Not every job is the same, and that also applies to the communication with your customer afterwards. To optimally tailor your messaging to the situation, you can use email templates. This way, the technician can easily select the right template when needed.
Email templates
If you have not configured email templates, you will see the text provided by Climapulse as standard when sending the documents of an order. You can add a new template via Account settings, under the Configuration tab.
Click on Add to configure your first template right away. After that, you will be able to view, edit and possibly delete the list of all templates via this link.
- At the top right, you can import or export an existing template.
- To personalize your message as much as possible, you can use variables. For example, these automatically add the correct reference of the assignment or installation, without you having to enter it manually. Click on Need help? to consult a list of all available variables.
- Enter a recognizable name for the template. This makes it easier to quickly select the right template later when sending documents.
- Choose the language of the template and indicate whether this should be the default template. When you send documents in the selected language, this template will be used automatically.
- Enter the subject of the message. You can use variables here by placing them between three braces, for example:
}. - Edit the text of the message as desired and add additional variables if necessary to further personalize the template.
- After all adjustments, the preview will be shown at the bottom. You can also enter a number in the Order number field, which corresponds to your work order, for example.
After you have configured email templates, Climapulse Service will automatically load the default message in the specified language when you want to send a message. At the top of the screen you can select another template. That template will then be loaded immediately.
Note templates
It may be desirable to add extra comments to a work order. To save as much time as possible, note templates are an extremely suitable tool for this. You can determine how many note templates you add and whether or not they are visible to the customer.
To create a note template, go to the settings of your Climapulse account and then select the “configuration” tab. Under “assignments and actions” click on “note templates”. The screen will then appear where you can create new templates via the “new note template” button.
Info
Do you want to have formatting elements in your notes? then click on Markdown under “formatting notes”.
It is also possible to create notes or checklists that are only for internal use. These notes are not visible to the customer. To use this option, check “for internal notes”.
To create a checklist, make sure the content of the template is set to “Text”. Then click on the icon of the checkbox with the check mark in it and type your text behind it. If you then switch to the “visual” view, you will see the checkbox that can be checked.
The notes are visible on the work order after saving the assignment. Of course, the internal notes are not visible on the work order, they are only for internal use and are only available under “internal notes”