Skip to main content

Email Rules

How to Set Up Email Rules

Ilaria Lanni avatar
Written by Ilaria Lanni
Updated over 6 years ago

Email rules is the tool that enables you to send automatic emails outside the sphere of any folio activity (reservation confirmation, check-in, check-out, and cancellation). Unlike Automated Emails where those emails are triggered by some change in the status of a reservation folio, Email Rules do not have any constraint in terms of the time at which the email is sent: you simply set the condition yourself! This comes in useful when you want to send a reminder to your guests for their upcoming arrival or at times when you want to send a “thank you” message to your guests after their stay.

  • In the Admin Settings, click on the link Email Rules under section General:

  • Start by clicking on the blue button Add:

  • You will be prompted to fill in some fields:

Title: the Title field will appear as the email subject of the message.
Status: the Status checkbox controls whether the email rule is active or not.
CC Email Addresses: you can insert this field if you want to have a copy of each message that gets sent. Note that you can enter multiple addresses, just make sure to have them separated by one coma.
Trigger: this is how you decide when to send the message. You will see three drop down menus, you will simply need to make your selection.
Messages: this is where you decide which message you want to include in the email: the list of messages will reflect the templates that you have currently active.
Room Type & Rates: emails to be sent are individuated on a rate level: for each room type, select the rate/s you want the rule to include. For example, if you check the box King, the email will be sent only to those folios to which this particular rate is assigned.

  • When finished, click on the blue button Save at the bottom of the page.

Did this answer your question?