NEW! Customise your welcome and farewell emails to suit your specific needs.
Tip: Make sure you know the basics of how welcome/farewell emails work in VisitorBook. If you haven’t already, check out our Overview guide.
Learn more: Welcome/farewell emails overview
The first step is to set up your welcome/farewell email. You have three options here.
Option 1: Use the default Email template #
- Go to User Settings > Notifications.
- Go to Email Templates.
- The default welcome email is called Default Visitor Arrival Template. The default farewell template is called Default Visitor Farewell Template. View the email content by clicking on the Pencil icon.
Tip: The default emails are set up to use dynamic content. These are auto-populated fields, such as the visitor’s name and your organisation.
Note: You cannot delete the default templates.
Option 2: Customise the default welcome/farewell email #
- Go to User Settings > Notifications.
- Go to Email Templates.
- Click on the Pencil icon next to the template you’d like to customise.
- Edit the default email to suit your needs using the What You See IS What You Get (WYSIWYG) editor. Edits are made as you type.
Tip: The WYSIWYG editor allows you to insert dynamic content into your email notification. These are auto-populated fields based on fields the visitor completed on signing in to VisitorBook and your system settings.
Tip: An email preview is shown at the bottom of the page.
Option 3: Create a new customised welcome/farewell email #
You can create multiple welcome or farewell email templates. This is handy if you’d like to tailor the notifications to specific visitor types.
To do this:
- Go to User Settings > Notifications.
- Go to Email Templates.
- Click the Add Email Template button.
- Select the email type from the dropdown – choose between a Welcome Email (sent when visitor signs in) or Farewell Email (sent when visitor signs out).
- The system opens up the Add Email Template popup.
- Give the template a clear and descriptive name.
- Edit the default email to suit your needs using the What You See IS What You Get (WYSIWYG) editor. Edits are made as you type.
- When you have finished, click the Add button. The template will be added to your list of email templates.
Tip: If you have the Locations module on your VisitorBook system, custom email templates are created per location by default. However, on the Email template there is an option to tick Global Template. This allows you to reuse the template across all the locations set in your system.
What’s next? #
Once your email templates are ready. you’ll need to assign them to visitor types to start sending them!
Learn more: Welcome/farewell emails – assign to visitor types
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