Using email templates is an easy way to maintain contact with your customers from the initial call all the way through to the follow-up marketing. The templates are extremely versatile: they are a blank canvas you can use to convey any information you’d like (job confirmation, reminders, thank you’s, etc.), they can be branded to your company, links to your website and social media channels can be included, and data tags can be added (which will make your life infinitely easier!).

In this training we’ll teach you:

  • What email templates are
  • How to create them
  • Why you should use them
  • How to send them
  • …and more!


FAQ_Logo

 

 

 

 

 

 

What are Email Templates?

Email templates are used for automation and consistency when working with customers. Having Email templates already set up in the account make your everyday tasks go by much quicker.

What type of email templates should I use?

  • Job Confirmation
  • Thank you to customers with recently completed jobs
  • Sending a Receipt after a job
  • Asking for a Review
  • Sending quote on an Estimate
  • Specials
  • Follow-up on Estimates

Let’s look a litter closer at the different types of templates…

Appointment Reminders: Reasons You Should be Using them

  • Reduce No-shows
  • It helps with Scheduling Resources Effectively.
  • Reduce Waiting Lists- Knowing in advance who has cancelled enables you to rebook the vacant time slots.
  • Clients Appreciate Them—who doesn’t like a reminder and verification that the job was booked?
  • Provides an opportunity of relationship building and encourages customers to stay connected.
  • Reduce Appointment Admin Time over the phone.

We Miss You: for clients you did work for previously

  • Keep in touch with your clients
  • Brand Building—Even if they don’t book today, get your logo and brand in front of them, so when the time comes they remember you.
  • They remember how great a job you did—now is the time to tell them about your other services (Cross Promote).

Special Offer: Get high value clients back on the schedule

  • Keep in touch with your clients
  • Make your customer feel valued.
  • Increase your sales and repeat jobs
  • Adds Loyalty

Reviews: The right way to ask for a review

  • Thank your customer.
  • Mention submitting a review benefits fellow customers.
  • Give clear directions how to participate.
  • Give options – text, images or video.
  • Show an image of before and after photos to remind them of how great the job was.
  • Tell them about your referral program.

Reviews: The Benefits

  • Drives profit margin and success
  • Development on building a relationship
  • Turn reviewers into brand ambassadors!
  • Don’t ignore the negative reviews—make it better!

How do I create an Email Template?

Step_One_LogoContent

Composing content that is engaging to your customers will help to draw them in and respond to your message. Spend some time determining what you would like to include for your content. Think through some of the elements that need to be included. For example, an email could contain:

  • Call to Action [Examples include “Call Now”, “Click Here”, “Book Today”
  • Company logo
  • Links to website
  • Links to social media sites
  • Links to review sites [Yelp, Angie’s List]
  • Contact information

Step_Two_LogoCreate the Email Template

To create an Email Template:

  1. Go to the Company tab.
  2. Under the Navigator go to Management > Email Templates.
  3. Click on New Custom Template in the toolbar.

New Custom Template

4. Enter in the following information in the header of the template:

  • Name – Add a name for the template for reference.
  • From – Default added from Company Information, can be updated if needed.
  • Cc: – Carbon copy – Include if you want the email to go to another address other than the primary address.
  • Bcc: – Blind carbon copy – Sends a copy to another email address, but is not included for the primary email recipient.

5. Enter the Subject: This will be what your client sees– let them know it’s from you and what it’s about. The goal is to get them to OPEN the email.

Step_Three_LogoEditing the body of your email template

The editor has many options and buttons as follows:

What is it? What does it do?
DIY - Image  Image / Hyperlink Manager Use to add photos and links
DIY - Font 2  Font Settings Customize the look and feel of the fonts
DIY - Data Tags  Data Tags Add fields that will populate from account information when the campaign is run
DIY - HTML  HTML Editor Code using HTML

 

How do I include a link in an email?

Hyperlink Manager1. In the Email Content section, click on the icon to open the Hyperlink Manager.

2. Enter the information for the link in the dialog box.

URL  link to website

Link Text description of link

Target choose where the link will display

3. Click Ok to insert the link.

Hyperlink Manager Dialog Box

What Data Tags are used in Email Templates?

Incorporating Data Tags can add that personal touch.  Data tags pull information from the account or schedule information so you don’t have to manually fill it in, but still customize the email for the client.  Customizing it for the client makes them feel important.
Click here to see the entire list of Data Tags: http://www.servicemonster.net/support/what-data-tags-are-used-in-email-templates/

White_Gears_LogoSending Emails

There are several different places where you can send emails to your customers from within ServiceMonster.

From the Account
    • Open an Account and click on the Send Email button in the toolbar.

Account - Send Email

From an Order
    • Open an Order and click on the email icon.

Order - Send Email

From the Scheduling Job Box
    • Open a Job and click on the Email button.

Job Box - Email

From the Schedule Job Board

An easy way to see a list of upcoming job, for sending job confirmations, is to use the Job Board view. Clicking on the time on the left hand side will open the Job Box where you can send an email.

Job Board

Mobile: From an Order
    • Open an Order and select the Email button in the toolbar.

Mobile - Email

logoonlyLoad the Template

  1. Once you have opened the email, click on the Load Template button.

Load Template

  1. Select the template that you would like to use and it will show up in the content box and you can edit the content.
    • Loading a template in the Mobile version will not allow you to edit the content.
  2. Once you are ready, click on the Send button to send the email.

 

Can I attach a .PDF to an email?

If you want to include attachments or images to the email, read the following article: How do I include attachments in an email?


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How to save any email as a template (ad-hoc)

When you write an individual email to a customer, if you decide that you really like it and would like to use it again, simply click on the Save as Template button at the top of the email popup window, and give the template a name. You’ll then send your current email and the next time you click to load a template, you’ll have yet another option!

save template