Suggested email templates
Udio’s emails are free form text with the ability to Bold, use headings and paragraphs as well as inbuilt template tags.
It is recommended that you create your emails using word and then copy and paste into the email template. You also have the opportunity to ‘Preview’ the email prior to making it live.
To set up emails go to Settings – Configure Email Templates – Create new template – Account Notification. Update the Template Name and Email Subject, then enter the Content.
Automatic Emails
Welcome Email
This email is sent to customers when you add their details to Udio. This is the opportunity to thank the customer for choosing your business and then tell them more about your business, any terms of conditions you have say around make ups, attendance etc. You can also enter links to your website, to documents, if you have videos about your business and the link to Customer Portal should you have this module.
This email is addressed to the Bill Payer on the Billing Account.
Once this email has been completed, you need to go to Settings – General Settings – Email Settings – Select the Welcome Email and Confirm.
Welcome Course Email
You have the opportunity to create different welcome emails for each of your courses including school holiday programs.
These emails give you the opportunity to talk about the specific course and what the child will be working on. You can also add any links to any videos that you may have about that course. You can add information about the Customer Portal and the link to sign up as well as a ‘Template Tag’ listing their bookings as confirmation.
This email is addressed to the person booked into that Course.
Once this email has been completed, you need to go to Settings – Configure Courses – Edit – Select the appropriate email under ‘Introduction email’.
If you chose not to have individual course emails you can use the Booking Summary email.
Booking Summary Email
This email can be used as confirmation of a move or when the customer books a make up. This is a generic Booking Summary email in Udio but this can be updated to suit your business including links, including Customer Portal and then template tags for bookings.
This email is addressed to the person booked into that Course.
Once this email has been completed, you need to go to Settings – Configure Courses – Edit – Select the appropriate email under ‘Introduction email’ if you are using this template OR
Settings – General Settings – ‘Bookings email (send automatically during booking and move)’ – select Booking Summary and Confirm.
Manually sent emails
Whilst the above emails are set up to be sent out automatically, Udio can also have Email Templates that are triggered manually from the Bill Payers People Page. Below are some suggestions but you can create any that suit your business.
All of these emails can also have links and information about the Customer Accounts…
Outstanding Fees
You can create an email that advises a customer that they still owe money. There is a ‘Template Tag {{billingaccount_balance}} that will add the outstanding balance on the account.
Non Attendance
You can remind customers that they haven’t attended for X number of lessons. You can also add the outstanding balance template tag as well.
Direct Debit payment failed
You can advise a customer to their DD failed and to contact you. You can also add the outstanding template tag.
Welcome staff and first time user to Udio
Welcome to the team. To get started using Udio please follow the instructions below
- Type in your businesses URL here
- Click on Set (or reset) your password
- Enter your email address and click Confirm
- A email will be sent to your inbox, click on the link
- Create your own password
When you have logged in
- Click on the ‘cog’ located between the feedback bubble and the log out button
- Ensure that your settings are Timezone:, Language: English (British) and your Preferred facility: as Administrators you can leave this blank but if you are working at a particular facility then update your settings to that facility.