Definition: Reminder Templates are pre-configured message frameworks that define the content, timing, delivery method, and conditions for reminders. They are reusable across multiple Event Types or users, ensuring consistency and efficiency.
Purpose:
Standardize messaging across an organization or team for a professional client experience.
Save time by allowing users to create reusable templates instead of crafting reminders for each event.
Enable personalization and compliance through dynamic variables and language.
Key Features:
Template Creation:
Created in the “Reminder Templates” section of the GReminders setup dashboard
Admins can create organization-wide templates in “Org Settings” for groups.
Content Customization:
Templates support text formatting (e.g., bold, bullet points) for emails and concise messaging for SMS/voice.
Use variables to insert dynamic data, such as:
Standard variables: {{invitee.firstname}}, {{event.start_time}}, {{event.location}}.
Custom Variables: {{custom.referrer}} (from Custom Questions, e.g., “How did you hear about us?”).
Meeting links: {{event.zoom_url}} for virtual meeting integration.
Example: “Hi {{invitee.firstname}}, your {{event.name}} is scheduled for {{event.start_time}}. Join here: {{event.zoom_url}}.”
Delivery Settings:
Method: Choose email, SMS, voice, or a combination.
Timing: Set when the reminder is sent (e.g., 1 day before, 10 minutes before, or 1 hour after the event).
Conditions: Configure rules, such as sending reminders only for confirmed events or excluding certain Event Types.
Recipient Options:
Clients: Send reminders to the invitee who booked the event.
Users: Notify the event host or team members (e.g., for round-robin or collective events).
Additional Recipients: Add CC/BCC for emails or additional phone numbers for SMS/voice.
Admin Control:
In Business or Enterprise plans, admins can create and lock Reminder Templates for groups or organization-wide use, ensuring compliance (e.g., pre-approved language in regulated industries).
Locked templates prevent users from editing certain fields, while unlocked fields allow personalization.
Branding and Attachments:
Email templates support branded elements like logos or signatures.
Attachments (e.g., PDFs with prep materials) can be included in email reminders via an embedded URL link.
Multi-Language Support:
Templates can be tailored for different languages or regions, using variables to adjust content based on client preferences.
Setup Process
Create a Reminder Template:
Navigate to “Reminder Templates” in the GReminders Setup dashboard.
Define the delivery method (email, SMS, voice), timing (e.g., 24 hours before), and recipients.
Write the message, inserting variables from the “Insert a Variable” dropdown for personalization.
Assign to Event Types or Profiles:
Assign the template to a user’s profile or group.
Configure Integrations:
Ensure virtual meeting links (e.g., Zoom) are included if applicable.
Test the Template:
Schedule a test event to verify the reminder’s content, timing, and delivery.
Check that variables populate correctly and CRM integrations work as expected.
Admin Management (if applicable):
In “Set up,” create and assign templates to groups or profiles, locking fields as needed for compliance.
Benefits
Reduced No-Shows: Timely, personalized reminders keep clients engaged and informed.
Efficiency: Templates eliminate repetitive manual messaging, saving time for users and admins.