Checkin offers a feature to enable you to automatically send emails to your customers when an SRO Status changes. This will help to keep your customers updated as the service process proceeds.
You can set these up in Admin > SRO Setup > Show All Statuses. Each status has a separate email message. You can send a message in Plain Text, or HTML, and you can use Variables to customize the content. You also have the option of sending these in the context of a Text Message (as Plain Text only).
If using HTML, make sure your message is enclosed with HTML tags (<html>, </html>) and you can use basic formatting when you compose the message, including links. You can also add an image by converting it to Base64, using free online tools.
When using HTML, you can preview the message by clicking on the small icon to the top right of the message window.
The Variables Key (to the right of the message window) will allow you to dynamically insert specific information, such as the Customer Name, Product Description, or Serial Number.
Configuration
To choose how messages will be sent, go to Admin > Company Setup > Email and configure param_email_sro_status_updates. You have several options:
Email Client: This will cause Mail, or the default email client, to open each time you want to send a message.
Sendgrid: This is an email API that will allow email to be sent from CheckIn, and will also allow for it to be formatted using basic HTML. (Note that if you are using Sendgrid, you’ll need to create an account with the service and enter an API Key into CheckIn. That information will be covered in another document.)
SMTP: This will also allow for email to be sent from CheckIn using a service you prefer, though you will not have the option for HTML formatting.
Additional settings may need to be configured, depending on the option you choose.
You have the option to confirm that an email message should be sent when the SRO Status changes, or to choose not to do so: go to Admin > Company > Global Settings, and type "Status" into the Search field. Set SRO EMail Status Verification or param_sro_status_verification to "Y" (if you want to be given the option) or "N" (if you want to just send an email message).
You also have the option of sending a copy of every email to a second address. Configure this with Send BCC copy? or param_email_send_bcc_to, and enter the email address.