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Portal Templates: Create a Scheduled Client Message
Erin Pender avatar
Written by Erin Pender
Updated over a week ago

Creating a Scheduled Client Message

To create a scheduled client email

  1. To create an Scheduled Client Message, click Templates (icon shown above) in the side navigation

  2. Click Portal Templates

  3. Click on the Event Type tab to create a Scheduled Client Message for that type of event.

  4. Then, Under Step 3: Planning / Setting up the Client Portal, click the edit (pencil button) to display your Portal Automations.

5. Under Scheduled Client Messages, click Add (icon shown above)

💡Pro Tip: don’t see the type of event you need? Add a new event type to your account.


Editing a Scheduled Client Message Template

  1. To edit a Scheduled Client Message, click Templates (icon shown above) in the side navigation, then click on the type of event you would like to service for your business (event types are listed across the top)

  2. Under Step 3: Planning / Setting up the Client Portal, click the edit (pencil button) to display your Portal Automations.

  3. Click on the Scheduled Client Message you would like to edit to open it

  4. Under Portal Template Name, give this template a name so you can find it easily.

ℹ️ Note: the name will not be visible to your client

5. Add a new Scheduled Client Message to this template by clicking Add Template

Scheduled Client Message Settings

Email Reminders

If you want to disable this email from being sent out you can turn it off. To turn the scheduled message off

  1. Click the email button and choose Turn Email Reminders Off.

Adding the Email Subject and Body

To add an existing email template, click Choose Existing Template, otherwise, you can type in your subject into Email Subject and your body into Email Body.

Scheduling an Email

Releventful’s email scheduling gives you the power to send the email reminder out exactly when it needs to be.

To choose when the emails should be sent

  1. Click the Notification Settings tab at the top of the page

  2. Click the menu button (icon shown above) next to Scheduled Email

  3. Click Change Email Schedule

Building Your Email Reminder Date

The email reminder date can be ON, BEFORE, or AFTER a specific date that is set and it can also be ON, BEFORE, or AFTER an event status that has been set on the event.

Example 1:

I would like the email to be sent 30 days BEFORE the Event Start Date.

Example 2:

I would like the email to be sent ON the Automation Start Date (immediately).

Setting the Email Reminder Date

Step 1: Click Not Set to choose your schedule trigger

Step 2: Choose a Schedule Trigger

In the Select a Schedule Trigger dropdown, choose Default to choose a date-based trigger or Event Status to choose an event status-based trigger.

Step 3: Choose a Reminder Day

In the Choose a Reminder Day dropdown, choose the day that you would like the scheduled email reminder date to be based off of.

Default Triggers

  • Event Start Date – this is the date you’ve set in the event start date field of the event

  • Event End Date – this is the date you’ve set in the event end date field of the event

  • Pipeline Close Date – this is the date you’ve set for the pipeline close date of the Sales Pipeline details of the event.

  • Automation Start Date (most commonly used) – this option is the most commonly used option; it represents the date and time when this Scheduled Client Message template is added to the event.

Event Status Triggers

All of the event status values that you have added to your account will display

here.

Step 4: Add any Additional Triggers

If you have additional date or event status conditions you would like to add to the email trigger, click the Add button under Additional Trigger Conditions.

ℹ️ Note: if the Add button is disabled, click Done to save your trigger and fix any errors first.

Step 5: Click Done to finalize your selections

Step 6: In the Choose When dropdown, select When you would like the email to be sent

Step 7: If your selection for Step 6 is BEFORE or AFTER, then you can choose the number of days BEFORE or AFTER the trigger.

Setting the Email Reminder Time

Check the box next to Send Immediately to send the email right away.

To send the email at a specific time, uncheck the box next to Send Immediately and choose a time.

Testing Your Email

To see what your email will look like, click Send Test Email in the bottom of the Scheduled Client Message Template edit window.

Save Your Edits

To save your Scheduled Client Message template and all of your edits, click Save in the bottom of the Scheduled Client Message template editor window.


Turning on Scheduled Client Message Template

Turning the scheduled client message template on will automatically add the scheduled client message template to the portal when the event is booked.

To turn on the portal template by clicking the toggle button at the top of the Portal Template edit screen.

When the portal template is off

When the portal template is on

You can change when the scheduled client template is added to the event by changing the event booking default. To change the event booking default, click the portal settings button (icon shown above) and then click Change portal template settings

Updating Existing Automations

When an automation is turned on within the portal template, the automation is only applied to new events that are a match for the run setting requirements and any events where portal templates have not yet run. Similarly, if an existing automation is modified in any way, the updates to the automation will only be applied to new events that are a match for the run settings or any events where portal templates have not yet run.

To explain this in more detail, please see the example below:

You have a set of 3 scheduled client messages within your wedding event type portal template. These scheduled client messages are applied when an event is booked.

There is a wedding event in the system that was booked yesterday and is currently picked up by this automation and has the 3 emails scheduled to be delivered to them.

Today, the email automation is modified. 2 additional emails have now been added to the existing automation. The client that was booked yesterday will not be picked up for these two new additional emails, as they were already a match for the previous conditions of the automation the day before. However, any new events that are booked today will receive all 5 scheduled emails that are.

If you are not sure which events have had portal templates applied, there is a filter within the reporting area that can identify this for you. Within a report, add a filter for "Portal Template Applied" and indicate yes or no to filter for events that have had a portal template applied or not.

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