Templates for messages can be created and managed under Settings in the corresponding section. Any number of templates can be created for mails.
Placeholders for the data fields (for booking number, guest contact details, booking data, etc.) can be selected via the menu and inserted into the message template:
Each template applies to the assigned properties, so individual templates can be defined for each property.
Messages from a template can also be sent automatically as an option; the trigger must then be defined accordingly, e.g:
- Trigger: Arrival -5 days -> Mail is sent automatically 5 days before arrival
- Trigger: Departure 3 days -> Mail is sent automatically 3 days after departure
- Trigger: cancelled 0 days -> Mail is sent automatically as soon as the booking is cancelled
- Trigger: Requested via booking form 0 days -> Mail is sent automatically as soon as a booking request is received via a form
Additional details and conditions can be defined for sending automatic messages:
- The Recipient of the message is the guest by default. The email address stored in the guest’s contact details is then used to send the message.
Alternatively, a service provider can also be defined as the recipient. - Send automated mail only if the booking status is “booked” – If this function is activated, automatic messages for the template are only sent if the booking has the status booked.
- Send automated mail only if the booking status is “requested” – If this function is activated, automatic messages from the template are only sent if the booking still has the requested status.
- Send automated mail only if the booking is not yet fully paid – This can be used to send automatic reminders for payments. If this function is activated, automatic messages from the template are only sent if the booking has not yet been paid in full.
If a booking is created or confirmed at such short notice that the defined dispatch time of an automatic message has already been exceeded, this message is no longer sent by the system. The message must then be sent manually.
Attachments for messages
Attachments can be added to the message templates. This function is intended for sending standard documents such as contract conditions, forms, route sketches etc. to guests. The management of attachments can also be found in the settings.
Attachments must first be uploaded in the corresponding section of the settings and can then be added to the message templates and also individual messages in a booking.
Changes to templates
Changes to a template take effect immediately for all current and future bookings. New automated messages also take effect for existing bookings, if the date for sending has not yet been exceeded.
Notes on placeholders for data fields
Placeholders for the data fields can be selected via the menu and inserted into the message (screenshot above). Notes on some placeholders:
- Remaining payment refers to the status of payments received (outstanding balance = total gross amount – total payments). This placeholder is also available including deposit.
- Final payment refers to the specified down payment (final payment = total gross amount – down payment). This is independent of the status of incoming payments and corresponds to the typical payment processing of a deposit at the time of booking and a final payment before arrival. This placeholder is also available including a deposit.
- The placeholders Rent from pricing (gross) and Additional services (gross) can only be used with a pricing model. This allows you to specify what share of the total price is for the rent and what share is for additional services.