With this function, you can send an appointment notice directly from portatour® to your customers. To do so, set up your provider for email delivery once, see Set up email delivery providers.
Send appointment notice
Access the function in the following ways:
- in the Calendar by right-clicking a future appointment
- in the schedule by right-clicking a future appointment
- on the customer detail page by right-clicking the appointment
- on the appointment detail page under Actions
- in the appointment list by right-clicking the appointment
Then proceed as follows:
- Select Send appointment notice by email.
- The To field is filled automatically if exactly one email address is stored for the appointment or customer in a custom field of the "Email address" type. If there are multiple addresses, they appear as suggestions for selection. If you want to add more recipients here, click the + button
on the right.
- Check or complete the Cc, Bcc, Subject, and Contents fields.
- Optional: To avoid having to make the same adjustments in the Contents field every time, use Save CC, BCC, Subject, and Contents without bold text as default.
- Click Send.
Notes:
- The optionally attached ics file is used to add the appointment to the recipient's calendar. It is purely informational and not an invitation with response options.
- If you use the send appointment notice by email function as an administrator or supervisor in another user's workspace, you will initially receive an adapted text. The saved default applies per workspace.
Marking announced appointments
Appointments that have already been announced are marked with an announcement icon in all views (calendar, schedule, appointment list):
This information is also available in the extended search and in the export.
If you move or edit announced appointments, you will see a note that the recipients will not be informed again automatically.