Instances where emails are sent from ResBook:
- When an online booking is made via your website.
- When an online request is made via your website.
- When the guest confirms a pending booking via a confirmation link sent to them in Adding a Reservation (Pending) Email template.
Depending on the status of the booking, the [Send Email] button will have different email templates made available for the ResBook user to send.
Here is an explanation of all email templates available within ResBook:
|
Email Template |
E-mail Purpose and Function |
|---|---|
Adding a Reservation (Pending) |
Email used to send out a secured payment link after creating the booking or accepting an online booking request. Guests can also confirm the booking during this stage. |
Adding a Reservation (Confirmed) |
Email used to confirm a booking once credit card details have been received. |
Agent Template |
Email sent to the agent about their booking. |
Amend a Reservation |
Email to notify the guest of any amendments made to dates, rates, name, country and email address. |
Cancelling/Declining a Reservation |
Email informing the guest that their booking has been cancelled or their booking request has been declined. |
Confirmation |
Email used to confirm a booking once credit card details have been received. |
Confirmation via quote |
Email sent to the guest after they have confirmed and inserted their credit card details. |
Express Confirmation |
Automatically sent to the guest after they have confirmed their booking via the confirmation link from the pending confirmation email template. (Automated Email) |
Financial Summary |
Provided that the stock unit is assigned under the Owner (through Contacts), this e-mail will be sent to the owner once the owner statement is generated. |
General |
An additional email for general use. |
Guest books online (Confirmed) |
Online booking made and an email is sent upon confirmation (instant bookings). (Automated Email) |
Guest books online (Request) |
Online booking made and the reply is sent for booking requests. (Automated Email) |
Housekeeping |
Email notifying the cleaners of a new booking. You must ensure you enter the email address of the cleaning company before it is sent. |
Invoice Email |
Email used to send out an invoice, as a PDF file, or as an Inline Text Document. It is necessary to select at least one of the two tags. |
Itinerary |
Email used to send out an Itinerary-styled email. |
Move Reservation |
Email assigning the guest to another room and informing the guest by email (does not work with Agent bookings). |
Owner |
Purposefully set up for Property managers to be notified when an owner adds a booking for their property (owner contact type needs to be used). |
Payment Confirmation (Manual) |
Email is sent manually to the guests once they have paid. |
Payment Confirmation (ResPay) |
Payment gateway is active: sends out a receipt to guests once their credit card has been charged (ResPay module must be active). |
Payment Request (ResPay) |
Payment gateway is active: sends out a secured link for guests to enter credit card details and pay immediately. (ResPay module must be active) |
Pending Confirmation |
Email used to send out a secured payment link after creating the booking or accepting an online booking request. Guests can also confirm the booking during this stage. |
Pre-Arrival |
Pre-Arrival email can be sent to confirmed guests manually or automatically, a set number of days before the guest arrives. (Automated Email Option) |
Quotes Template (Quotes) |
Email used when you are sending a quote to the customer (Quotes module must be active). |
Thanking Guest |
Email sent 2 days after guests depart the property. |
| Agent Statement | Email sent when a statement needs to be sent |
| Balance Due | When there is any outstanding balance against the booking then this can be sent (Manual and Automated Email Option) |
| Custom Templates (A, B, C, D, E, F, G) | These are the custom templates that can be customized according to the requirement, payment request links can also be used here to request payments for balance due |
| Guest information request | Email used to set additional information required to garb via form (see the article regarding this on how to setup) |
