Purpose
Email notifications help you communicate important information to your customers. They are a great alternative to SMS notifications for contacts who manage many properties and need more detailed information at once. You can also use email notifications to send equipment inspection alerts to your internal teams responsible for maintenance.
Before you begin
Before setting up an email notification, confirm that you have:
Assigned the correct user role permissions for Manage Notification Settings.
Set up your Contact records to receive Notifications.
For more information, see the Notification Overview article.
Create an email notification template
Go to your Administration > Notifications, then the Manage Notifications tab.
From the New menu, select Add Email Notification.
The New Notification (Email) screen opens.Complete the required fields in the top section:
Notification Name: Enter a name for internal reference.
Branch: Select the branches where this notification applies.
Division: Select the divisions where this notification applies.
Service Type: Select the service types for this notification.
Services: Select the services for this notification.
Notification Type: Select either Work Ticket Complete or Equipment Inspection Complete (internal).
Trigger Type: Select the event that sends the notification.
Delivery Time: Select when the notification will be sent. For digest deliveries, specify the time or weekday and time.
Fill out the email content fields:
Email Subject: Enter the subject line for the email. You can add tokens to the subject line.
Email Header: Enter the greeting and introduction for the email.
Email Body: This is a repeating section for each service that often contains service-related tokens to explain what work was completed.
Email Footer: Enter the closing paragraph and signature for the email.
Continue to the section below to test your notification, or select Save.
Test your email notification template
We recommend sending a test message to ensure your tokens and messaging display correctly before customers receive their first notification.
From the template screen, select Test in the upper-right corner.
In the Test Recipient field, enter your email address.
From the Test Work Ticket list, select a Work Ticket.
Note: Selecting a Work Ticket is recommended if you've used tokens so that the tokens pull accurate data in the test email. Otherwise, the token will display a placeholder name instead of actual data.
Select Send Email.
Review the test email, which is sent from notifications@youraspire.com, and make any necessary changes to the template.
Once your template is accurate, select Save.
After you save, you can repeat these steps to create another template or copy an existing one.
The Equipment Inspection Complete notification is for internal use only. It's helpful when you use the equipment module for inspections.
The triggers for this notification type are:
Equipment Inspection Out of Service
Equipment Inspection Failed
Equipment Inspection Warning
Equipment Inspection Passed
Note: To receive this notification, the recipient's Contact Type must be set to Employee. They must also be assigned as the Route Manager, Branch Manager, or Equipment Manager.
Copy a notification
You can copy an existing notification to use it as a template for a new one. For example, a system administrator could create a main template, and branch managers could then copy it to create branch-specific notifications.
Go to the notification you want to copy.
From the action menu (...) in the upper right, select Copy.
This will copy the notification and can be updated with more specific wording based on the need.
Additional resources
Aspire also offers SMS notifications. To learn how to set them up, see Using SMS Notifications.