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Settings: Customize your Pickup Manager email address & templates

Pickup Manager can send the following email notifications to patrons:

  • Pickup Reminder Email: for patrons who are late to arrive for their scheduled pickup times, staff can choose to send this notification to the patron via the Late Arrivals tab of the Pickup Manager dashboard.
  • User Satisfaction Email: if you have enabled follow-up surveys in your Pickup Manager settings, this email will contain your customized follow-up survey questions. This email is sent automatically after a patron's pickup ticket is marked as complete.

In your Email settings, you can customize the outgoing email address and sender name for these emails, in addition to the templates used to generate these emails. Each template allows you to customize the subject line and body text, including placeholder tokens for inserting information directly from the patron's pickup ticket.


Accessing the Email settings

Navigate to Pickup Manager by clicking on the blue Spring-To menu and selecting Pickup Manager from your list of sites.

the Pickup Manager link in the Spring To menu

Once in Pickup Manager, click on the Settings menu and select Email from the dropdown.

the Email option under the Settings menu


Sending/Receiving Email Address

The Sending/Receiving Email Address is used for sending email notifications from Pickup Manager. Your system will be assigned a domain name for this email address, but it is up to you to provide the alias.

For example, if your Pickup Manager domain name is @awesomelibrary.libanswers.com, you could pick a email address like pickups@awesomelibrary.libanswers.com or library2go@awesomelibrary.libanswers.com.

To set up your system's email address:

  1. In the Sending Receiving Email Address panel, enter the full email address (alias and domain name) in the Sending/Receiving Email Address field. The address should only contain letters, numbers, periods, hyphens, or underscores.
  2. Click the Save button.

the sending/receiving email address setting


Email Attribution

When an email is sent from Pickup Manager, the Email Attribution name determines what displays in the email's "From" field. You can choose to display a specific From name for all emails (such as "Awesome Library"), or the name of the user who sent the message (in the case of user satisfaction emails).

To customize your system's email attribution settings:

  1. In the Email Attribution panel, enter the name you'd like to display in the Email From Name field.
  2. For the Type option, choose how you'd like Pickup Manager to set the "From" name for outgoing emails.
    • Sending messages as the name above: all outgoing emails will show the text in the Email From Name field.
    • Send messages as the user who wrote the text: outgoing emails will show the sending user's name (from their LibApps user account) rather than the text in the Email From Name field.
  3. Click the Save button.

the Email Attribution settings


Email templates

When Pickup Manager sends a notification email, it uses a template to generate the subject line and body text. Out of the box, Pickup Manager provides default text for each template. However, you are free to personalize these to better meet the needs of your library.

The subject line and body can contain both text and tokens, which serve as placeholders for information from a patron's pickup ticket. For example, where you place the {{{branchName}}} token in a template is where the name of the patron's branch will display in the email they receive.

In addition, the body text can also contain HTML code, allowing you to more easily format the message. For example, you can use <p></p> tags to apply paragraph formatting to blocks of text, <strong></strong> tags to make text bold, <em></em> tags to italicize text, and so on.

Under the Email tab, you'll find panels for each of the following email templates:

  • Pickup Reminder Email: for patrons who are late to arrive for their scheduled pickup times, staff can choose to send this notification to the patron via the Late Arrivals tab of the Pickup Manager dashboard.
  • User Satisfaction Email: if you have enabled follow-up surveys in your Pickup Manager settings, this email will contain your customized follow-up survey questions. This email is sent automatically after a patron's pickup ticket is marked as complete.

To customize a template:

  1. In the Subject field, enter the text and tokens to display in the email's subject line.
  2. In the Body field, enter the text, tokens, and HTML code to display in the email's body.
    1. Click on the Available Tokens button to view a list of available tokens and their syntax. Tokens are case-sensitive.
    2. To revert back to the default subject and body text, click on the Restore Default Template button.
  3. Click the Save button.
    1. If you would like to see a sample email using your template, click on the Preview button.

template options in the User Satisfaction Email panel 

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