V4 - Email and Template Options

In the Settings, there is a feature that allows the Building Managers to modify the email templates that are sent out by the system, which can be accessed through the Email and Template Options. 

 

This functionality allows you to modify the existing default Email templates to align with your messaging style. You can as well be able to add the email addresses of the building managers who want to be notified when Residents submit requests or when Contractor upload documents, images or update the Case statuses through the Contractor Online portal.

 

 

The Email and Template Options has seven areas: Residents, Keys, Amenity Bookings, Broadcast, Maintenance Requests, Contractor Portal and Cases.

 

 

 

 

 

 

Once you click on Residents, Amenity Bookings, Maintenance requests and Contractor Portal, you will see two settings: Manager Notifcations and Email Templates.

 

 

 

 

 

 

This section is for entering the email addresses of Building Managers who would like to receive notifications via email when Residents submit their requests.

 

 

To add the email address of the building manager, click on the Add email button at the right side.

 

 

 

 

This will open a new panel where you can enter the email address in the textbox provided. Then Press Add button to add the email address to Manager notifications.

 

 

 

Once added you will see the email address you entered. You can add multiple email addresses for Manager Notifications by following the same steps outlined above.

 

 

 

 

 

To remove the email address of the building manager, tick on the checkbox on the left side of the email address you wish to delete. Once the checkbox is ticked  it means that the email address was selected for deletion.

 

Trash icon  will appear next to Manager Notification.

 

 

 

Click on the Trash icon  to delete and this will open a dialog box to confirm the deletion.

 

 

 

 

 

 

 

In the Email Templates sections, you will see that MYBOS has default email templates, but you can also manage and modify the messaging for each template to better suit your messaging style.

 

Here's a bit more detail to modify the email templates:

 

1. Click on the template you want to modify. On the right side, you will find the preview of the message and you can edit the text directly.

 

 

 

2. Click on the Subject Line to modify the Subject as needed. You can add specific details and include any relevant information to make it more specific and engaging.

 

 

3. Click on the Message box to edit the content. You can modify the message and its format and you can as well add hyperlinks if needed.

 

 

Note that in the message template, you'll see a brackets symbol {}. This was programmed to replace the corresponding data within those brackets. For example, when the email is sent, {FirstName} will be replaced with the recipient's first name, so there's no need for you to delete it while modifying your message template.

 

 

 

 

 

 

 

 

After you finish modifying the message template, click the Update button to save your changes.

 

 

 

 

 

 

 

1. Locate the Email & Template Options by going to Settings.

 

 

 

 

2. Select the specific location where the template you wish to disable is located.

 

 

 

3. Identfiy message template you want to disable and Click the toggle button next to the template to disable it.

 

If the template is now off, the button should be like this 

If it's enabled, the button appear in its active state

 

 

 

 

For Keys, Broadcast and Cases, you will only have the option to modify the message template, as there's no need for manager notifications in these area. To update the templates for these sections, simply follow the steps outlined above.

 

 

 

In this section, you have the full control to create and customize your template for Broadcast that can be sent via EMAIL, SMS and PUSH NOTIFICATIONS.

 

 

 

1. Click one of the following Broadcast/Communication type on your Tab (Email, SMS, Push Notifications)

 

 

2. Name your Template.  Navigate to the Template Name Section and enter a descriptive name for your template in the text box.

 

3. Set the Subject (for Email and SMS). Go to the Subject field and type  in the subject line for your template.

 

4. Compose your Message. Click on the Message Box and start typing your message.

 

 

 

5. Customize your Template. You can adjust the formatting as needed. To insert hypelinks, Click on the Clip icon  and this will open a new Panel to insert/edit Link. Enter the URL and Text to display as well as the title if applicable. You have the option to choose whether the link should open in the current window or a new window.

 

 

 

Note: SMS and Push notification templates have character limits: SMS message can contain up to 402 characters, while Push notifications are limited to 107 characters.

 

 

 

 

 

 

In addition to managing manager notifications and email templates in the Contractor Portal under the Email and Template options, you also have the ability to configure categories and upload data for contractor.

 

 

At the Top Tab, you'll find options for the Contractor Portal, Categories and Upload.