There are a number of messages that can be set up in MICE. These are e-mails and messages that are sent automatically and that appear in the system.
You can find these messages at setup > messages.
The following messages can be set up in advance:
Emails to contacts
There are a few automatic messages sent to clients that you can set up yourself.
- Email to contact: event confirmation
If the event status is set to confirmed (manually or as the quote is signed) in the event dashboard, this message is automatically sent to the client.
- Email to contact: scheduled message
An email sent automatically depending on a set period of time. Select a period of time before or after the event for when the message should be sent.
- Email to contact: new offer
This email is sent when the offer is sent from the system. This message is editable before sending. Remember to include the variable "Click here to view and accept quote". It will not be possible to open the quotation otherwise.
Send e-mail?
For all automatic messages to contacts, you can set for each message whether it will be sent as an e-mail to the contact.
Take into account that the automatic message is always added to the event messages but (if set) is not sent as an e-mail to the contact person. As long as the contact person does not have access to the event (this is an old feature), he/she cannot see the message.
For each contact, you can set whether the person receives automatic e-mails. You can set this while creating or editing a contact.
Emails to planners
'E-mails to planners' are sent to all users with the user role 'planner'.
- Email to planners: notification to planners
After a client has submitted a request, this message will be sent to all users assigned with the role of a "planner".
- Email to planners: offer expired
An email sent automatically to planners (user role) whenever an offer has expired.
- Email to planners: offer signed
An email sent automatically to planners (user role) after an offer has been signed by the client.
Pay attention! If your e-mail address is overwritten (via setup > users) by another e-mail address, e-mails will only be sent to this e-mail address.
E-mails to users
Email: Invitation new user for new event
If a client has submitted a request for the first time and is invited to get access to an event for the first time, they will receive this message.
Email: Invitation existing user for a new event
If a client is invited to get access to an event and already owns a MICE Operations account, they will receive this message.
These messages are still visible the system but are inactive, as the feature is no longer supported to give clients access to events.
Email templates for sending files and messages
There are some message templates available that you can prepare for sending files and reminders. These messages are retrieved while sending a file or reminder and can still be edited before they are sent out to the client.
- Email: invoice
This email is sent when an invoice is sent via MICE. The email consists of the text inserted to this automatic message and attached the invoice. You can edit this text before sending out the invoice.
- Email: first invoice reminder
The system shows whenever an invoice is not yet paid by the client and should receive a first reminder.
- Email: second invoice reminder
The system shows when an invoice is not yet paid by the client after the first reminder. A second reminder should be sent out. This option is only available when the first invoice reminder expired.
- Email: exhortation reminder
The system reminds to send out an exhortation reminder when an invoice is not yet paid by the client after the first and second reminder. This option is only available when the invoice reminders expired.
- Email: document
This email is sent when a document is sent via MICE. The email consists of the text inserted to this automatic message and attached the document. You can edit this text before sending out the document.
- Saved reply
Eventually it can take much time if you constantly have to rewrite messages for internal and external communication. We made it less time consuming for you by setting up saved reply templates. Add these messages with one click in the message environment.
Variables
By clicking the 'magic wand' icon you can select variables which will automatically retrieve the correct information from the event.
FAQ
Can I create and send a specific automatic message several times?
Although it is possible to create an automatic message several times, only one is always sent to the client. The message that is added first is used.
How can I turn off/deactivate a message to planners?
You cannot deactivate automatic messages to planners. If you no longer want these to be sent, you have to delete the message. You can restore message templates via the bin in setup.
How can I deactivate an automated message?
It is not possible to deactivate an automated message. Delete the automated message if it should not be sent. You can retrieve deleted messages via the bin in setup.
What happens if I change the number of days of a scheduled message?
As soon as you change the number of days of a scheduled message, scheduled messages are rescheduled. If you change the number of days, all scheduled posts for all events are rescheduled to use the new schedule. So, the new schedule is almost immediately effective for everything.
How can I make sure a contact does not receive an automated message?
Via the settings of an automated message to contacts you can set 'send e-mail?' to 'never' (or 'if enabled for contact'). This way, the automated message is not sent as an email. However, it is still sent via messages in MICE. So the contact can only read the message if they have access to the event.
Send email to contact is set to never. Why do I still see the message in the event?
In case send email to contact is set to never, the message will not be sent as an email. However, it is still sent via messages in MICE. The contact can only read the message if they have access to the event.