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Email Triggers

This page explains when each email trigger sends, and what conditions can prevent an email from being sent.

Trigger events​

Direct / Portal enquiry made​

  • Sent immediately when an enquiry is made via your website or a portal website.
  • Not sent when the enquiry is created inside your account.
  • Not sent when the enquiry is created inside an agent account.

Book and Pay reservation made​

  • Sent immediately when a Book and Pay reservation is made via your website or a portal website.
  • Not sent when the reservation is made inside your account.
  • Not sent when the reservation is made inside an agent account.

Payment received​

  • Sent immediately when payment is received via a payment gateway (PayPal, Zenryo, Square, Stripe, etc) on any package that contains a direct, active, or cancelled request or reservation.
  • Not sent when payment is registered manually inside your account.
  • Recommendation: if you enable this email, consider disabling the Check payment and contact guest task on the Edit Account Details page to avoid double handling.

Send Email button on the Edit A Booking page​

  • Sent immediately when the Send Email button on the Edit A Booking page is clicked.
  • Only available for packages containing bookings for your own products where you are the Point of Sale.

Unpaid invoice due date (1st, 2nd, 3rd)​

  • Sent at 15:00 UTC (00:00 JST) on the scheduled day (based on the offset).
  • Includes(each can be set with different offset days):
    • Unpaid invoice due date (1st email)
    • Unpaid invoice due date (2nd email)
    • Unpaid invoice due date (3rd email)
  • Not sent for invoices on packages with no active bookings.

Start date emails (x days before start date 1st, 2nd, 3rd)​

  • Sent at 15:00 UTC (00:00 JST) on the scheduled day (based on the offset).
  • Includes:
    • Send email x days before start date of first booking where you are Point of Sale in package
    • Send 2nd email x days before start date of first booking where you are Point of Sale in package
    • Send 3rd email x days before start date of first booking where you are Point of Sale in package
  • Only applicable to bookings where you are the Point of Sale.

Departure date of last booking in package (offset possible)​

  • Sent at 15:00 UTC (00:00 JST) on the scheduled day (based on the offset).
  • Only applicable to bookings where you are the Point of Sale.

Reservation is cancelled​

  • Sent immediately when you cancel an accommodation reservation (not a Request or Internal Request) in a package containing accommodation.
  • Sent immediately when you cancel the last reservation (not a Request or Internal Request) where you are the Point of Sale in a package that does not contain accommodation.
  • Not sent for bookings with a check out date in the past.
  • Not sent when a third party vendor booking is cancelled by the vendor.

Notes on automated emailing​

  • The email address associated with your RoomBoss account is BCC’d on all emails sent on your behalf.
  • The Reply To address for all emails sent on your behalf is the email address associated with your RoomBoss account.
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OTA bookings

If the relevant trigger is enabled and a template exists, emails will be sent for OTA bookings as well.

The only exceptions are:

  • Direct / Portal enquiry made
  • Book and Pay reservation made

These two triggers are for direct bookings only.