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Automated Emails

Automated emails are set up in advance and then automatically sent to your clients, 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 for 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 two or three days after the purchase with some frequently asked questions. One month after the purchase, you could schedule a check-in email to make 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.

Click here for more detailed email advice and copy and paste email templates

Smart Fields 

Smart fields allow you to insert automatically generated data into your automated emails. Please note that smart fields do not work in the subject line, only the body of the email. Here are the fields that can be utilized:

{client_first_name}

This field displays your client’s first name only, exactly as they input it into Paperbell. That means if they entered it lowercase, it will show in lowercase. This is useful for a more personalized greeting to start the email.

{client_login}

This links to your client’s Paperbell portal — if you want to direct them to schedule their next appointment, fill out a survey, or access content this is the link. FYI this link is https://PaperbellClient.com/

{package_name}

This field displays the name of the package your client has purchased.

{appointment_datetime}

This field shows the time and date of the appointment referenced by the trigger (either appointment or group session). Here’s what the format looks like: 12:00–12:50 AM EST, Mar 23 2022

The appointment time smart field can only be used with the appointment or group session triggers. It will not work on other triggers, because packages can have multiple appointments, so without an appointment-specific trigger Paperbell doesn’t know which appointment you want to display.

This will insert the URL of the meeting link associated with this appointment. The meeting, like any smart field, can only be used with the appointment or group session triggers (as other triggers do not have a specific appointment associated).

Here’s an example of an email using smart fields set to trigger 1 day before the appointment:

Hi {client_first_name}, 

Just wanted to remind you that our next appointment for {package_name} is coming up tomorrow!


Your appointment is at {appointment_datetime}

We’ll meet on Zoom at {meeting_link} (you can also find this link on your Google Calendar invite).

Please come prepared with a topic that you’d like to dive into during our time together.

Looking forward to it!

Shelly



________________________________
Shelly Williams
Mindset Coach for Trans Women
MagicWithShelly.com

Click here for more detailed email advice and copy and paste email templates

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 one week before the appointment, but your client schedules an appointment two days from now. What happens?

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

What happens if I change the timing of my automated emails?

Say you originally set up your campaign to send two days after purchase, but you realize that you actually want it to send one day after. You can change this but it won’t affect those already in the sequence, ie. those who have already purchased. Once you make the change, any new clients will be subject to the new timing you set up.

What happens if I modify the content of an automated email?

Let’s say that you create a three-day email sequence but on day one you realize the content in day three is completely wrong. So long as the email hasn’t already been sent (because your clients are only in day one of the sequence) you can change everything inside the day three email and they will receive the new copy. Note: you can only change the content, not the timing (see above).

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 two 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 for existing or new clients. 

What email address will these emails send from?

The emails will come from hello@paperbell.com, but when your client uses the “reply” button, the response will go to the email that you have registered with Paperbell. The sender name will show as your name.

What exactly does the email look like?

Here’s an email from the Paperbell system:

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. And then check out our templates for automated emails.

keywords: reminder, appointment reminder, appointment notification

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