How to set up dropdown email notes

Please also check the FareHarbor Internal Changelog for updated information about optimal setups. For more information about the development and communication of optimal setups related to any features, please see the Best Practice Communications Cheatsheet.

Setup

Email notes can be used to send information specific to the custom fields or custom field options included in the booking process. Follow the steps below:

1. Create the custom field that will be used to gather information from the customer. For example, a dropdown custom field asking “Where are you staying”, with different locations as options. Utilize the custom field or dropdown options descriptions to add in any relevant information for the custom. See the example below.

   

2. Create your dropdown spacer custom fields that will be used for email notes. Best Practice is to add an internal name with “Email Notes” in the title for easy finding later. So in this case “Email Notes – Brooklyn” is appropriate. Make the custom field required. Then, add an option to the dropdown using the blank space in between these parentheses ( ‍ ). This will create a blank field that should look like this:

   

3. Once your blank dropdown custom field is created, you can edit the field to add in email notes that are specific. Click edit field > email notes, and add in your content there. Each email note should be specific and applicable for only its corresponding dropdown option.

   

4. Repeat the steps above for the amount of different email notes you need.

5. Add the custom fields created to your item. First, add the custom field that is collecting the information from the customers, for example the “Where are you staying?” dropdown. Then, add your blank dropdown email note custom fields. Use logic to only display each email note if the corresponding custom field is selected. For instance, the Brooklyn email notes will only be sent to a customer if they select they are staying in Brooklyn.

   

   As a result, the email notes created will be sent to customers depending on what dropdown option they chose from the “Where are you staying” custom field. See an example of the confirmation email below.

   

Benefits

• Allow clients to send information specific to the custom fields or custom field options included in the booking process without having to include all options in confirmation notes.
• Does not require having to create separate items to accommodate communication.
• Blank dropdown email notes allow our clients to have flexibility in what information their customers receive.
• Clients can send multiple meeting locations, instructions, etc. to end-customers without confusion.