Within Walla you have the flexibility to control various notification settings to keep both instructors and clients informed about important events and updates. This article provides an overview of the transactional notification email and text message options available within Walla.
About Transactional Notifications
Customers are obligated to receive these notifications as they convey vital information, including purchase receipts.
Clients cannot opt out of transactional notification emails.
If customers prefer to receive these updates through text messages, they have the option to opt into texting via their client profile.
All emails will automatically contain your studio signature (including studio name, address, contact information), so you do not need to add that information.
Do Not Disturb Hours do not apply to Transactional Notification SMS.
To access Transactional Notifications, follow these steps:
Select your profile icon on the top right
Select Business Settings
Choose Transactional Notifications
Be Notified When Clients Take Actions
When clients take actions like booking classes, scheduling appointments, or making changes to their bookings, you can choose to CC different parties on the notification emails. Not all Transactional Notifications have all three options. Here are the available options for staying informed:
Who Can Be CC'd
Business Email: Uses the email address listed under Company Info in Business Settings.
Location Email: Uses the specific location's email address where the service takes place.
Instructor Email: Uses the email of the staff member leading the service.
Edit Transactional Notifications
When you visit Transactional Notifications, you can review the transactional notification details by selecting the title of any notification to expand. Communications that cannot be edited will be greyed out and have a lock symbol.
Once you click on a transactional communication that is editable, you will see the following fields:
Email subject line: What your client sees in their inbox.
Email pre-header: An email pre-header is a brief text snippet that appears next to or below the subject line in an email inbox. It provides a preview of the email's content and aims to entice recipients to open the email. It is important to note that not all email platforms surface a pre-header.
Email body copy: Contains a headline and information regarding the email topic and automatic signature/contact information.
Text copy: The text message your client will receive when sent via text messaging.
Character Limits
Text: There is a 160 character limit (including emojis)
Subject line: 100 characters
Pre-header: 250 (recommended length 40-130)
Send a Test Text or Email
You can enter the email or phone number you would like to send a test message to. To send a test text or email:
Select any Transactional Notification to expand
Choose Save & Sent Test
Enter the email and/or phone number to send the test to
Save
Variables
All editable emails and text messages contain variables—example: [client_first_name].
These variables are listed to the right of your email subject line and contain keywords that symbolize the data that will be automatically auto-filled into your email and text message.
Do not change the content within the brackets; this will break the data that is being pulled into your message.
To add and edit variables in your communication follow these steps:
Select a Transactional Notification to expand the Email and Text body
Copy the variable exactly and do not forget to include the brackets
Paste the exact variable into the email and/or text message
Place the variable wherever is best suited in your communication
Save
Using Variables
You can only use certain variables with specific notifications. For instance, the [class_day_of_week_and_date] variable works for the "Cancellations: Sent when a client cancels a class notification" notification but not for the "Contracts: Sent when an update to the waiver is made and requires a new signature " notification. Do not try to use [class_day_of_week_and_date] under the "Contracts: Sent when an update to the waiver is made and requires a new signature " because it's not in the list of variables for that notification.
Enable/Disable Transactional Notifications
All individual transactional communications can be turned on and off by checking or unchecking the email or text checkboxes.
On: Clients are receiving the communication (per their email/text message preferences)
Off: Clients are no longer receiving the communication
View Sent Transactional Notifications
Sent transactional notifications are listed under the client’s Communications Tab in the client profile. Most transactional notification details can be viewed by selecting the three dots on the far right of the Transactional Notification, then choosing view details.
Not all Transactional Notifications have details to show. If there are no details to show the pop up will read No Details to Display.
Transactional Notification Types
Transactional notification types encompass a range of alerts and reminders designed for both clients and staff within your business. These notifications may be delivered either solely through email or through a combination of email and text messages.
Client Transactional Notifications
The notifications below inform clients about changes, reminders, and important updates relevant to their accounts and interactions with your business.
Appointments |
Appointments: Sent when an appointment instructor is changed. |
Appointments: Sent when an appointment date and/or time is changed. |
Appointments: Sent after a recurring appointment is booked on the front-desk |
Appointments: Sent when a client has an upcoming appointment (Sent 24 hours before, unless booked less than 24 hours ahead) |
Appointments: Sent when an appointment is canceled because of the studio. |
Appointments: Sent after an appointment is booked on the front-desk or widget. |
Appointments: Sent when an appointment plan is purchased on the front-desk or widget. |
Appointments: Sent when an appointment plan is canceled. |
Appointments: Sent after an appointment is settled up |
Appointments: Sent when a client is refunded for an appointment (manually or automatically) |
Appointments: Sent when a client does not show up for a scheduled appointment. |
Appointments: Sent when a client cancels an appointment. |
Bookings |
Bookings: Sent when a client books a class. |
Bookings: Sent when a client does not get checked in to class. |
Bookings: Sent when an instructor change is made on a class with existing bookings. |
Bookings: Sent 24 hours before a client has an upcoming class (Sent 24 hours before, unless booked less than 24 hours ahead) |
Bookings: Sent when a client is refunded for a class (manually or automatically) |
Bookings: Sent when a guest does not get checked in to class. |
Cancellations |
Cancellations: Sent when the business cancels a class with existing bookings. |
Cancellations: Sent when a client cancels a class. |
Cancellations: Sent when a client cancels outside of the cancellation window. |
Cancellations: Sent when a guest cancels outside of the cancellation window. |
Client Accounts |
Client Accounts: Sent when a client’s CC on file is expiring soon. |
Client Accounts: Sent when a client has completed creating their account. |
Client Accounts: Sent when a client has successfully merged their account. |
Contracts |
Contracts: Sent when an update to the waiver is made and requires a new signature. |
Contracts: Sent when waiver is sent from front desk. |
Enrollments |
Enrollments: Sent when a payment will be processed for an enrollment using a payment plan. |
Enrollments: Sent when a scheduled enrollment booking is canceled. |
Enrollments: Sent when an enrollment is purchased. |
Livestream |
Livestream: Reminder email sent when a class zoom link is available. |
Livestream: Reminder email sent when an enrollment zoom link is available. |
Livestream: Sent after a livestream class is recorded. |
Livestream: Sent after a livestream enrollment is recorded. |
Livestream: Sent after a livestream appointment is recorded. |
Livestream: Reminder email sent when an appointment zoom link is available. |
Plans |
Plans: Sent when a plan is set to be cancelled. |
Plans: Sent when a plan is cancelled. |
Plans: Sent when a plan is paused. |
Plans: Sent when a payment will be processed for a recurring charge plan. |
Plans: Sent when a plan is set to be paused. |
Plans: Sent when a plan expiration date has been updated. |
Plans: Sent when a plan change is scheduled. |
Plans: Sent when a plan change fails. |
Purchases |
Purchases: Sent when a plan is purchased. |
Purchases: Sent when a purchase is made. |
Purchases: Sent when a product/retail is refunded. |
Purchases: Sent when a client's CC fails. |
Purchases: Sent when a one-time fee charge fails. |
Purchases: Sent when a one-time fee cannot be charged due to no payment method. |
Skillpower |
Skillpower: Sent when a client completes the skillpower quiz. |
Waitlists |
Waitlists: Sent when a client on the waitlist gets into a class. |
Waitlists: Sent when a client gets added to a waitlist. |
Waitlist: Sent when a client gets removed from a waitlist. |
Courses |
Course: Sent when a course is cancelled. |
Staff Transactional Notifications
Keep your instructors in the loop with timely alerts about their schedule, sub assignments, and livestreams. These notifications ensure everyone knows exactly what’s happening and when to show up.
Staff Transactional Notifications |
Staff: Sent to the instructor when a livestream enrollment is starting soon |
Staff: Sent to the instructor when they have been added to the studio |
Staff: Sent to the new instructor when they are confirmed as the sub |
Staff: Sent to the instructor when a livestream class is starting soon |
Staff: Sent to the original instructor that was previously teaching the class |
Staff: Sent to instructor when an appointment is booked on the widget |
Staff: Sent to instructor when a client has an upcoming appointment (Sent 24 hours before, unless booked less than 24 hours ahead) |
Staff: Sent to the instructor when a livestream appointment is starting soon |
Staff: Sent to the location managers when a response is submitted through a Walla, Meta, or Google lead form |
Staff: Sent to the new instructor reminding them of an upcoming class (Sent 24 hours before, unless booked less than 24 hours ahead) |
Sub Management |
Sub Management: Sent to the current instructor when someone accepts a sub request |
Sub Management: Sent to the new instructor when they are approved as the sub |
Sub Management: Sent to staff who accepted the sub request when someone else is approved |
Sub Management: Sent to staff when a sub is canceled |
Sub Management: Sent to eligible staff when a sub request is created |