AIM by TRI-tech Autoresponder setup

Introduction: This guide will walk you through setting up and navigating autoresponders using AIM integration with OtterText. Whether you're managing work orders, Google reviews, or handling payment declines, this document will help you configure the necessary automations for your business.

1. Understanding Autoresponders with AIM Integration:

Feature Overview: With AIM integration, you can automate responses based on specific triggers, such as work order updates, contract payments, or Google reviews. This enables you to streamline communication with your customers, ensuring timely updates and feedback collection.

2. Navigating Autoresponders:

Step 1: Choose a Starting Point

• Available Triggers:

  • Google Review After Purchase
  • Contract Payment Decline
  • Contract Payment
  • Contract Payoffs
  • New Customer Added
  • Order Fulfillment Status
  • Repair Order Updated
  • Short-Term Rental

• Example: For automating responses related to work orders, select "Repair Order Updated" as the starting point.

Step 2: Define Your Audience

• Custom Audience Setup:
  • Navigate to "Define Audience" and select the appropriate criteria for your automation.
  • Example: For a work order waiting for customer approval, set "Sales Info - Transaction Status" to "Contains: Waiting for Customer Approval." Ensure this matches the exact terminology used in AIM for the automation to trigger correctly.

Step 3: Create a Custom Message Template

• Message Template:
  • After defining the audience, create a custom message template.
  • Example: For a work order pending approval, you might craft a message like: "Your work order is currently awaiting your approval. Please review and approve at your earliest convenience."

3. Examples of Autoresponder Setups:

Example 1: Work Order Completed

• Trigger: Repair Order Updated
• Audience Definition: Transaction Status = "Complete"
• Message Template: Include metadata such as "Sales Info - Primary Item" and "Sales Info - Charge Total" to personalize the message.

Example 2: Google Review Request After Purchase

• Trigger: Google Review After Purchase
• Message Template: "Hi [Customer Name], we hope you enjoyed your experience. If you have a spare moment, we'd love your feedback on Google. [Google Review Link]"

Example 3: Membership Payment Decline

• Trigger: Contract Payment Decline (Auto-Pays)
• Audience Definition: All Customers
• Message Template: "There was an issue processing your membership payment. Please update your payment information to avoid any interruption in your membership. Amount: [Charge Total], Item: [Primary Item], Type: [Transaction Type]."

4. Adding OtterText as a Widget on Your Website:

• Website Integration:
  • If you have a WordPress website, you can add OtterText as a widget using a help article.
  • For non-WordPress sites, a website script is available for integration.
  • Steps: Go to "Marketing" > "Web Chat" in OtterText. Configure pre-made text, colors, and what information you want to collect.

5. Conclusion:

Setting up autoresponders with AIM integration allows you to automate customer communications effectively. From managing work orders to collecting Google reviews, these integrations help ensure your business runs smoothly with minimal manual intervention. If you need further assistance or a full website audit for compliance, please contact our support team.