04:34.140 a template that's automations invoicing yeah unpaid invoice email let's 00:04:34.140 --> 00:04:40.200 use that So how this automation will work When the criteria are met the system 00:04:40.200 --> 00:04:46.279 will generate a task and your team member who is responsible for actioning 00:04:46.279 --> 00:04:52.519 on those tasks will have a review and trigger sending the unpaid invoices email 00:04:52.519 --> 00:04:58.160 manually This is just one of the options that you can use to set up 00:04:58.160 --> 00:05:03.059 this automation or instead of a task you can just set up the email use the 00:05:03.059 --> 00:05:10.380 unpaid invoice email template and the system will automatically send this invoice to 00:05:10.380 --> 00:05:18.160 the clients after the criteria are met And you can go on and work on 00:05:18.160 --> 00:05:22.000 other types of automations which are new client invoicing pre appointment 00:05:22.140 --> 00:05:27.059 post appointment and recall and set them up as you need just using the 00:05:27.059 --> 00:05:32.000 criteria that's available and automation templates that are also available 00:05:32.000 --> 00:05:37.459 Now let me show you how you can set up or edit your automation templates the 00:05:37.459 --> 00:05:42.359 communication templates So for that we'll go into the tools menu communication 00:05:42.359 --> 00:05:49.019 and templates and if you are in your account you might 00:05:49.019 --> 00:05:55.239 already see the automations templates available here for all types of the automations 00:05:55.239 --> 00:06:01.220 that we have available Alternatively we have an article in our knowledge base 00:06:01.220 --> 00:06:08.140 where we provide all the templates that can be used and you can copy and create your 00:06:08.140 --> 00:06:13.000 own templates here But for example let's have a look at how this should be 00:06:13.000 --> 00:06:19.100 set up So we are looking at the unpaid invoice email automation and here just 00:06:19.100 --> 00:06:27.420 make sure that all the types the settings fields are filled out The left hand side that 00:06:27.420 --> 00:06:32.140 message type name and description these are the internal settings they are for 00:06:32.140 --> 00:06:37.480 you and for your team just as an overview of what type of template 00:06:37.480 --> 00:06:43.140 this is And on the right hand side the email from name it can be a person's name or 00:06:43.140 --> 00:06:49.299 a business name who is the sender of this email Then the email from address your 00:06:49.299 --> 00:06:54.279 business address your financial team address and so on where the replies will 00:06:54.279 --> 00:07:01.239 come to and the email subject will be the what this email is about And 00:07:01.239 --> 00:07:06.140 then here in the body text type up the information that you want to share with 00:07:06.140 --> 00:07:12.420 your clients and for to personalize this message so that the information 00:07:12.420 --> 00:07:17.220 from the client and their appointment are automatically filled into this template 00:07:17.220 --> 00:07:23.100 use the available emerge fields So from here we have a wide range of 00:07:23.100 --> 00:07:29.200 the merge fields you can copy one so for example the and you can even use the 00:07:29.200 --> 00:07:36.040 search field So I want to find the recipient merge fields and I want to use 00:07:36.040 --> 00:07:42.119 the recipient first name or even the recipient preferred name if they 00:07:42.119 --> 00:07:48.019 have the preferred name and I will just paste it here in the greeting part of 00:07:48.019 --> 00:07:55.119 the email Also for the unpaid invoice automation to work you need to use 00:07:55.119 --> 00:08:04.899 this invoice PDF link merge field again we can look it up and copy from the list 00:08:04.899 --> 00:08:10.220 here so we'll just copy invoice PDF link and paste it here in the body 00:08:10.220 --> 00:08:16.019 of the text and this merge field will generate a PDF invoice and a link for the clients 00:08:16.019 --> 00:08:25.640 to access that invoice and download it Also add some send off information like 00:08:25.640 --> 00:08:30.200 your business name your phone number your email address and so the 00:08:30.200 --> 00:08:36.020 changes and this way you can create multiple different automation 00:08:36.020 --> 00:08:42.219 templates to use with all the types of automations to really personalize and 00:08:42.219 --> 00:08:47.039 specify the information that you are sending to the client And to finish this 00:08:47.039 --> 00:08:51.080 off let me tell you that you can set up as many automations as you need 00:08:51.080 --> 00:08:56.260 for each automation type there is no capping on those settings and that 00:08:56.260 --> 00:09:00.970 the system will automatically check and send all the automations that match the 00:09:00.970 --> 00:09:06.080 criteria at around 2 p m your local time so that just for you 00:09:06.080 --> 00:09:11.140 to know where those messages will be sent and once they are sent you will see the record 00:09:11.140 --> 00:09:18.219 in each clients or each payees profile of the all the automation messages that have 00:09:18.219 --> 00:09:23.200 been sent to them Well I hope you found this tutorial is useful if 00:09:23.200 --> 00:09:28.159 you have any questions please let us know and please watch the other videos that we 00:09:28.159 --> 00:09:31.580 have created for you I will see you another time