Scheduling Emails

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Email scheduling is a feature that allows properties to send emails to the guest based on a specific schedule. Currently myfrontdesk provides 2 main schedule options: based on specific number of days before or after arrival or departure and based on reservation status changes

How to create a Schedule for Email

To access the feature, follow these steps:

1. In the Configuration menu on the left, scroll down to Email Configuration and press 'Email Scheduling'

2. Create Email Schedule:

3. Give a name to your Email Schedule

4. Select Email Template from the Email Templates manually created by the property (see the section below 'How to create an Email Template for Schedule' below for detailed information)

5. Choose when to send email:

  • Specific number of days before or after arrival or departure
  • When a reservation status changes

6. Advanced options: Choose specific sources (emails will be scheduled for specific sources only) or dates you prefer the emails to be sent out automatically

If a user does not select “Send email template only for specified sources” then the email will go out to all sources. Starting from mid-February 2018 this will also include reservations from channels connected through myallocator (Cloudbeds channel manager).

7. Create Schedule

Currently, only new custom email templates can be scheduled. Pre-existing (default) email templates can't be added to a schedule.

How to create an Email Template for Schedule

You may only apply a schedule to manually created templates (not the email created in system by default: Reservation Confirmed, Canceled, Pending Confirmation, Invoice, Folio).

To create a template to be sent out to the guests automatically in the future, follow these steps:

1. Navigate to Email Configuration -> Email Templates

2. Press 'Create Template'

This section has the following options:

3. Language-specific templates

4. An email that the guests will see as the sender's address

5. An email to which reply will be sent if guest chooses to reply

6. CC and BCC list options

 

7. Choose Subject

8. Upload attachments

9. Choose content type

10. Choose pre-styled designs or create a custom design through HTML

11. Enter and customize your email

12. Save changes

You may find more detailed information about Email Templates in this article - Email Templates

Things to Note:

1. SENDING EMAILS TO SPECIFIED SOURCES

If a user does not select “Send email template only for specified sources” then the email will automatically go out to all reservation from all sources including reservations from channels connected (booking.com, Expedia, Agoda etc).

2. WHAT IF SCHEDULE CONDITIONS ARE NOT MET?

EXAMPLE 1: I create a schedule to send welcome email 2 days before check-in.

HOW IT WORKS: Today is 28 Feb. New booking has come in with check in date 1 March. Welcome email won't be scheduled for this booking, as 2 days before checkin for this booking is 27 Feb which has already passed.

If booking comes with checkin date 3 March - email will be scheduled, as 2 days before checkin is 1 March which is in the future.

EXAMPLE 2: I create schedule to send email 0 days after checkout at 12.00 pm.

HOW IT WORKS: Today is 28 Feb, booking's checkout day is 28 Feb. If I check out the guest at 12.05 pm - the email won't be scheduled. If I check out the guest at 11.59 am - email will be scheduled.

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