This function allows you to send automated “pre” and “post” stay emails to your guests based on date driven events such as, check-in or check-out date. Auto Letters is used in conjunction with the LETTERS Function to set an automatic trigger to email guests the Letters you have already created.
Auto Letters can be created for Group Bookings, Individual Bookings or Guest records 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.To setup a Letter go to Creating Custom Letters
In this section
Please see the instructions below to set up and use Auto Letters.
Set up Auto Letters: Go to SETUP|PARAMETERS| AUTO LETTERS
- Click ADD to create a new Auto Letter.
- Choose “Event” from the drop down menu. (Note: Events are date driven events that are set based on individual, guest or group booking data).
- There are 7 Events to choose from, and you can make one Letter for each Event type (though you don't need a Letter for each Event type). If you already have an Online Confirmation letter, for example, then that Event type won't show in the drop-down list when adding NEW. More than one Letter for a single Event type causes confusion.
- Online Booking Confirmation: (Individual Type ) based on the booking date for online bookings from your website
- Booking Check-in - (Individual Type) based on individual check-in date for all bookings.
- Booking Check-out: (Individual Type) based on individual check-out date for all bookings.
- Online Group Confirmation – (Group Type) based on the group booking date for online bookings from your website.
- Group Commerce (Group Type) – Arrival date of Group Booking
- Group Finish (Group Type) - Departure date of Group Booking
- Birthday: (Guest Type) based on DOB field on the guest record.
- There are 7 Events to choose from, and you can make one Letter for each Event type (though you don't need a Letter for each Event type). If you already have an Online Confirmation letter, for example, then that Event type won't show in the drop-down list when adding NEW. More than one Letter for a single Event type causes confusion.
- After choosing the “Event”, you will be prompted to choose the following fields:Click SAVE and your Auto Letter will appear in the list.
- Letter: Choose your Letter. (Note: you will only see the types of Letters that are available for the type of Event)
- Days: Choose the number of days before or after the Event you want to automatically send emails. For example or 3 days after check-out)
- Timing: Choose whether the email is sent before or after the Event.
- Before (I.e. 2 days before Check-in)
- After (I.e. 3 days after check-out)
- Notes:
Your Auto Letter has now been created and will automatically send emails based on your settings!
Here are some examples of how you can use Auto Letters:
- Send a guest a discount code for their birthday.
- Send prearrival 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.
Related Articles
To send a Group Letter, go to the Group Booking Details and the Letters Tab. See Group Letters
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