Overview

1. Account Code(s) 
   

2. What event(s) the Notification is required –  

• Booked In – The consignments that have been booked in by BEX staff

• Cancelled - When the consignments have been cancelled with the DC/Receiver 

• On Hold – The consignments have been placed on hold for various reasons which can be selected.  

3. Notified party -              

• Sender – If the account code for Sender is set in the consignment and account code has a Bookin contact.

• Receiver – If the account code for the Receiver is set in the consignment and the account has a Bookin contact.  

• Charge Account – The account code that is set for the charge account and has a book in contact. This is the most common use case, as there is always an account code for charge account.  

1.    Set up the Book in contact of the account in Transport Suite - Booking notifications are set up to go to the contacts of an account that have the “Bookin Notification” role assigned to them. These contacts are added/removed/modified in transport suite in the freight contacts screen for an account (System Maintenance -> Customers -> Freight Contact).

To generate a notification for a contact, the contact must have a valid email address. Multiple Bookin contacts can be added here.

 

2.     Add the notification set up in BEX Online - Each account must have the consignment notifications set up for them. Navigate to Group Administration>Accounts and double click on the account you want to update.

Open up the accordion for Consignment notifications. If the account supports SMS notifications, then creating a new rule set will provide the option of either SMS or Email.

If not set up for SMS, the user will be directed straight to the email rule set creation.

For When the account is the – The most common use case for this will be the charge account but if the sender always has an account in the sender option it can be used. All consignments for this account will need to be checked to see how they send their consignments through.

For When the following occurs – There are 3 options, Booking Confirmed, Booking On Hold and Booking Cancelled. Customer can have all 3 or just 1 or 2.

For Send To – This will send the email notification to the account that has the Bookin contact set up. The most common use case will be the charge account, which is usually the sender account, to let them know of any changes to the bookings with the DC.

 

Examples of email notifications

Booked Consignments

Subject: “Your freight is booked in - Consignment #”

Cancelled Consignments

Subject: “Your delivery could not be completed – Consignment #”

Booking On Hold Consignments

Subject: “Information required to complete your booking – Consignment #”

 

 

Replies on emails

A booking notification email has the “reply to” set as the receiving branch for the relevant consignment. The email address that will be populated can be found in the branches screen (System maintenance -> invoices/pickups/manifesting -> branches) in the very last column “Booking Enquiry Email”.

 

Unsubscribe

For all emails being sent to customers, they have an option to unsubscribe, it will have a different subject depending if Booking, On Hold or Cancelled.

These emails will be in the Unsubscribe Inbox.

To action these emails, you will need to Group Administration>Accounts and double click on the account you want to update, open the Customer Notifications accordion.

To delete all notifications, click on the bin (delete) icon.  If only 1 notification type needs to be removed, click on the pencil (edit) icon which will open up the update email notification. Remove the notification type that the customer wants to unsubscribe from by clicking the x (Booking On Hold/Booking Confirmed/Booking Cancelled).