Email Schedules User Guide

1. Introduction to Email Schedules

Email Schedules allow you to automate the sending of emails based on specific events in the reservation process. This section guides you on how to set up and manage these automated email communications.

2. Managing Email Schedules

2.1. Schedule List

The primary page displays a list of all email schedules that have been added to the system.

2.2. Editing a Schedule

Click on the title of a schedule to access and modify its settings options.

2.3. Adding a New Schedule

Click the “Add Schedule” link to create a new email schedule.

2.4. Managing the Queue

Click “Manage Queue” to add or remove email templates from the queue for all upcoming reservations.

2.4.1. Manage Queue Tool

This tool allows you to perform bulk actions on the email queue.

1. Select a Template: First, choose the email template you want to add or remove.
2. Add or Remove: The system will then ask if you want to “Add” or “Remove” this template from the queue.
   • Adding: If you choose to “Add”, the next step will prompt you to select when the email should be sent (number of days before or after the reservation’s first or last night) using a dropdown menu. You will also configure the default To, CC, BCC, Reply-To, and From addresses for this queued email. Finally, you will confirm your selections, and the system will indicate the number of upcoming reservations the template will be added to.
   • Removing: If you choose to “Remove”, the system will ask you to confirm your selection and will display the number of emails that will be removed from the queue.

3. Email Schedule Settings

When creating or editing an email schedule, you will configure the following settings:

3.1. Triggering Events

There are five different events that can trigger an email to be sent based on this schedule:

1. Reservation Request: Note: Emails set to be sent immediately upon a reservation request are not automatically sent for internally created reservations.
2. Payment Made
3. Payment Due
4. Reservation First Day: Offers timing options to send X number of days before or after this date.
5. Reservation Last Day: Offers timing options to send X number of days before or after this date.

3.2. Email Template and Default Addresses

For each triggering event, you can:

• Select an email template to be sent using a dropdown menu.
• Configure the default To, CC, BCC, Reply-To, and From email addresses for emails triggered by this event.
• Set the timing of when the message should be sent (e.g., immediately, X number of days before/after the event).

3.3. Use for Internal Reservations

Set “Use for internal reservations” to “Yes” if you want this email schedule to place emails in the queue for reservations entered manually in the reservation manager. Note: The “Reservation Request” trigger event is not used for manually created reservations; instead, manually send the confirmation email when creating the reservation.

3.4. Advanced Settings – Property Scope

Use the advanced settings to select which specific property should use this email schedule. Important: Ensure “Use internal” is set to “No” for all email schedules for the event settings to function correctly at the property level.

3.5. Room/Unit Specific Schedules

Note: An email schedule can also be set in the room/unit section. If an email schedule is linked to a specific room or unit, that schedule will be used for internally created reservations involving that room/unit, overriding the schedule set here at the property level.

3.6. Sort Order

Set the numerical sort order for this email schedule. This determines the order in which it appears in the system’s lists.

3.7. Assign to Reservation Pages

Use the checkboxes to select which reservation page(s) should use this email schedule. Reservations made through the checked pages will trigger emails according to the timing of the events configured in this schedule.

4. Saving and Deleting Email Schedules

4.1. Save Changes

Important: Be sure to click the blue “Save Changes” button after making any modifications to your email schedule.

4.2. Delete Email Schedule

If you need to delete an email schedule, the “Delete” link is located at the bottom of the email schedule settings page.

• What is the purpose of the email schedules section?
• Can I select only some of the triggering events?
• Can I set up an email schedule to be used for reservations I add through the Reservation Manager?

What is the purpose of the email schedules section?

The email schedules section is used to set up which and when emails are automatically sent. You can use automatic emails for things such as reminding guests that a payment is due, that they have an upcoming reservation, and to thank them for their stay.

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Can I select only some of the triggering events?

Yes. If You can select whichever triggering events you need.

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Can I set up an email schedule to be used for reservations I add through the Reservation Manager?

When editing an email schedule select Use Internal to set that email schedule as the scheduled to be used for reservations added from the Reservation Manager.

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