You can automate some of your guest communication by setting up a list of automated templates. Each message is sent automatically by the system once the action is triggered.
The information in the email body will be retrieved from the property or reservation pages (eg. property access, parking location, etc.) thanks to variables.
List of templates
Trigger |
When it will be sent |
|
CONFIRMED
|
Once the reservation is confirmed |
|
REMINDER
|
4 days and 2 days before the arrival date if the guest hasn't submitted the pre-checkin form yet |
|
CHECKIN
|
48h before guest arrival if a check-in agent (excluding properties in self check-in mode) is assigned to the check-in mission and the arrival time set |
|
SELF_CHECK_IN
|
48h before guest arrival (for properties in self check-in mode) if the reservation is paid, arrival time is set and UserAgent/Check-in Self is assigned on check-in mission (customizable number of days from 5 days to arrival day). Template generated every half hour at half past. |
|
ARRIVAL
|
After the check-in agent has validated the mission in the missions app and marked it completed or by changing the status from not arrived to arrived in the check-in dashboard |
|
DEPARTURE
|
24h before guest departure |
|
SINGLENIGHT
|
It replaces the ARRIVAL and DEPARTURE triggers when the length of stay is equal to 1 night. After the check-in agent has validated the mission in the missions app and marked it completed or by changing the status from not arrived to arrived in the check-in dashboard |
|
DEPOSIT_REQUEST
|
7 days before guest arrival (can be changed to 14 days) : the template is generated every 20 minutes. |
|
DEPOSIT_REQUEST_REMINDER
|
First reminder sent 24h after the Security Deposit is generated (if still unpaid) Then, daily reminders are sent until the Security Deposit is paid |
|
REVIEW_REMINDER
|
24h after guest departure |
|
REVIEW_CHASER
|
Between 1 and 13 days after guest departure, if guest did not left a review yet, is not blacklisted, guest mood = good and no ticket linked to the reservation |
|
GUEST_CONTRACT_CREATION
|
Once the reservation is confirmed |
|
GUEST_CONTRACT_MODIFICATION
|
When the reservation are modified |
|
GUEST_CONTRACT_CANCELLATION
|
When the reservation is cancelled |
|
GUEST_REGISTRATION_NOT_FILLED_REMINDER
|
1 week before arrival date if pre check-in form is filled but guest registration form is not filled |
|
GUEST_REGISTRATION_NOT_FILLED
|
3 days before arrival date if pre check-in form is filled but guest registration form is not filled |
| MIDTERM_PAYMENT | Sent in accordance to due payment date set up at Office level. Trigger time is customizable |
|
MIDTERM_PAYMENT_REMINDER
|
Sent in accordance to Office rules if payment not completed until due date |
|
SEND_CITY_TAX_PAYMENT_LINK
|
Once the reservation is confirmed |
|
SEND_CITY_TAX_PAYMENT_LINK_REMINDER
|
3 days before check-in if the city tax is not paid yet |
|
STAY_EXTENSION_CONFIRMATION
|
Once the extension is created |
|
STAY_EXTENSION_PAYMENT_LINK
|
Once the extension is created, a payment link is generated and sent |
|
ACCESS_CODE_UPDATED
|
Sent only for cases when the self check in instructions was already sent, and the code was updated. |
|
|
Will only be sent if the mission is done during guest stay. It is sent to the guest between 24 and 48 hours before the start of the mission. |
|
GET_READY |
Sent 1 day after CONFIRMED ( if the SCI or CI template was not sent and is not last minute reservation) |
|
GUEST_CANCELLATION_ CONFIRMATION |
Once the reservation has been CANCELLED on RentalReady and user as selected to notify Guest |