Email and Notifications

Power Pet Sitter understands how important being informed and aware of changes is, from appointment changes, to client and pet information changes. PPS provides our users many different e-mail notification options for these.

Appointment Based Emails:

Confirmation Emails
A Confirmation email is useful for letting a Client confirm their appointment, providing the Admin an email record of appointment and prices, and making a Sitter aware of visits they’ve been assigned to. The email will hold all the dates and totals for the appointment, as well as any personalized text you might have entered in the ‘Confirmation Email’ field in the Business Policies page. 

You will send confirmation emails from the ‘Email’ task page on the appointment tile. All confirmation emails will be titled as ‘Pet Appointment Summary ‘ followed by the appointment ID, appointment name and date range.
Cancellation Emails
When canceling an appointment from the appointment tile, the only way to cancel a whole appointment, the system will ask if you would like to send a Cancellation email to the Client as part of the process. You can dictate the text that populates in the ‘Cancellation Email’ field in the Business Policies page.

When a Client cancels an appointment, you and the assigned sitters are automatically emailed the appointment details with the title of ‘Appointment 123 has been cancelled’.
Appointment Requests
Any time a Client schedules, you are sent a confirmation email that details out the requested schedule, including any add-ons, pet specifications, sitter tips and appointment Notes. This email will include a ‘Manage Appointment’ button that will open a new tab and automatically direct you to the appointment in question.
Update to Appointment
If your client edits their appointment, a confirmation email is sent to you, letting you know that the client has UPDATED their appointment.

The email details out the updated requested, including any add-ons, pet specifications, sitter tips and appointment Notes. This email will include a ‘Manage Appointment’ button that will open a new tab and automatically direct you to the appointment in question.
Payment for Appointment
Power Pet Sitter gives you the option to decide if you want the system to generate email receipts of payment to the Client. These echo confirmation emails, in that all appointment information is provided, including if a credit has been consumed and how much.
Upcoming Visit List (Nightly Schedule)
Each Sitter Profile will receive a nightly schedule that details out their visits for the upcoming days. The number of days populated on the email can be controlled by the Admin via the ‘Days Included in Nightly Schedule’ option in your preferences.

Staff and Client Emails:

[Client/Staff Name] has just created an account
When Clients or new Staff register with your business, you’ll receive an email with all of their basic information:
– Name
– Email address
– Phone number
– Date/Time added

Sitters will need to be Approved from the Business settings in every sitter Profile.
Address and/or Phone Numbers have changed
When a Client updates their address or phone number, the Administrator and Primary/Secondary sitters will be alerted with an email that provides details, including what the information was before the change.
Client [Name] has added/updated an access code
When a Client adds or updates an access code, you are sent an email alerting you to it and providing the new information and details.
A new pet has been created for [Client Name]
When a new pet is added, you will be sent an email with basic information – Name, type, and date/time added – as well as a ‘View Pet’ Button that will open a new tab and redirect you to the pet profile.
Your [Service Name] visit has been completed!
You can choose to have the system send email notification of a visit being completed to the Client, when a sitter checks-out of a visit via your Preferences page. This email will specify the service done, the pets seen, if specified in the appointment, the Sitter whose done the visit, the timestamp of check in and of completion and, if GPS information has been collected, the GPS info.

Sitters will have individual control over whether they give the system access to their location information.
Sitter [Name] has entered exception hours
Your staff may input dates and times that they’re unavailable into their Exception Hours, generating an email to the Administrator that details the entered exception and when it was submitted.

Visit Notifications:

Visits not checked into by the end of Time block
This notification is sent out, if the Admin has set their Business Settings to enable it, when a visit is not checked into by the end of it’s scheduled time block. You can also set your Sitter’s profile to receive this notification, letting them know that they’ve missed a visit. Visits will continue to be reported as such until they’re marked.

You must have check in enabled for this notification.
Visits not completed by the end of Time block
This notification is sent out, if the Admin has set their Business Settings to enable it, when a visit is not marked as complete by the end of it’s scheduled time block. You can also set your Sitter’s profile to receive this notification, letting them know that they’ve missed a visit. Visits will continue to be reported as such until they’re marked.

You do not have to have check in enabled for this notification.
A Visit has been completed without meeting Min Service Time
In the interests of being aware of how long your sitters are at a visit, if they mark their visit as complete without meeting the Minimum service time you will have set in your Services and Pricing page, you will be notified.

You must have check in enabled for this notification.

Mass Email:

Client Report Engine
The Client Report Engine, or CRE, allows you to populate filtered lists that you can export into an .CSV file, or send a mass e-mail to.

You will be able to filter Clients by the following criteria:
– Active or inactive status
– Has Primary/Secondary Assigned Sitter; This will allow you to search for all clients that a specific Sitter has been set to be a preferred sitter for
– Registered between Date; Looking for just the clients that have registered this month?
– Has Credit Card on File or has no credit card on file
– Has Credit Balance or has no credit on file
– Has Saved Custom Rates or has no saved custom rates
– Has Active Recurring Appointments or has no Active recurring appointments
– With Total Revenue totaling over X on a date or date range.

From here, you can select the Clients you want to export, write up a Mass e-mail, as well as save that e-mail as a template, letting you select it, edit it and send it on again at a later date!
Updated on January 12, 2022

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