Email Templates can be used to send a sales/marketing email to individual customers. Additionally, the template can be set up to automatically send sales/marketing emails to all customers who meet predefined criteria (e.g. 7 days before check-in).
Important note:
To use the Email Automation feature, the Itinerary feature must also be used. Automated emails are triggered based on itinerary details, so an itinerary needs to be created for the automation to function properly.
The Email Templates and Email Automations are available in the More section on the left hand-side menu under Marketing.
How to set it up
To create an email automation click on New Email Automation.
Then, complete the required fields.
Automation name: Enter the email automation name.
Note: For internal use only.
Select email template to send: Select from the available options the email template to be sent using this email automation.
Status: Activate the status so that the email automation can be applied.
Sending Trigger
Create the sending “trigger” by selecting the necessary criteria.
First select one of the available options and then set the time frame in days, hours or minutes for which the selected option will be applied to:
Before check-in date: The email will be sent according to the specified number of days, hours, or minutes before the check-in date.
After check-in date: The email will be sent according to the specified number of days, hours, or minutes after the check-in date.
Before check-out date: The email will be sent according to the specified number of days, hours, or minutes before the check-out date.
After check-out date: The email will be sent according to the specified number of days, hours, or minutes after the check-out date.
At created date: The email will be sent immediately when the itinerary is created.
After created date: The email will be sent according to the specified number of days, hours, or minutes after the itinerary is created.
Example: If “Before check-in date” has been selected and 7 days is entered, then customers will receive the associated email template exactly 7 days prior to their check-in date.
Important note:
The exact time that the email will be sent depends on the time that has been set on the time fields on the itinerary. In the above example, if the arrival time field in the itinerary is 2PM, the email will be sent out at 2PM seven days before the check-in date.
Additional conditions that can be applied
Select up to three additional condition(s) that must be met for the email automation to be triggered within the specified time frame:
Reservation on specific unit(s): The associated email template will be sent at the specified time frame when a reservation has been made for the selected unit(s).
Reservation status: The associated email template will be sent at the specified time frame based on the selected reservation status.
Itinerary status: The associated email template will be sent at the specified time frame based on the selected itinerary status.
Example: If “Reservation status” is selected along with the “Confirmed” status, the associated email template will be sent at the specified time frame only when the status of the reservation is “Confirmed”.
Note: Click on the Apply retroactively icon in order to apply the email automation retroactively to existing trips. This action will impact all relevant trips that have been created in the past.
Tracking automated email templates
To track scheduled automated emails, proceed to the Itineraries section in the left- hand side menu, select an itinerary and then navigate to the Activity tab.
Notes:
The Delivery Status of the email template(s) is indicated in the respective column, showing whether the email template has been sent or is scheduled to be sent.
The Unenroll option within the Actions button can be used if an email template should not be sent to a specific customer.
Click on the following links to learn:
* The Email Automation is an add-on feature. In order to become available on your account, please contact your Customer Success Manager.