How do I set up automatic scheduling notifications?

STEP 1 - CREATE MESSAGE TEMPLATE

1. Navigate to the Message bubble icon at the top right corner of your screen and select View All from the dropdown. 
2. Select Templates near the top left corner of your screen, located between Inbox and Recruit Campaigns.
3. Click the green New Template button.

There are several template variables you can use that will auto-populate information specific to the applicant & their schedule details. These include: 

• {{Applicant First Name}}
• {{Organization Name}}
• {{Program Name}}
• {{Session Name}}
• {{Session Start Time}}
• {{Session End Time}}
• {{Session Scheduling Open Date}} and/or {{Session Scheduling End Date}} 
  • (The period when applicants have access to selecting their own timeslots)
• {{Slot Date/Time}} (The Date and Time of an applicant's individual audition)

Once you’ve created your message, scroll down and click on Save at the bottom.

STEP 2 - CREATE NOTIFICATION CONDITIONS

1. Click your Schedule tab at the top of your screen and the Notifications dropdown. 
2. Select the Add + icon above the table. 
3. Name your notification (this could be the same title as the message template itself, if desired).
4. Select a condition for when this notification should send (What are the different notification conditions?)
5. Select the message template that should be associated.

By default, if an applicant replies to a scheduling notification, all account owners will receive that reply via email. To setup one or more users to manage all replies, check the box next to the notification and click Group Actions then Assign. The selected users will now appear in the "Notify Users" column.

STEP 3 - ASSIGN NOTIFICATIONS TO SCHEDULES/SESSIONS

1. Select your Schedule tab and click the Schedule dropdown
2. Select the Schedule group from your left margin list, located underneath your Monthly Calendar.
3. To assign an Invitation notification, click Notifications Assigned + underneath Programs Assigned +
4. To assign a Timeslot Confirmation or Reminder notification, click on a Session from that same screen.
5. Click Notifications Assigned + to the left of the timeslots.
6. Check the box next to the notification(s) that you want to assign.
7. Click Save. 

You also have the option to Bulk Assign Session Notifications on the left side of your Schedule view.

• This will bulk-attach notifications sent at the Session level, such as Timeslot Confirmations and Reminders.
• Make sure to check the box next to the Notifications AND all sessions on this screen as shown below. 

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