You can create a tours email workflow that automatically sends emails when all tour conditions you specify are met. Before you can add an email workflow, you must add email templates and specify who they send to, in addition to the Kube defaults. For more information, see Adding an email template for email workflows.
You can create both operator and property email workflows. Operator workflows are used for all of your properties, and property workflows are only used at the specified property. This article describes adding an operator email workflow, but the steps are almost identical for property workflows.
NOTE: Depending on your assigned role and permissions, and the version of Kube your organization uses, some or all of these menus or services may not be available or displayed.
To create a tours email workflow
Select your Personal Profile in the top menu and select System Settings from the drop-down menu. The Operator Details screen appears.
Select Workflows in the side menu and select the Emails tab.
Click the Add button in the Operator Level Email Workflow section.
TIP: If you want to create an email workflow for a single property, click the Add button in the Property Level Email Workflow section.
In the General section, select Tours in the Category selector.
TIP: If you are creating a property workflow, also select the property the workflow is for in the Property field.
Complete the fields in the Action section. For field descriptions, see the Workflow Action Screen Reference at the end of this article.
NOTE: The conditions you select in the Action section fit together to form a complete sentence describing the workflow's behavior:
Send an email with the selected template when the tour [Start Date] is in [#] hours.
Send an email with the selected template when the tour [End Date] was [#] hours ago.
Send an email with the selected template when the tour [Was Created By/Was Updated By/Was Canceled By] [Internal User].
Click Save.
Workflow Action Screen Reference
Send an email with selected template | Select the email template that Kube uses when sending the email. Kube displays a read-only version of the selected template in the Template Preview section at the bottom of the screen.
NOTE: When you create an operator workflow, Kube only displays operator email templates in the drop-down menu. When you create a property workflow, Kube displays both operator and property templates from the property the workflow is for. You must add email templates before Kube populates the drop-down list. For more information, see Adding an email template for email workflows. |
When the tour | You can create a workflow based on the time before/after the tour is scheduled or for changes made to the tour by internal users:
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Is in/Was or Internal User | If you selected Start Date or End Date in the When the tour field, Kube displays the Is in/Was field. Enter the number of hours before or after the tour Kube should send the email.
If you selected Was Created By, Was Updated By, or Was Canceled By in the When the tour field, Kube displays the Internal User field and automatically selects Internal User. |