Manage and Edit Automatic Emails from The Well

Important updates can be sent by email to drivers, technicians, customers or any other individual automatically. The three main email types include "restock due" emails for consumable status and levels; machine alert notifications; and scheduled usage reports for summaries, data, and metrics.

These email subscriptions are all set up and customized, scheduled, changed, or deleted as needed using The Well.

In this article (click to jump):

• Types of Emails Available
• Managing Automatic Emails
  • View, add or change emails using Email Subscriptions pop-up
  • How to Copy/Duplicate or Delete Scheduled Emails
  • Editing the email subscription options (detailed)

Types of Emails Available

There are three main available email subscription types, each with additional options:

Restock Due Status

• Sends an email with levels of flavors, CO2, filter, and internet connection status. 
• Customize by audience: drivers & technicians, or customers/self-servicers.
• Set email schedule by day of week.

Machine Alert Notifications

• Sends email(s) for active machine alerts in your fleet.
• Customize by Immediate (to send email instantly when an alert occurs) or Summary (all outstanding alerts sent on a regular cadence).

Usage Reports

• Sends a scheduled, recurring email with details on flavor popularity, usage and bottles saved.
• Customize the report type: Summary or Individual.

Managing Automatic Emails

View, add or change emails using Email Subscriptions pop-up

All emails can be set up or viewed by clicking the Manage Emails button on the Installed page to bring up the Email Subscriptions pop-up.

1. Log in to The Well and click Installed in the top header bar.
2. Click the Manage Emails button in the right-side panel, under the label Subscribe to Emails.

• • The Email Subscriptions pop-up box appears. It may be empty, or show a list of existing email subscriptions you manage.

3. To add a new email subscription, click the ⊕ Add Email button at the top of the left-side column (see image below).
   • Choose from three main types of emails available. Make sure the buttons are selected for the options you want to set up. Learn more about configuring options for each type of email:
     • Set Up Restock Due Reports from The Well
     • Set Up Machine Alert Notifications from The Well
     • Set Up Usage Reports on The Well
4. Existing email subscriptions you manage are listed in the left-side column under My Scheduled Emails.
   • Click any email subject to view and edit its options, filters, and details in the right-side pane.

How to copy/duplicate or delete scheduled emails

1. Navigate to the Email Subscriptions box using the Manage Emails button on the Installed page.
2. Hover mouse cursor over any existing scheduled emails in the list on the left side, without clicking yet. Additional action buttons appear: 
   • Copy (duplicate) existing email subscription.
   • Delete existing email subscription.

Editing the email subscription options (detailed)

When you select an existing email from the list or add a new one, the right-side pane changes to show the settings and options based on the type of email. Go through each option to customize the automatic emails before saving and scheduling.

1. Email type: Confirm which of the three types of email you are working on, and select from one of the two sub-options as needed. Learn more about options for each type of email:
   • Set Up Restock Due Reports
   • Set Up Machine Alert Notifications
   • Set Up Usage Reports
2. Subject: A default subject appears. You can further customize the email subject as needed.
3. Recipients: Fill in email address for recipient, and click "Add" to complete. Repeat for additional recipients.
   • To remove or delete a recipient from the list, select the ⓧ button next to the email address.

4. Custom message: The email message body text will auto-fill with a preset message, which varies depending on the type of email selected.
   • The Machine Alert notification message text is set and can't be edited.
   • The Restock Due and Usage Report message text includes placeholders for contact info, web links, etc. Review the message carefully to edit with your information before finishing.
5. Filters: Filter the data for a particular customer or a subset of units to be included for the email. There are many options available, be sure to read an make selections carefully.
   • You may scroll or start typing to search the filter lists, and use the checkboxes to select multiple criteria.
   • Any filter with at least one selection active will indicate an icon. Click it to delete/clear all selections from that filter category. Individual active filter selections display when a filter dropdown is expanded, below its search box. These can also be deleted as needed by clicking their blue button.

6. Consumable status: (This option appears for Restock Due emails only) Select range of "how many days left" for consumables to be included on the report.

7. Delivery schedule: Select the report frequency or schedule based on the type of report selected. 
   • Restock report: Frequency can be set to any amount of days per week.
   • Machine alert: If "Summary" email type is selected, you can set to send on any amount of days per week. The "Immediate" email type does not have frequency options here, since it will send email instantaneously whenever a machine issue occurs.
   • Usage report: Frequency can be monthly, quarterly, or annually.

8. Summary: This section briefly sums up the filters and frequency options selected. Review for accuracy before saving.
9. Click Schedule Email to save and finish.
   • Optional: Click “Send Test Email” to send out the latest report to all recipients within 5-10 minutes.