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All About Automated Emails

Automated emails are emails that you set up in advance to send to your clients automatically based on certain triggers. These could also be called drip emails, an email sequence, an email series, email marketing automation, or trigger-based emails.

Automated emails are set at the package level. To find them, click on or create a new package and look for the “Automated Emails” tab.

The emails only apply to the package you’re working on. This allows you to customize your messaging for different types of client engagements. 

Let’s break down all the different triggers and how to use them:

Appointment:

This email will go out before or after every appointment in a package. This is perfect to use for reminders of the appointment, or any prep work that needs to be done beforehand. You can use the “after” emails for reflection or follow-up questions. 

The “after” emails can also be a great place to remind people if you have other resources or ways to work together. (For example, you can remind them to access the files included with their package in Paperbell.)

Group Session:

You would use these emails in the same way that you use the appointment ones. We’ve pulled out 1:1 appointments versus group sessions in case you mix both in one package and need to differentiate your messaging.

Purchase:

You’ll notice this one only has “after” triggers. That’s because the purchase is your client’s entryway to the package so we don’t have access to them before the purchase. (Whereas appointments are made in the future, so you’re able to send an email before a future appointment.)

Unlike appointments which may happen the day of the purchase or a year later, the purchase is a great way to mark the start of a package. So the purchase emails are useful for emails that make sense in a certain time cadence after the work together has begun.

For example, you may want to send an email 2 or 3 days after the purchase with some frequently asked questions. Then 1 month after the purchase you could schedule a check-in email making sure the client is still happy and on-track. 

Reminder To Book:

This email does not have trigger choices, it’s sent to clients who have unbooked appointments on the docket and have not booked in the last 30 days. Note that this email will only go out if you set it up and save it, it won’t just go out to everyone automatically. 

Final Appointment: (AKA the testimonial ask!)

Want an automated way to ask for a testimonial once your engagement is complete? That’s exactly what the final appointment email achieves! We even wrote a template you can steal (or use as a starting point) if you aren’t quite sure what to say. This email goes out the day of your final appointment in a package. 

Automated Email FAQ

What emails will always send automatically?

If you don’t set up and save any automated emails, Paperbell will send your client a purchase receipt as well as google calendar invitations for their appointments. No other reminders or notifications will be sent automatically, so make sure to set them up in Paperbell if you’d like appointment reminders.

What happens if there’s a “before” email but not enough time to send it?

Let’s say you have an appointment reminder email that goes out 1 week before the appointment, but your client schedules an appointment 2 days from now. What happens?

Emails do not “accumulate” or “back up” in any way. So your clients only get the emails that work with the real timing. That means not every appointment will receive every “before” email. 

What happens to people already in the package when I add an email?

All automated emails will apply to those already in process in a package. So if you add an email that goes out 2 hours before every appointment, clients mid-way through a package will start receiving it for their upcoming appointments.

Again, emails will never accumulate or “backlog” – so you don’t need to worry about a bunch of nonsensical emails piling up at once on an existing client when you add a new one. 

What email address will these emails send from?

The emails will come from the email address you use for Paperbell, and replies will go to that email. You can change this in your settings.

Any more advice about how to use this feature?

Yes! Read this article: How To Use Paperbell To Build Your Know, Like, And Trust Factor With Coaching Clients

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