Time Window to Communicate
1. Introduction
The Time Window to Communicate feature allows you to define the exact timeframe communicated to your customer regarding an upcoming visit. This calculates the arrival window and manages outgoing communication via email and SMS.
2. Initial Configuration
Click on Time Window to communicate.
3. Feature Explanations and Benefits
This feature is powerful because it allows you to control exactly how the arrival information is calculated and delivered.
ETA Link
A link containing the estimated time of arrival (ETA) is automatically created and sent once the delivery completes.
Email Subject Editing
You can enter and customize the email subject so customers immediately know the purpose of the message.
Message Body Editing
You can freely edit the message that will be sent to your customers, allowing for personalized language and important details
Personalization Tags ($)
Entering the dollar symbol ($) reveals options that you can insert and edit directly into the body of the email, saving you time.
Preview Window
Before saving, you can see the preview of the exact message that will be sent, ensuring it looks professional and accurate.
Live Location Tracking
The link allows the customer to track the live location of the delivery (or deliverer).
Outgoing Email
Option to enable sending the ETA link via email.
Outgoing SMS
Option to enable sending the ETA link via text message.
4. Setting Up the Customer Communication Time Window and Notifications
Follow these steps to define the precise time window and enable communication for your customer visit.
Access the Feature: Click on Time Window to communicate.
Define the Calculation Method:
Select the time window method which is used to calculate the arrival time window.
Set the Duration:
Enter the duration for the communicated time window.
💡 **Tip:** Entering **120 minutes** will result in a 2-hour window communicated to the customer (e.g., 10 a.m. to 12 p.m.).
4. Select Reference Time:
Input Planned Visit Details:
Locate the Date and time of planned visit field.
Review Calculated Time Window:
The system will display the time window communicated to the customer.
For example, if you set the duration to 2 hours, the system might calculate the window as 10 a.m. to 12 p.m..
Enable Email Communication:
You can enable the outgoing emails option.
Review the message that must be sent to the customer below this section.
Insert Personalized Information (Optional) To include dynamic information (like a customer's name or specific appointment details), enter the dollar symbol ($). This will show options you can use to edit the body of the email.
💡 Tip: Using personalization tags makes the message feel more direct and professional
Enable SMS Communication (Optional):
You can also enable the outgoing SMS option.
Insert Personalized Information (Optional) To include dynamic information (like a customer's name or specific appointment details), enter the dollar symbol ($). This will show options you can use to edit the body of the email.
💡 Tip: Using personalization tags makes the message feel more direct and professional.
Save Your Settings:
The customer will receive the following email
5. Productivity Tips
These tips will help you work more efficiently and ensure smooth communication with your customers:
Use the Preview Feature: Always use the message preview option available for both outgoing emails and outgoing SMS. This helps you confirm exactly what the customer will see before you save your settings, ensuring accuracy and clarity.
Keep Durations Clear: When setting the Communicated Time Window Duration, choose common increments (like 60 minutes or 120 minutes) that are easy for customers to understand. A clear, defined window prevents confusion.
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