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.