Notes on Email Triggers

Explanation of email trigger events

Direct / Portal enquiry made

  • Email is sent immediately when an enquiry is made via your website or a portal website

  • Email is not sent when request is made inside your account

  • Email is not sent when request is made inside an agent account

Book and Pay reservation made

  • Email is sent immediately when a Book and Pay reservation is made via your website or a portal website

  • Email is not sent when reservation is made inside your account

  • Email is not sent when reservation is made inside an agent account

Payment received

  • Email is sent immediately when payment is received on any package containing direct, active or cancelled, request or reservation by payment gateway (Paypal, Zenryo, Square, Stripe, etc)

  • Email is not sent when payment is registered manually inside your account

  • We recommend disabling the Check payment and contact guest task if sending this email, this can be done on the Edit Account Details page

Send Email button on the Edit A Booking page

  • Email is sent immediately when the Send Email button on the Edit A Booking page is clicked

  • It is only possible to send this email on packages containing bookings for your own products where you are the Point of Sale

Unpaid invoice due date

  • Email is sent at 15:00 UTC (00:00 JST) on the day it is scheduled (based on the offset)

  • Email is not sent for invoices on packages with no active bookings

Start date of first booking where you are point of sale in package (offset possible)

  • Email is sent at 15:00 UTC (00:00 JST) on the day it is scheduled (based on the offset)

  • Only applicable to bookings where you are the Point of Sale

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

  • Email is sent at 15:00 UTC (00:00 JST) on the day it is scheduled (based on the offset)

  • Only applicable to bookings where you are the Point of Sale

Reservation is cancelled

  • Email is sent immediately when you cancel the the accommodation reservation (not a Request or Internal Request) in a package containing accommodation

  • Email is 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 an accommodation booking.

  • Email is not sent for bookings where check out in the past

  • Email is not sent where you have a booking with a 3rd party vendor and the vendor cancels the booking

Notes on Automated Emailing

  • The email address associated with your RoomBoss account will be bcc'ed 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

Only the following automated emails can be triggered by OTA bookings, assuming the relevant setting is enabled and templates exist.

  • Send email x days before start date of master booking in package.

  • Send 2nd email x days before start date of master booking in package.

  • Send email x days after departure date of last booking in package.

  • Reservation cancelled email

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