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How to Configure Event Email Confirmations


Email confirmations for the Integrated Events module can be setup from Jonas Activity Management (JAM)/Encore and ClubHouse Online Website. 

Jonas Activity Management (JAM)/Encore Set up

For the Event Management module, a standard email could used for all events.  Once enabled, emails will be sent regardless where the booking is made website, mobile app or directly in JAM/Encore.

Items to setup Event Management Email Confirmations

  1. Setup Simple Mail Transfer Protocol (SMTP)
  2. Edit Confirmation Form
  3. Notifications 
  4. Reminders (Optional)
  5. Custom Forms assigned to Event Types (Optional)

1. Setup Simple Mail Transfer Protocol (SMTP)

This allows emails to be sent from JAM/Encore.
Contact the club's Information Technology(IT) Department to assist if unsure what to enter in the fields indicated in the video.

Video - System Administration - Adding SMTP Info

The SMTP info can be set up in 3 areas for Event Management

A. Global Settings

System Administration > Global Settings > Email Configuration
  • This is setup to be used for all modules in JAM/Encore

B. Event Management Module

Event Management > Setups > Event Settings
Click right arrow to reveal the Email Settings option

  • This can override the Global settings SMTP Settings, if the club wishes to use a different email for Event Management

C. Event Type
  • This can override the Event settings SMTP Settings, if the club wishes to use a different email based on an Event Type
  1. Event Management > Event Types 
  2. Select Event Type
  3. Select Event Notification Settings Tab
  4. Email Settings Tab
  5. Override Event Type SMTP Settings should be enabled to make changes 
  6. From Email and Sender's Name can also be modified 
  7. Remember to Save

2. Edit Confirmation Form

System Administration > Forms
  • The same form can be used for all events or a custom form can be created and assigned based on Event type 
  • Jonas Event template Forms are available to be duplicated and renamed with club name
  • Customize the confirmation, cancellation and reminder forms to communicate with members
  • Make edits to the form templates to replace default Jonas logo and contact information
  • Video - System Administration - Basic Form Design
For additional information on forms checkout these videos  ​Responsive Email Design make the email confirmations fit on different devices without having to pinch and zoom. JAM 22.1.1.0 or higher to use this. If additional assistance is required to edit forms please contact support@jonasclub.com


 

3. Notifications 

Determine whether email notifications should be sent for new, edits, cancels or reminders for event registrations

Event Management > Setups > Event Settings

The following fields should be considered:
  • Send Confirmations:
    • Never = emails never sent out when bookings are made (JAM/Encore/Website/Mobile App)
    • Always = emails sent automatically when bookings are made (JAM/Encore/Website/Mobile App)
    • Ask = only asks staff when booking is made in JAM/Encore
      • Bookings on Website/Mobile App it will still send the email confirmations without asking members
  • Email Confirmations Form: Select the correct Form Confirmation/Updates/Cancellation
  • Email Subject: enter subject accordingly Club Name New/Updated/Cancelled Event Registration
  • Send Push Notification: only accessible for clubs that have Mobile App with Clubhouse online website. 
    • Push notification can only be sent if emails are being sent
    • Not possible to send push notifications and turn off emails
    • If Send Confirmations is set to Always/Ask, the box for send push notification will be clickable
Click Save
  • If Send Confirmations field was changed, a reminder message appears, to prevent members receiving two emails for each booking, the website email notifications should be turned off. Click X in pop up, to close the message box.

 

4.Reminder Emails (Optional)

Event Management > Setups > Event Settings

  • Click right arrow to reveal the Notifications option
  • Reminders Tab
  • Send Reminder: Check box to enable
  • Email confirmations Form: Select Event Reminder
    Email Subject: Reminder Event booking
    Schedule: number of days before booking to send out
    • In JAM there is no time to indicate when the email is going to go out.
    • It is triggered based on the first person that logs in to JAM 2 days before for example.
      • If staff log in at 6am it gets sent 2 days before at 6am
      • If log is 9am sent at 9am
      • If club is closed and no one logs in, the reminder email will not be sent out at all
  • In Encore there is an extra time field to indicate time that reminder email will be sent each day
  • Send Push Notification: check if this should be sent in addition to the email reminder email (only applicable for clubs that have CHO Mobile App)
     

5. Custom Forms assigned to Event Types (Optional)

To send Custom forms based on Event Types changes can be made within the Event Types section.

  1. Event Management > Event Types 
  2. Select Event Type
  3. Select Event Notification Settings Tab
  4. Email Settings Tab
  5. Override Event Type SMTP Settings should be enabled if the From Email and Sender's Name is different from what is set on the Event Settings > Email Settings section
  6. Remember to Save


Notification Settings Tab
  1. Override Event Settings should be enabled
  2. Email Confirmations Form: Select the custom form created for the event type
  3. Email Subject - edit for this event type
  4. Remember to Save



Email confirmations should now be sent based on the clubs setup, whenever a booking is made by member from website or Mobile App or when staff make bookings directly in JAM/Encore.
If emails are not being sent for Event Registrations, contact support@jonasclub.com

ClubHouse Online(CHO) website Event Management Email Notification

The ClubHouse Online website Event Management Email Notification is limited to customizing the header and footer section of the email. Most clubs would disable online email notifications and have it set up in JAM/ Encore instead. If online emails are checked(enabled) and JAM/Encore emails configured to be sent, members will receive 2 different email confirmations for the same booking. Note: if club chooses to disable JAM/Encore emails and only use online email, there's no option to configure reminder emails. 

The Notify Member Option can be managed from two sections on the CHO website.
Most clubs would choose not to enable any of the online Event Management Email Notifications to prevent double emails being sent to members. However, if the club would like to send a different email based on the event, consider these options and remember to disable JAM/Encore notifications.

1. Configuration

Set default to be used for the following notification settings, regardless of type of event is being booked. 
Event Management > Configuration
General Tab

Default Settings 

This controls whether the email will be sent, from who and whether to email someone at the club.
  • Sender's Email - by default which email should the notifications be sent from for all events
  • Notify Members - an email will be sent for new bookings/edits/cancels
    • this is all or nothing setting for the emails, if emails are sent for new bookings it cannot be turned off for edits
    • if club chooses to use JAM/Encore emails instead, they can decide when to send email based on scenario(new/edit/cancel)
  • Notify Company - should an email be sent to an email address at the club for all new bookings/edits/cancels 

Email Notification

Email Notification Tab allows customization for the default email that will be sent for all event registration/edits and cancellations.
Click Preview button to view email confirmation to be sent to members. Limited to customizing header and footer section of the email, body of the message cannot be changed, information will auto fill based on event details(name of event, date, time...).
Click Header Banner or Footer Banner box and use editor to add club logo or additional information to communicate with members.  Example email address for event coordinator or phone number. 

2. Edit Event

Override settings set up in default settings, allowing customization based on an individual event.

Event Management > Manage Event
Click pencil icon beside event to edit
General Information tab - Notification box

Notify Members 
  • unchecked = email notifications will be managed and sent from JAM/Encore Events
  • checked
    • members will receive emails for new, edits and cancels for this event using the template set up using the Email notification tab at the top
    • From Configuration > Default Settings, it would already be checked and the Email Notification tab at the top will be available to add information to the website confirmation email. If checked from this screen the email notification tab will be available in a few minutes 
    • This can be toggled on or off at any time
Notify Company
  • Does this event need someone at the club to be notified for all bookings/edits/cancels?
  • Enter one email address at the club to receive emails for new, edits and cancels for this event
  • Override settings set up in Configuration > Default Settings to customize
  • This can be toggled on or off at any time
Sender's Email
  • When member receives the email which email address should it from at the club?
  • The sender's email will only work if either Notify Member or Notify Company has been selected
  • Override settings set up in Configuration > Default Settings to customize
  • This can be toggled on or off at any time.

Email Notification

The Email Notification tab would only be accessible if the Notify Member box has been enabled in a specific event.
Event Management > Manage Event
Click pencil icon beside event to edit
General Information tab - Notification box

Email Preview button, will display any defaults setup from Configuration section 
Use custom Header Banner - Check box and click in header area to open editor to customize info that will appear above reservation details
Use custom Footer Banner - Check box and click in header area to open editor to customize info that will appear under reservation details