How to Automate Staff Notifications for Wix Bookings with Mercuri CX

Overview

As a business owner using Wix, you know the thrill of seeing a new booking notification pop up. It’s a sign of growth, a new customer relationship, and revenue in the pipeline. But what happens next?

For many, it’s the start of a manual, and sometimes frantic, communication chain: calling your staff member, sending a text with the details, updating a shared calendar, and hoping nothing gets lost in translation.

What if that crucial step, informing your team, was completely automated, instant, and error-free?

Imagine a world where the moment a customer books a service on your Wix site, the assigned staff member receives a detailed WhatsApp message with everything they need to know.

No delays, no missed details, no "I didn't get the message."

This isn't a futuristic dream; it's a simple and powerful automation you can set up today with Mercuri CX. This guide will walk you through exactly how to automate staff notifications for your Wix Bookings, transforming your internal operations and, as a result, dramatically enhancing your customer experience.

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Table of Contents

1. What are the drawbacks of Manual Booking Alerts ?

2. Your Step-by-Step Guide to Automating Staff Notifications

   1. Step 1: Crafting Your WhatsApp Notification Template

   2. Step 2: Building the Automation Workflow

3. Conclusion

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What are the drawbacks of Manual Booking Alerts?

Before we dive into the "how," let's talk about the "why." Relying on manual processes to notify your staff about new bookings is more than just an inconvenience; it carries real business risks that can impact customer engagement.

• Delayed Service: If a staff member isn't notified promptly, they can't prepare. This could mean a delayed start for the customer, creating a poor first impression.

  
  

• Inaccurate Information: A game of telephone with booking details, customer name, specific service requested, time, location, is a recipe for error. A staff member showing up with the wrong tools or at the wrong time damages your professional reputation.

  
  

• Staff Stress and Inefficiency: Constantly waiting for instructions or having to double-check details creates an inefficient and stressful environment for your team. A happy, informed team is essential for delivering exceptional customer service.

  
  

• Business Owner Burnout: Your time is your most valuable asset. Spending it on repetitive administrative tasks like forwarding booking details prevents you from focusing on strategic growth, marketing, and improving your core services.

  
  

Ultimately, these internal friction points ripple outward, impacting the one thing that matters most: the customer's experience. A seamless internal workflow is the foundation of a seamless customer journey.

Step-by-Step Guide to Automating Staff Notifications for Wix booking

Mercuri CX integrates directly with your Wix site to trigger automations based on customer actions, like making a booking.

The goal is simple: Customer books on Wix -> Mercuri automation triggers -> Staff gets an instant WhatsApp alert.

Here’s how to set it up in two main steps.

Step 1: Crafting Your WhatsApp Notification Template

To send proactive messages via WhatsApp, Meta requires you to use pre-approved message templates. This ensures quality and prevents spam. Creating your staff notification template in Mercuri is straightforward.

1. Navigate to Templates: In your Mercuri CX dashboard, go to the Templates section on the left-hand menu and select WhatsApp.

   
   

2. Create a New Template: Click on Create Template button.

   
   

3. Basic Setup:

   
   

   • Template Name: Give it a clear, descriptive name that you’ll easily recognize, like service_booking_alert.

   • Language: Select your preferred language.

   • Category: This is important. Choose Utility.

     
     

4. Write the Message Body: This is where you design text alert your staff will receive. You can also add dynamic variables in the WhatsApp template. These are placeholders that Mercuri will automatically fill with the specific details from the Wix Booking.

   
   

   In the Body text box, type out your message and use the Add Variable button to insert placeholders.

   
   

   Here’s a perfect example:

   
   

A new service has been booked via the Home service website.

Customer name: {{1}}Service: {{2}}Date and Time: {{3}}Contact: {{4}}

Please be prepared accordingly.

5. Add Sample Values: For each variable, you'll need to provide a sample value (e.g., for {{1}}, you could put "John "). This helps Meta understand the context of your message during the approval process.

   
   

6. Submit for Approval: Once you've previewed click on Create Template.

   
   

You'll see the status as "Pending" until it changes to "Approved." Once it's approved, you're ready for the final step!

Step 2: Building the Automation Workflow

With your approved template in hand, it's time to build the automation that puts it to work.

1. Navigate to Automations: In the Mercuri dashboard, click on Automations.

   
   

2. Create a Notify Staff Automation: Click on the Create Automation button.

   
   

3. Define the Trigger: This is the most critical part.

   • From the Automation Type dropdown menu, scroll down to the Bookings section and select Bookings Notify Staff.

     
     

4. Configure the Action:

   • Channels: Make sure WhatsApp is selected.

   • WhatsApp Template: Mercuri will display your available templates. Find and select the service_booking_alert template you just created.

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5. Activate! Ensure the Enabled toggle at the top right is switched on, and click Create Automation.

   
   

That’s it! Your automation is now live. From this moment on, every time a new booking comes through your Wix site, your designated staff will receive that perfectly formatted WhatsApp alert instantly, containing all the crucial details they need to deliver outstanding service.

Conclusion

Automating staff notifications with Mercuri CX is more than a time-saver; it’s a strategic move that elevates your entire business. Your team operates with greater efficiency and professionalism. You, the business owner, are freed from manual busywork.

Most importantly, your customers receive the seamless, well-prepared, and professional service they expect. This simple automation is a cornerstone of building strong customer relationships and a sterling reputation, driving repeat business and positive reviews that fuel growth for every Wix-powered business.

Ready to stop chasing down staff and start automating your success? Book a free, personalized demo with our team today and see how Mercuri CX can transform your Wix business.