Service Provider Change or Vacation Notification

Service Provider Change or Vacation Notification

💼 Service Provider Change or Vacation Notification

Notify customers when their preferred service provider is away, on vacation, or has left — ensuring clear communication and trust while keeping their appointments on track.

What it does

  • Targets customers with appointments between X days ago and Y days in the future with a specific provider.
  • Sends a friendly notification if that provider is unavailable.
  • Reassures the customer and offers assistance or rebooking options.

Why it works

  • Prevents confusion or cancellations by proactive communication.
  • Shows professionalism and care for every client experience.
  • Keeps the brand image strong and trustworthy.
Placeholders:
%CustomerFirstName% → Customer’s first name  •  %CompanyName% → Business name  •  %DiscountBarcode% → Optional barcode (email only)

Step 1 — Basics

  1. Go to Marketing → Add Campaign.
  2. Name it (e.g., Provider Change Notification).
  3. (Optional) Enable Include all customers across selected stores for consistency.

Step 2 — Message & setup

  1. Send type: Automated
  2. Send criteria: Customers who have appointment with specified service provider from X days ago to Y days in future
  3. Parameter X: 120  •  Parameter Y: 60
  4. Service provider: Select the staff member who’s unavailable.
  5. Recipients: Main contacts/parents
  6. Subject: An update about your upcoming appointment
  7. Sample SMS content:
    Hi %CustomerFirstName%, your regular service provider is currently unavailable.
    Don’t worry — we’ve arranged another trusted professional at %CompanyName%.
    Your appointment remains confirmed. Thank you for your understanding!
Note: Use this campaign to communicate staff transitions or leaves. Always keep the tone reassuring and proactive.

Step 3 — Schedule & audience

  1. Set Start date and Send time (e.g., 2:30 AM).
  2. Target customers linked to the unavailable provider within the defined date range.

Step 4 — Preview & launch

  1. Preview message and placeholders.
  2. Send a test message to confirm formatting.
  3. Click Save to activate.

Best practices

  • Keep it transparent. Customers value honesty and reassurance more than silence.
  • Offer options. If applicable, allow rebooking or selecting another team member.
  • Personalize. Address by name, and thank them for loyalty and patience.
Pro tip: Combine this campaign with a follow-up “Welcome Back” message when the provider returns, to rebuild continuity.
Need help? Contact Franpos Support and mention: “Service Provider Update Trigger.”

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