Automated Emails

How to enable and configure the sending of Automated Emails

It is possible to setup RoomBoss to send Automated Emails to direct/portal/OTA guests using your own email templates.

Emails are sent based on user defined HTML templates and trigger events determine when they are sent. Where appropriate, emails can be sent with a number of days offset (i.e. 3 days before or after the trigger event).

If enabled, emails will be sent on the triggers for all packages which have an email address added for lead guest or vendor lead guest, and contain bookings where you are the Point of Sale.

Who is the Point of Sale of a booking?

The Point of Sale of a booking is the company who sells to the end user.

• If a guest books your accommodation via a travel agent then the agent is the Point of Sale for the accommodation.

• If the guest arrives and then books ski lessons with you then you are the Point of Sale for the ski lessons.

• If it concerns OTA bookings, You are the Point of Sale.

You can set emails to be sent on some or all of the following triggers on packages containing bookings where you are the Point of Sale:

• Direct / Portal enquiry made

• Book and Pay reservation made

• Unpaid invoice due date (-/+ve offset possible)

• Payment received

• Send Email button on the Edit A Booking page

• Start date of first booking in package (offset possible)

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

• Reservation cancelled

Please note that not all auto emails can be triggered by OTA bookings. See here for more information.

Emails can contain the guest's first and last names, Booking ID, a link to the guest intranet for the guest’s booking/enquiry and, in the case of departure date of master booking in package email, a link to the feedback form.