The Auto Letters function allows you to send automated “pre” and “post” stay emails and/or SMS Messages (subscription required) to your guests based on date driven events such as, check-in, date booked, or check-out.
The Auto Letters function is used in the Self Check-in and eSign Digital Signature process- these Auto Letters are set as Default Letters in the Default Letters Tab. Self Check-in | Default Letters
The actual Letter that the Auto Letters sends are created in the Letters Tab. Therefore, you must first create a Letter and then select it for the Auto Letter event. Add or Edit Letters | Add Group Letters | Add or Edit SMS Letters.
Auto Letters can be created for Group Bookings, Individual Bookings, Guest records, SMS, Incident Reports etc based on the Letter Type assigned to the Letter. Once the Letter is created and assigned a Letter Type, then the Auto Letter function can be applied and you can automatically send emails to your guests.
What time are Auto Letters sent? Emails that meet the requirements setup are sent once per day just after midnight of the 'property time' (time zone being important) because an email Specific times that Letters (emails are often sent at different times than SMS messages, for example) are set in your Settings area. Note that the time chosen is in the time zone of your property. Email being received late at night bothers no one. SMS' sent as part of Auto Letters are 'qued' to should go out at after 7:30 am the time zone of the property, to avoid being rude and awakening someone with a text message alert. Note that Auto Letters associated with the Self Check-in process are able to be set per property - some believe it's best in the morning to prepare the Guest for their Self Checkin process (say 8 am); others believe it's best to send them out at their default 'arrival time', say 3 pm. A property participating in the Self Checkin process can choose separate times for emails than SMS notices in General Settings.
Here are some examples of how you can use Auto Letters:
- Send a guest a discount code for their birthday.
- Send pre-arrival information, say 3 days prior to check-in.
- Send a 'Review us on TripAdvisor' 2 days after check-out.
- Send detailed group instructions 1 week prior to your group arrivals.