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How to Use Alert to Mass Notify Your Customers

These tips will be helpful to reduce touch-costs going forward even when business gets back to normal and you are busy and you need to communicate with your customers.

Add A Message to Print on Your Contracts

In Codes & Setup, you can add a message to be printed on your contracts. This is found in the Store Details page in Store Parameters. Whether or not this will appear correctly on your customized forms will vary based on your level of customization, so we recommend trying this in demo first.


Get Contact Information from Alert

Have you ever wanted to use Constant Contact or another program to email your clients but have never got around to getting email addresses out of Alert? Now is the perfect opportunity!

Here’s a report that you can copy into Report Writer and HERE are complete instructions available to download. For professional-looking results we recommend using a commercial application such as Constant Contact or Mail Chimp to communicate with your clients, or you can simply address an email to yourself and BCC those on your list out of your regular email program.

Be Efficient In Document Center

Attachments can be sent with both invoices and statements in Document Center. When you choose “Go” the system will as if you wish to send attachments. The path for saving the attachments is also displayed. (Let us know at the Help Desk if you need help accessing this.) Your attachment can have a message about current events.


You can also use the Document Center to remind your customers of your cancellation policy when sending open reservations for the upcoming several weeks. When sending the documents, you’re able to modify the text in your email for some or all of your transmission. In the example below, I clicked on all three emails in the queue. The message I type in the box will be sent to everyone.



Save time by adding a memo!
In the application configuration area, add what you’d like to say so you and your staff don’t have to type it every time. Then when you’re sending documents from Document Center, select the memo and it will populate your message. If you’d like the complete documentation on how to set this up, let us know!


Use Print Notes

Have you thought about using Print Notes to put messaging on your documents? Add a note to the Print & Screen Note Library and attach the note to a specific sales item, or add it as a Print Note to certain tickets.


Thanks to Jennifer at Marianne’s Rentals in Oklahoma City for a suggestion:
If you need a way to track reservations that are put on hold, pick a future date to move all reservations to. For example, move all reservations to 12/31/20. Then you can easily see what reservations will need to be moved or followed upon!

For a printable copy of these tips, click HERE. Check out our website for past issues and as always, let us know at if you need help!


One of the joys of being a small business is the feeling of community we share with our clients. We want to assure you that we’re all in this together! In the spirit of that togetherness during these uncertain times, we’re waiving all finance charges and are open to arranging payment plans for outstanding invoices.
Please reach out to us at if you’d like to discuss options. We WILL get through this.