Step 3: Communicating with Customers

The Scenarios module is a panel where you can configure email notifications for all types of your services—including meeting topics, events, and packages.

You can set up many different scenarios, assign them to specific types of customers, and—most importantly—create your own email template using HTML code. This way, at Zencal, we give you complete freedom to shape your communication with your customers.

Basic Information

Name the scenario and decide whether it should be active.

• Scenario Name: A text field for entering a name (e.g., “Booking Confirmation Email”).
• Status: A toggle switch that lets you set the scenario to Active or Inactive.

1. Step 1 - Select an area

Specify which module in the system the automation should apply to:

• Active modules:
  • Meeting topics: For meeting bookings, changes, and cancellations.
  • Events: For participant registrations and event cancellations.
  • Packages: For purchasing or paying for a package.
  • Leads: For new submissions from lead forms.
  • Reviews: For new reviews added by customers.

  
  

2. Step 2 - Scope

Specifying exactly which elements from the selected area the scenario applies to:

• All meeting topics: The scenario will trigger for every meeting topic.
• Selected meeting topics: Allows you to limit the automation to only selected items.

3. Step 3 - Timing, i.e., when the scenario will run.

Select a trigger that will cause the scenario to run:

• Immediately after the event:
  • When someone books a meeting (immediately after submitting the form).
  • When the meeting is confirmed (after payment or confirmation by the organizer).
  • When the meeting date changes (after the user or participant reschedules it).
  • When the meeting is canceled (after the meeting is canceled).
  • When the meeting is rejected (when the organizer rejects the meeting request).
• Before or after the event:
  • Before the meeting starts (sending a reminder a specified time before the event).
  • After the meeting ends (sending a message after the event).

Step 4: Actions (What to do?)

Define the actions the system should perform once the conditions are met:

1. Action type:

• Send an email
• Send an SMS
• Send a webhook

1. Run conditionally (Recipients):
   • All customers
   • New customer (only for people who haven't been customers before)
   • Returning customer (for people who have been customers before)
   • First meeting (for the first meeting in a given topic/package)
   • Subsequent meeting
2. Email settings:
   • Email subject: Field for entering the subject (with the option to select a language version or the default).
   • Message body:

   You can choose between two methods for creating messages:

   • Standard editor – allows you to easily create content and add dynamic variables (e.g., customer name, meeting date) with a live preview option.
   • HTML Editor – lets you paste your own template code, fully customized to your company’s branding and colors.
   • Reply-to address (optional): Your own email address for customer replies.
   • Recipient: Select the target recipient group (e.g., Participant, You (Organizer), You and Participant)