Using Email Templates

Instances where e-mails are sent from ResBook:

  • When an online booking is made via your website.
  • When you enter a booking in the ResBook calendar.

Depending on the status of the booking, the 'Send e-mail' button will have different e-mail templates made available for the ResBook user to send.

Here is an explanation of all e-mail template functions within ResBook, describing the purpose and its use:

E-mail Template

E-mail Purpose and Function

Adding a Reservations (Pending)

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)

Used to confirm a booking after credit card details have been collected.

Agent Template

Email is sent to the agent about their booking.

Amend a Reservation E-mail to notify the guest of any amendments made to dates, rates, name, country and e-mail address.
Cancelling/Declining a Reservation Informing the guest that their booking has been cancelled or their booking request has been declined.
Confirmation Used to confirm a booking after credit card details have been collected.
Confirmation via quote E-mail is sent to the guest after they have confirmed and inserted their credit card details.
Deposit Reports (Currently Unavalible).
Express Confirmation Automatically sent to the guest after they have confirmed their booking via the confirmation link from the pending confirmation email template.
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 E-mail can be sent manually and is for general use.
Guest books online (Confirmed) Online booking made and e-mail sent upon confirmation (instant bookings).
Guest books online (Request) Online booking made and reply is sent for booking requests.
Housekeeping To notify the cleaners of a new booking. Enter in the e-mail address of the cleaning company before sending.
Invoice Email E-mail 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 Used to send out an Itinerary-styled email.
Move Reservation Assigning the guest to another room and informing the guest by e-mail.
Owner Purposefully set up for Owners if the owners of a property has logged.
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 is charged.
Payment Request (ResPay) Payment gateway is active: sends out a secured link for guests to enter cc details and pay immediately.
Pending Confirmation 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.
Arrival Instructions - 'Read Through' Pre-arrival e-mail can be sent manually whenever the ResBook user decides to before guest arrives.
Quotes Template Used when you are sending a quote to the customer.
Thanking Guest Welcome home mail: sent 2 days after guests departs the property.

 

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