Emails

You can send an email to the user or to the user's supervisor at a specified time and/or under defined conditions.

Use Cases for Automated Emails To Participants:

  • Re-engage users who have stopped using the app
  • Provide an alternative communication channel when in-app messages are not effective

Use Cases for Automated Emails To Supervisors:

  • Alert about prolonged user inactivity
  • Update on coachee's coaching performance and status
  • Prompt supervisors to take action when necessary

Requirements for Sending Emails

To send an email to the user or supervisor, their email addresses must be saved in the following variables:

  • User: $participantDialogOptionEmailData
  • Supervisor: $participantSupervisorDialogOptionEmailData

This variables are known to the system and can be selected from the list of (predefined) variables.

Sending an Email to a Supervisor

There are typically two scenarios for implementing automated emails to supervisors:

1. Small Group of Professional Supervisors:

  • A small group of trained, professional experts supervise participants
  • One supervisor may be responsible for multiple participants
  • The supervisors' email addresses are already known

Pre-loaded Data: If supervisor emails are known in advance, set up a JavaScript object to assign email addresses to participants. This method requires:

  • A complete list of supervisor email addresses
  • A unique ID for each participant to correctly match emails

2. Self-Chosen "Naive" Supervisors ("Buddies"):

  • Participants select their own supervisors / buddies (e.g. friend)
  • Each participant has a one-to-one coaching relationship with their supervisor
  • The supervisors' email addresses are NOT known yet

In-Chat Collection: Ask the user to enter their supervisor's email address during a chat interaction. Save this input directly to the $participantSupervisorDialogOptionEmailData variable by a free text raw response option.

Sending an Email to a Participant

If you want to send emails to participants, ensure that their email address is stored in the variable $participantDialogOptionEmailData.

  • If the email address was already saved during the registration process, you only need to save the variable with the participant's email in the $participantDialogOptionEmailData variable:
Rule: $emailParticipant create text but result is always true → result is stored in $participantDialogOptionEmailData
  • If the email address was not stored yet, ask the user to enter their email address during a chat interaction. Save this input directly to the $participantSupervisorDialogOptionEmailData variable by a free text raw response option.

Creating Emails

  1. To create an email, first create a common coaching message (see Creating a New Coaching Message).
  2. Next, add your email content to the message field labeled text (with placeholders) and follow this structure:
  • The first line is the subject of the email
  • The second and subsequent lines form the body of the email
  1. Check the box Show additional settings, then from the dropdown menu Channel to use for message sending, select either:
  • Email to participant or
  • Email to supervisor
  1. You can define the same conditions and triggers for the email as you would for regular coaching messages.
  2. You can add a general header and footer to every email sent out by navigating to the tab Basic Settings and Modules. Scroll down to the Email header (for all emails) and Email footer (for all emails): section. Add your header/footer by clicking on the Edit button. To add some space between the last line of the email and the footer add a empty line at the beginning of the footer. To add some space between the header and the first line of the email add an empty line after the text of the header.

Example

This line is the subject and can contain any UTF-8 characters 👍 
This line... 
and all following...

are the body. 🥳

This will result in the following email:

Subject:
This line is the subject and can contain any UTF-8 characters 👍

Body:
This line...
and all following...

are the body. 🥳