This article will show operators how they can check that their branded email templates are working as expected for booking notifications
Prior to introducing Fisikal to members, club administrators need to review their custom email templates to ensure they align with the brand's identity and that they are satisfied with the associated branding and messaging. It’s important to consider the following key areas:
- Custom SMTP settings
- Header & Footer
- Email Text & Signature
- Notification Settings
- Recommended Scenarios
- Notification Analytics on Retool
Custom SMTP Settings
Operators have the option to customise the email address from which notifications are sent within the Fisikal platform. By default, all emails dispatched by Fisikal originate from noreply@fisikal.com, utilising the Fisikal Sendgrid account.
However, operators can choose to configure Fisikal to send emails using their own SMTP provider. Detailed instructions for this setup can be found HERE.
Using your own SMTP email provider offers several advantages:
- Your members receive emails that are consistently branded with your identity.
- You gain direct access to email sending analytics, allowing for better tracking and insights.
- You can easily investigate and understand any issues related to members not receiving notifications.
Header & Footer
During the onboarding process, Fisikal customises the header and footer for all notifications sent out. Operators can personalise their branding by using images or HTML that includes embedded links and graphics. The recommended image sizes have been provided to the operator's implementation team for optimal presentation.
To learn how to customise your email template, please click HERE.
Email Text & Signature
Operators have the ability to customize the email content and signature to align with their brand's tone and voice, as detailed in the email template tutorial HERE.
When personalizing your emails, consider the following important aspects:
- The overall tone of voice that will be used throughout the email communication.
- Utilisation of system-generated variables to automatically fill in information such as [class name], [date], [time], etc.
- Inclusion of links to relevant apps, social media platforms, tutorial channels, or any other third-party services that may enhance member engagement.
- The preferred sign-off for your emails, such as "Best wishes..." or any other closing that reflects your brand's personality.
Notification Settings
Once you have customized your emails to reflect your brand identity and set up your preferred noreply@ email address, it is essential to enable the notifications. This will allow you to begin testing the delivery of these emails to your members.
For detailed information on Notification Settings, please click HERE.
Recommended Scenarios
To begin testing notifications, it is crucial to ensure that notifications are enabled and that appropriate user roles are established. This will allow you to evaluate the notifications from both the member's and trainer's perspectives. Here are a couple of effective methods to accomplish this:
- Create a Client Profile
- Set up a client profile with an email address that you have access to. This profile can be utilised for all communications intended for members.
- Modify a Trainer's Profile
- Edit a trainer's profile to include an email address that you can access. This will facilitate testing of notifications meant for trainers.
- However, remember to revert the email address back to the original trainer's email if you have temporarily substituted a live trainer who has active classes or is scheduled for one-on-one sessions.
Once you have access to the email accounts for both client and trainer profiles, and the notifications you want to test are enabled, you can proceed to test some or all of the scenarios outlined above.
If you do not have access to a specific client's email address, you can still preview the communications sent to them. To do this, navigate to the client's profile in Fisikal and select the "COMMUNICATION" tab. Here, you will find a comprehensive list of all communications that have been sent to the client, allowing you to review what they received.
If you select "SHOW" you will see a preview of the message as follows:
If custom branding has been sent, users will see this on the notification preview.
Group Exercise Scenarios
The scenarios outlined below will cover flows when booked as a client, trainer and manager as well. During testing we recommend that you have one browser logged in as a manager, so you can check the communications on the clients profile AND have another private browser window opened as the client or the trainer profile. This way you can check action and result side-by-side.
Client Booking Flows
To access the member portal, you should go to the clients profile in Fisikal and on their SUMMARY page select the SPOOF button. You will land on the Fisikal member portal.
Find the Schedule type you want to test so you can interact with bookings there.
Once you have spoofed as a client, open a private browsing window and log in with your manager profile. This will allow you to test actions while simultaneously observing the direct communications on the client’s profile. After logging in as the manager, locate the specific client profile you are testing to conduct your tests side by side.
In your private browser log in as the manager and navigate to the clients profile, so you can start to check the notifications that are being sent out.
#1 Client books a class - notification to client
As a client - find a class that you see the BOOK button for and select to join the class.
As the manager - select to view the communication on the clients profile for the JOIN notification.
#2 Client cancels a class - notification to client
As the client - select to cancel the class that you just joined.
As the manager - select to view the communication on the clients profile for the CANCEL notification.
#3 Client joins a waiting list - notification to client
In order to join a waiting list, you must first make sure that an occurrence a) has clients booked into it and b) the wait list is enabled and has not reached its limit.
In the manager profile, find an occurrence and add a number of clients into it. Do not add the client profile you wish to join the wait list with.
Once you have 3 or 4 clients in the occurrence, select EDIT and then change the group size to match the number of clients you just added to the occurrence.
As the client, select to JOIN the wait list.
Once you have joined you will see that you are #1 on the wait list.
As the manager - select to view the communication on the clients profile for the JOIN WAIT LIST notification.
#4 Client leaves a waiting list - notification to client
As the client, select to LEAVE the wait list.
As the manager - select to view the communication on the clients profile for the JOIN WAIT LIST notification.
In this next block of notification, you will no longer need to SPOOF as a client and instead you need to spoof as the trainer that is adding and removing clients from occurrences.
#5 Client is added to a class by a trainer - notification to client
To test this scenario
#6 Client is added to a class by a staff profile - notification to client
#7 Client is removed from a class by a trainer - notification to client
#8 Client is removed from by a staff profile - notification to client
#9 Class is cancelled by a trainer - notification to client
#10 Class is cancelled by a staff profile - notification to client
Notification Analytics on Retool