Create a new auto email
Go to Auto emails and click +New.
There are many different fields and options to fill in to ensure that this email meets your purpose. Below, we will guide you through the settings.
Subject
This is the subject line of the email that the guest receives.
Message
This is the text in the email that the guest receives. By means of email variables, you can make sure that each email sent is personalised for the recipient. In the dropdown menu 'Add a reservation property' you will find a list of the available variables. If you choose one of the options, the corresponding code will be inserted in the message, at the place where your cursor was. Read the article about Email variables in auto emails for more information.
Furthermore, you can use the text layout buttons to structure your email, and it is possible to place links, for example, to a specific page on your website. It is not possible to add images, other than the logos that can be inserted by means of an email variable.
Internal name
This is the name of the auto email as it will appear in the overview in your administration settings. Here you can indicate what kind of email this is, and possibly which filters you have used, so that you can clearly distinguish your various auto emails.
Sender with profile picture
Here you choose the employee who is shown, including profile picture, if you have added the email variable {{ user_with_avatar }} to the message. The guest will see this as the sender. If you do not use said variable in your message, it does not matter which name is entered here, since it will not be visible in the message anyway.
Documents
You can add attachments to your auto emails. If you check the box 'Send along attachment(s) of the type', the documents that belong to the accommodation type that your guest has booked will be sent along. You have previously uploaded these documents in the 'Media' tab of the relevant type.
Click on 'Add another' to upload another document as an attachment for this auto email. In this way, you can add multiple attachments, such as a map of the park or the park regulations.
Send time
The send time determines on which day the email is sent, relative to the reservation. If you want your guests to receive an email about available upgrades two weeks before arrival, choose 'Before arrival date' and enter 14 days. An auto email with a door code (by means of an email variable) can be sent on the day of arrival, or a request for a review a number of days after check-out. For the send times 'After confirmation' and 'Before arrival date', an extra setting for last-minute bookings appears. This is important for scenarios where the set send time has already passed when the reservation is made, or would fall after the arrival date.
Minimal send time
At 'Minimal send time' you indicate the time at which the email is sent out. After this time, Booking Experts checks every 30 minutes whether any new reservations have been added that meet the requirements of the auto email filters, and if so, the email is still sent to these new reservations. At the end of the day, this check stops, and the next day it starts again at the set 'Minimal send time'.
Example: You put the send time at 14 days before arrival, enable 'Send email for last-minute bookings', and at 'Up to how many days before arrival' you enter 2 days. Result: Reservations that are confirmed 14+ days in advance will receive the email 14 days before arrival. Reservations that are confirmed between 14 and 2 days before arrival will receive the email on the next 'minimal send time' after confirmation. Reservations that are confirmed less than 2 days before arrival will not receive the email.
Example: You put the send time at 30 days after confirmation and do not enable 'Send email for last-minute bookings'. Result: Reservations with 30+ days between confirmation and arrival will receive the email 30 days after confirmation. Reservations with less than 30 days between confirmation and arrival will not receive this email.
Example: You put the send time at 14 days before arrival, enable 'Send email for last-minute bookings', and at 'Up to how many days before arrival' you enter 0 days. Result: Reservations that are confirmed 14+ days in advance will receive the email 14 days before arrival. All reservations that are confirmed less than 14 days in advance will receive the email at the next 'minimal send time' after confirmation.
Filters
Via the filters, you determine which reservations the auto email is sent to. You can set multiple filters, so you can send automated emails even if your target audience is only a small proportion of your total reservations. The filters and their use are explained in the article Auto email filters.
Please note! An auto email is only sent to an already confirmed reservation. Reservations in option or those still in the booking process will never receive auto emails.