Email Templates

Using Email Templates | ResBook

Using Email Templates

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. 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 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.

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