Video explanation of how to set up Amelia email, a WordPress reservation system plugin!

WordPress booking system pluginAmelia(Link to the Amelia official website) A video explaining how to set up your outgoing email.

• When making a tentative reservation
• Confirmed Reservations
• cancel
• Change of Date
• Reminder email
• Follow-up email

can be sent automatically.

Video explanation of notification settings for the paid version of the WordPress reservation system plugin Amelia!

in preparation

How to set up outgoing email with Amelia (illustrated)

Now, let’s explain how to set up notifications using the Amelia WordPress reservation system plugin! The functions are the same for both the free and paid versions.

First, click [Amelia] > [Notifications].

Types of automated emails

The emails sent for services and events are different. Also, the settings for email content for customers and employees are different.

The email text cannot be changed individually for each service or event.
If there is something you would like to output individually in an email, you can register different description text for each service, and then output important information for each service in the email text.

Service (for customers)

• Approved
• Pending - Sent when the booking status is set to pending approval
• Rejected - Sent when the administrator rejects a reservation
• Cancellation - Sent when a cancellation is made by the customer/administrator
• Schedule change - Sent when the client/administrator changes the schedule
• Reminder email - Send a confirmation email for the next day's reservation at the specified time the day before
• Follow-up - Send an email at the specified time after the reservation service is provided

Events (for customers)

• approved
• Cancelled by administrator - Sent when a reservation is cancelled by the administrator
• Cancelled by customer - Sent when a customer cancels a reservation
• Change of Date
• Reminder email
• follow up

Services (for employees)

• Approved
• Pending - Sent when the booking status is set to pending approval
• Rejected - Sent when the administrator rejects a reservation
• Cancellation - Sent when a cancellation is made by the customer/administrator
• Schedule change - Sent when the client/administrator changes the schedule
• Reminder email - Send a confirmation email for the next day's reservation at the specified time the day before
• Follow-up - Send an email at the specified time after the reservation service is provided

Services (for employees)

• approved
• Cancelled by administrator - Sent when a reservation is cancelled by the administrator
• Cancelled by customer - Sent when a customer cancels a reservation
• Change of Date
• Reminder email
• follow up

others

• Birthday email - sent if the customer's birthday is registered
• Customer Panel - Send the URL to access the Customer Panel
• Employee Panel - Send the URL to access the employee panel

Below is an overview of the email text settings in Amelia.

Set whether to send email or not

You can set each email to be sent automatically or not.

first,

• To Customer
• For employees

You can change the text of the email you create.

If the checkbox to the left of each email setting is checked, it will be sent automatically. If there is an automated email you do not want to send, uncheck it.

How to write an email

Here we will take the approved email settings for the service as an example.

1. Change the subject
2. Use email placeholders from Show Email Placeholders
3. Create your message body
4. Save your changes with the Save button

This is the process.

Email Placeholder

Click Show Email Placeholders to display a list of email placeholders that can be used in your email text.

If you have ever used a contact form or email newsletter plugin, you will know what I am referring to.

For example, if you use the email placeholder %appointment_cancel_url% in the text of an email, it will be output in the email text as a link string for canceling.

In this way, it is often used

• Customer name - %customer_full_name%
• Customer email address - %customer_email%
• Customer phone number - %customer_phone%
• Contents of the added custom field - %custom_field_13%
• Reservation service name - %service_name%
• Reservation date and time - %appointment_date_time%
• Cancel link - Tappointment_cancel_url
• Company name - %company_name%
• Company website - %company_website%
• Store address - %company_address%
• Employee Name – %employee_full_name%
• Employee phone number - %customer_phone%
• Employee email address - %employee_email%

Use email placeholders to create your email text.

Email sample

We often hear from people that it's hard to create email copy, so we've prepared some sample copy that you can copy and paste below.

I would like you to use this text as a basis.

%customer_full_name%様

予約システムありがとうございます。
当メールは予約確定の自動返信メールです。

ご予約番号：%number_of_persons%
ご予約日時：%appointment_date_time%
ご予約サービス：%category_name%　%reservation_name%
価格：%appointment_price%
担当者：%employee_last_name%

ご登録いただいた内容をご確認します。
お名前：%customer_full_name%
メールアドレス：%customer_email%
電話番号：%customer_phone%
テキストサンプル：%custom_field_13%
テキスト範囲サンプル：%custom_field_14%
選択ボックスサンプル：%custom_field_16%
チェックボックスサンプル：%custom_field_17%
ラジオボタンサンプル：%custom_field_18%

ご予約状況を確認できるカスタマーパネルは以下のリンクをクリックしてください
Customer Panel Access Link

『キャンセルのご案内』
万が一キャンセルをされる場合は
%appointment_cancel_url%
上記URLをクリックして下さい。

%company_name%
HP:%company_website%
E-mail:%employee_email%

Reminder emails and follow-ups require additional settings

Reminder and follow-up emails are sent at specified times.

• Regarding the reminder email, it will be sent at some time the day before.
• Regarding follow-up emails, how many minutes or hours after the reservation service is provided?

In order to automatically send reminder and follow-up emails, simply checking the box will not work.

Install WP Control plugin

WP CrontrolInstall and activate the plugin.

Cron Schedule Settings

Once you activate the WP Crontrol plugin, a “Cron Schedule” will be added under “Settings” on the left sidebar, so click on it.

Adding a PHP Cron Event

Click [Add PHP Cron Event].

Setting up PHP Cron Events

1. PHP Code
2. event name
3. Next Run
4. frequency

Set the following:

1. PHP Code

The Amelia notification will contain the code to enter into your PHP code.

When you go to the email message creation screen for a reminder email or follow-up email, you will see the following text at the bottom:To send this notification please add the following line in your cron:" There is a section called "

https://amelia.web-design.biz/wp-admin/admin-ajax.php?action=wpamelia_api&call=/notifications/scheduled/send

This time, we are setting up the domain of Amelia's demo site https://amelia.web-design.biz, but your own domain should be displayed here.

Actually, you enter

file_get_contents("https://yourwebsite.com/wp-admin/admin-ajax.php?action=wpamelia_api&call=/notifications/scheduled/send");

The code will look like this. In addition to the https://~ mentioned above, add file_get_contents("").

2. Event name

You can enter anything you like here. For example, [Ameli Mail]

3. Next execution

Since I plan to start using it right away, I will select [Today].

4. Frequency

I want to set it to every 15 minutes, so I will select [Twice Every 15 Minutes].

5. Add an event

Then cron was added.

Test your emails several times before going live to ensure that automatic reminders and follow-up emails are actually sent.

Check the email log

Currently, Amelia does not allow you to check the log of automatically sent emails. Are they really delayed? It makes you anxious. So I set it up like this:Post SMTPPlugin.

Some people may have set up the SMTP for emails sent from WordPress using WP SMTP, but I was unable to check the email log unless I upgraded to the paid version of WP SMTP.

This time we will set up Post SMTP to use email logs for free.

Check [Settings] > [Notifications]

I think some of you may have set up the SMTP for emails sent from Amelia here. I also set it up with SMTP at first.

If you send emails directly from Amelia using the mail server, email logs cannot be taken. Use the [WP Mail] settings.

WP Mail is a service that uses the WordPress email feature to send emails.

We will properly configure the SMTP settings for emails sent from WordPress.
→SMTP setting explanation

Install Post SMTP

Install and activate [Post SMTP] by adding a new plugin.

Checking SMTP settings and logs

When you activate the Post SMTP plugin, the [Post SMTP] item will be added to the left sidebar.

• Post SMTP - Setting up SMTP
• Email Log - Check the logs

This is a simple plug-in.

The SMTP settings are almost the same as the SMTP explained in the Amelia notification settings, so please refer to the following.

→SMTP explanation article

You can view not only Amelia but also all email logs sent from WordPress. This is a recommended plugin because it can be worrying whether automatically sent emails are being sent to customers properly!

To send an email to multiple administrators:

Amelia's notification settings can send two types of emails: to customers and to employees.

There may be times when you want to send an email to not only the employee who made the reservation but also to the administrator.

[Amelia] > [Settings] > [Notifications]

The notification settings are located in [Settings] of [Amelia], not in [Notifications] of [Amelia].

In the [Send all notifications to additional addresses:] section, enter the email addresses of administrators, etc. one by one. After entering each email address, press Enter.

I thought setting up email would be easy, but it turns out it's actually quite complex.