Group Bookings - Automatic Confirmations

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Kaitlyn Beer

At our company we have a lot of customers who book groups of students into public courses, however in AXcelerate there is currently no way to make the student names populate into booking confirmations automatically. It can only pull in all enrolled student names, not only students from one particular company. This means for group booking confirmations within a public course we have to manually type the names into the confirmation before manually sending.

Would love to see a feature that enables you to filter by company so that it picks up the names automatically and then potentially automatically send the confirmation!

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  • Official comment
    Blair Roberts
    • Edited

    Hi Kaitlyn & Tomos,

    Thanks for your comments.

    Thank you, Tomos, for your engagement and support for fellow aXcelerate members! Your support and knowledge does not go unnoticed!

    Kaitlyn, I hope Tomos' answer has helped you, however, if it doesn't suit your needs, feel free to raise a support request and we can assist further.

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  • Tomos Clark

    Hi Kaitlyn,

    Are you looking for an automated way to do this via workflow? Or do you normally send out booking confirmations manually?

    If the latter, there is the Multiple Booking Confirmation option via the Mailouts tab of a course that will automatically add all students linked to the organisation. 

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  • Kaitlyn Beer

    Hi Tomos, 

    Thanks for your reply :)

    At the moment we are sending our confirmations manually.

    Great! I can see that option under our courses, how does it work - can you direct me to someone/somewhere where I can witness how this works?

    Thanks! 

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  • Tomos Clark

    Hi Kaitlyn,

    Have put together a quick video demo: https://www.youtube.com/watch?v=0NYEu1c-Qeg

    When you specify a contact it is sent to, it will give you the option to add students based on the following criteria:

    • The client is the Manager/Supervisor/Coach/Mentor of the student OR
    • The client was the person that booked the student on the course   OR
    • The client is specified as in the same organisation as the student. (Must be identical match)
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  • Kaitlyn Beer

    Hi Tomos,

    Awesome - thanks very much!!

    Question - When I previewed the email it was going to send to the student's email address, I  need to send it to the booking contact who booked in all the students - however it won't let me change who it is being sent to? How can I get around this?

    Secondly, how do I change the template it is using for the email confirmation as it is using the wrong one, is it under default templates that I need to change it or?

    Thanks for all your help :)

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  • Tomos Clark

    Hi Kaitlyn,

    When you click the mailouts tab from the workshop, clicking on the icon below will let you select the specific contact.

    In regards to the mailout templates, they are not fully customisable. If you got to Settings > Email Content, you will see the parts you can change. You can change the header of the confirmation (Email part: Email Header) and then the bit below the specific course details. We only use the Booking Confirmation - General email part.

    The section that has workshop name, time/date, location, etc is not currently customisable. 

    Hope that all makes sense. Let me know if you have any more questions.

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  • Kaitlyn Beer

    Hi Tomos,

    Thanks for your reply.

    That makes sense, thanks very much for your help!

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