Getting Started with Auto Letters

This function allows you to send automated “pre” and “post” stay emails to your guests based on date-driven events such as check-in or check-out dates. Auto Letters is used in conjunction with the LETTERS Function to set an automatic trigger to email guests the Letters you have already created.

Auto Letters can be created for Group Bookings, Individual Bookings, or Guest records based on the Letter Type assigned to the Letter. Once the Letter is created and assigned a Letter Type, then the Auto Letter function can be applied and you can automatically send emails to your guests. To set up a Letter go to Creating Custom Letters

Please see the instructions below to set up and use Auto Letters.

Set up Auto Letters: Go to SETUP|PARAMETERS| AUTO LETTERS

1. Click ADD to create a new Auto Letter.
2. Choose “Event” from the drop-down menu. (Note: Events are date-driven events that are set based on individual, guest, or group booking data).
   • There are 7 Events to choose from:
     1. Online Booking Confirmation: (Individual Type ) based on the booking date for online bookings from your website
     2. Booking Check-in - (Individual Type) based on individual check-in date for all bookings.
     3. Booking Check-out: (Individual Type) based on individual check-out date for all bookings.
     4. Online Group Confirmation – (Group Type) based on the group booking date for online bookings from your website.
     5. Group Commerce (Group Type) – Arrival date of Group Booking
     6. Group Finish (Group Type) - Departure date of Group Booking
     7. Birthday: (Guest Type) based on the DOB field on the guest record.
     8. Agent: sent to a Travel Agent when booked via the Agents Area.
     9. Owner: sent to an Owner when booked via any channel, including the Owner's Area.
     10. SMS; send a unique SMS Letter based on the booking details.
3. After choosing the “Event,” you will be prompted to select the following fields: Click SAVE, and your Auto Letter will appear in the list.
   • Letter: Choose your Letter. (Note: you will only see the types of Letters that are available for the type of Event)
   • Days: Choose the number of days before or after the Event you want to send emails automatically. For example 3 days after check-out)
   • Timing: Choose whether the email is sent before or after the Event.
     • Before (I.e. 2 days before Check-in)
     • After (I.e. 3 days after check-out)
   • Notes: 

   • Check-in and check-out Events 

     1. Choosing a 0 or 1 for the timing of a booking check-in letter will have these effects.
        1. 0 days before Booking check in -  Queued at midnight on day of arrival
           1 day before Booking check in - Queued at midnight 1 day before arrival
           0 days after Booking check in -  Queued at midnight on day of arrival
           1 day after Booking check in - Queued at midnight 1 day after arrival
     2. Choosing a 0 or 1 for the timing of a booking check-out letter will have these effects. 

        1. 0 days before Booking check out - Queued at midnight on day of departure
           1 day before Booking check out - Queued at midnight 1 day before departure
           0 days after Booking check out - Queued at midnight on day of departure
           1 day after Booking check out - Queued at midnight 1 day after departure

     3. Group Events
        1. The same 0 and 1 timing effects happen with the auto letter events as happens with the Check-in and Check-out events but all dates are based on the group master dates and not individual booking dates that are part of the Group
     4. Booking Made events
        1. This is solely for 1+ days after. A setting of 0 days after will not work and any "before" day timing will not work. 

Your Auto Letter has now been created and will automatically send emails based on your settings!

Here are some examples of how you can use Auto Letters:

• Send a guest a discount code for their birthday.
• Send pre-arrival information
• Marketing promotions to guests by month or season
• Send information on packages to guests to stay on special occasions and holidays.

Related Articles

Create Custom Letters

Edit Custom Letters