BILLmanager: Notifications

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BILLmanager has a built-in system of notifications that are sent automatically to customers or staff members in various situations. For example, BILLmanager sends a Low balance notification when a client's balance is near zero, etc. Notifications can be sent not only to customers, but also to staff members and inform them about new posts in support tickets.

You can easily edit a text in BILLmanager -> Message templates. BILLmanager comes equipped only with pre-defined email templates. If you have configured SMS-gateway and use SMS notifications, you need to add sms templates manually.

Email notifications for customers

Account

  • Registration of a new client - after a new client is registered, the system will send the login and password to the Client to his email. The email is sent only once to the mailbox of the main client.
  • Email activation - the email is sent to the main account provided that email verification for new clients is enabled.
  • Account deletion - the email is sent to the main account. You can activate automatic deletion of non-active clients in the "Global settings" module --> "Delete non-active clients ".
  • Additional information for client verification - the email is sent to all users of the client if a service provider needs additional information about the payer. The email is sent if the staff member verifies the payer manually and selects the "Request additional data" check box when closing the task.
  • Account verification - the notification is sent after client registration and after payment, depending on the value set in the "Global settings" module -> "Client verification" --> "Email confirmation".
  • Payer verification by email - the notification is sent after payer registration and before payment depending on the value set in the "Global settings" module -> "Email confirmation" for companies/individuals/sole proprietors.

Billing and invoices

  • New invoice - this notification is sent to email addresses of all users of the client account. The email includes an invoice which is generated if the automatic invoicing is enabled. The notification is not sent (neither the invoice is generated) if the post-paid function is activated for the client (Clients -> Invoices -> Edit -> "Post-paid").
  • New payment - is sent to email addresses of all users of the client account when the payment status is changed into "Paid" (wire transfers and electronic payments).

Services

  • Funds for order payment - the notification is sent to email addresses of all users of the client if he adds funds to his account, and has unpaid orders in the Cart.
  • Resource threshold notification - the notification is sent to email addresses of all users of the client if a service resource is approaching the threshold specified in the tariff plan. The notification is sent according to the settings in the field "Send notifications when a client reaches its limits" in the "Global settings" section.
  • You have been charged for resource overage - the notification is sent to email addresses of all users of the client if a service resource exceeded the limit specified in the tariff plan and the client is charged for resource overuse.
  • Activation of VPS/Shared hosting/ License, etc. - the notification is sent to email addresses of all users of the client and informs them that a service is ready-to-use.
  • Configuration of additional parameters - the notification is sent to email addresses of all users of the client in case of the Quick order. The service is paid, but some data required for its activation are missing. If the service is not paid, the notification is not sent.
  • Your service will be deleted soon - the notification is sent to email addresses of all users of the client according to the NearDeletePeriod parameter in the BILLmanager configuration file. Default values: 7,5,3,1.
  • Service suspension - the notification is sent to email addresses of all users of the client when a service gets suspended.
  • Low balance notification - the notification is sent to email addresses of all users of the client. If a client has services with daily charges (services are billed every day) every day the billing system will calculate for how many days a client has funds on his account. The low balance notification is sent if the account runs out of money in N days. N is specified with the LowMoneyNoticePeriod parameter of the BILLmanager configuration file. Default values: 10 5 4 3 2 1 0 , i.e. the notification will be sent 10, 5 , 3 days before the account runs out of funds. This notification won't be sent if post-paid option is enabled (Clients-> Invoices -> Edit -> "Post-").
  • Service renewal notification - the notification is sent to email addresses of all users of the client. It informs a client that services were renewed automatically according to the service renewal policy. The notification is sent on the renewal day.
  • License Update Subscription expires soon - the notification is sent only for ISPsystem licenses to email addresses of all users of the client. It is sent N days before the updates package expires. N is specified with the LowMoneyExpirePeriod parameter in the BILLmanager configuration file. Default values: 5 4 3 2 1 0
  • Insufficient funds for automatic renewal - the notification is sent to email addresses of all users of the client only if the client has services with automatic renewal. The notification is sent N days before renewal, where N is specified by the LowMoneyExpirePeriod parameter of the BILLmanager configuration file. Default values: 5 4 3 2 1 0. The notification won't be sent if the post-paid option is enabled for the client (Clients-> Payments-> Edit -> "Post-paid").
  • Service is going to expire - the notification is sent to email addresses of all users of the client only if the client has services without automatic renewal and the services will expire soon. The notification is sent N before the service suspension date, where N is specified by the LowMoneyExpirePeriod parameter of the BILLmanager configuration file. Default values: 5 4 3 2 1 0.

Support center

  • New ticket based on email - the notification is sent when a client sends a letter not from the Client area but from his mailbox. The notification informs that his email has been registered in the ticket system.
  • New message from provider - notifies a client that new messages from the service provider have been posted in the ticket. The notification is sent to emails of the client users who posted replies in the ticket, or to all users if no one posted messages (for example, the provider sent the ticket to his client).

Gateway emails

Such notifications are sent if the service provider configured an email gateway which receives emails from a certain mailbox and transform them into tickets. A client can send tickets to his provider not only from a Client area, but also from his mailbox to provider's email. The provider will see all his messages in the Support center of the billing system.

When sending a notification to incoming email gateway, the system will check the mailbox the email was sent from. If the mailbox is already registered in the billing system as a client's email, the email will be associated with that client and will be redirected to the "Tickets" module to the department specified in the gateway settings. However, if the per-incident support is set up and the client doesn't have support incidents, we will receive the corresponding notification and his email won't be sent to the "Tickets" section.

If the email is sent from an unknown email it will be redirected to "Incoming emails" where support staff can filter emails manually.

  • Email confirmation - this notification is sent if mailbox which is not registered in the billing system. BILLmanager will ask to get registered in the system and confirm your email address.
  • Email confirmed - the notification is sent after the email is successfully confirmed.
  • A support incident is required - this notification is sent if per-incident support is configured for the department that the email is sent to.
  • Email is not unique - the notification is sent if the email was received from the mailbox which is not unique in the billing system. In this case a client cannot be identified by email and manual verification my be required.

Email notifications for staff members

  • New task - a new task is created in the "Tasks" module. The notification is sent to all the members of the department that the task is associated with.
  • Ticket is assigned - notifies that a new ticket from client is registered in the Support center. It is sent to staff members if they are signed in to receive notifications (BILLmanager -> Settings -> "Notification settings").
  • New post from client - a new message from the client is posted in the ticket. The notification is sent to staff members if they are signed in to receive notifications (BILLmanager -> Settings -> "Notification settings").
  • new post from provider - a new message from a staff member is posted in the ticket. It is sent to staff members if they are signed in to receive notifications (BILLmanager -> Settings -> "Notification settings"). It is not sent to the person who posted a message in the ticket.