1. Go to 'Administration>Guest Message' and click 'New' (or copy an existing message).



2. Fill in fields:

For email templates that you can send manually from the reservation:

Type Select 'email'.

Trigger Select 'on confirmation'.

Recepient Select which email-adress the mail should be sent to.

Control Select 'Manually'.

Condition Select Unconditional.

Priority Select 'Normal'.

Vary for (Optional) if you want to have different content depending on the Target group of the reservation you can add more template variants here.

Attachment Select if something should be automatically attached to the email. The options are: 

-Nothing

-All reservation receipts: attaches all receipts that exists in the reservation

-All reservation invoices: attaches all invoices that exists in the reservation

-Pdf copy of the message: generates a pdf with the same content as the mail and attach that pdf to the mail

-Prompt receipt or invoices: allows you to select which invoices and/or receipts you want to attach, this option is only available for manually sent mails.

Attach custom file (Optional) click the attachment icon to attach any file, this file will be attached to the mail.

Carbon copy (Optional) add a different carbon copy adress for the mail.

After/before Relates to automatic sending so these fields are skipped.

Options:

  • Multiple deliveries Usually this should be checked. If unchecked it will forbid system to send more then one mail to the same customer.
  • Fail if no recipient Usually this should be checked. If checked the system will generate an alert in case the mail could not be sent.
  • Lock room on send Usually this should be not checked. If checked the room will be locked after the mail is sent, for example if you send out keycode of a room to a guest the room should not be switched after this mail is sent.
From (Optional) select a different sender adress for the mail. This field is only visible if you have more then one sender adress configured.
Name The name of the mail template, this will be visible in the Guest message drop down in the reservation when you select which mail template to use.


For email templates that are sent automatically from the system.

Same as for Manually sent messages above except for:

Trigger This is the event that triggers when the mail should be sent.

See avaible options here.

Control Select 'Automatically' or 'either Automatically or Manually'.

Condition This is the condition that determines for which reservations the mail should be used.

See available conditions here.

Priority If the conditions of several mail templates apply for a reservation only the mail with the highest priority will be sent. 

Example: 

You have two Confirmation mails,

one with condition: true (unconditional) and priority: normal 

and the second one with condition: offercode=OFFER1 and priority: high

If a reservation is booked with code OFFER1 the second mail will be sent but for all other reservations the first will be used.

After/before Add times if you want to restrict when the message will be sent, for example you probably don't want to send sms during the night.


3. Fill in content of the mail:

Subject: this will be the subject of the mail.

Fill in content of the mail in the editor. You can insert information from the reservation using placeholders, you will find all available placeholders if you click 'Insert placeholder' in the top row of the editor. See available placeholders here.

If you have more then one language enabled click the different languages to enter translations of the mails.


5. Click 'Save' in top right corner to save your template.


Related articles:

Guest Messages: Placeholders

Guest Messages: Triggers

Guest Messages: Conditions

Add an image to Guest Messages

Guest Messages: Attach a file to a mail template

Guest Messages: Create Payment link mail template