Automatic Email Marketing Setup for Reservations

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Overview

Marketing Emails can be set up to automatically send out to arriving and departed reservations. There are two options for Email Marketing:

- Before Reservation Check-In

- After Reservation Check-Out

These emails are sent once a day.

Prerequisites

  • Access to the system's Admin tab
  • Understanding of reservation timelines

Steps

Setting up Marketing Email

Configuration settings for sending Marketing Emails:

- Before Reservation: Local Business Day + # of Days (Today's Date + #) = If a reservation is due to arrive on the calculated before day, the Before Reservation email will be sent.

- After Reservation: Check-Out Date + # of Days = If a reservation has been checked out for the number of days set, the After Reservation email will be sent. Note: Reservation must be set to Checked Out.

To access Marketing Email:

- Click Menu

- Click Admin tab

- Click System Label Manager

- Expand Marketing on the left to select either Before Reservation or After Reservation.

Configuring the Email

  • After selecting the Marketing Email option, click Add
  • Label: Enter a label/name for the email for easy identification
  • Day(s): Enter the number of days to trigger the email (as per the configuration)
  • Subject: Enter the Email Subject Line to appear on the Email
  • Email Body: Enter the body of information to display within the Email. You can input your Business logo, “Smiley's”, Web page links
  • Wildcards: Wildcards are available to enter into the email body, which will input the related information
  • Select the Unit Types on the left that the email is associated with

Wild Card Glossary

RezExpert Wild Cards and their meanings:

- Rez_Balance_Due: Current Balance of Reservation

- Rez_Charges: Charges associated with Reservation

- Rez_Check_Out_Date: Reservation Check Out Date

- Rez_Comments1: Client Comments entered at time of booking (Online Reservations)

- Rez_Comments2: Comments entered into the reservation by Employees. Note: Be careful when using this Wildcard, as it will display the comments entered in by Staff

- Rez_Create_Time: When the Reservation was made

- Rez_Deposit_Policy: Deposit Policy assigned to the reservation

- Rez_Deposits: Deposit payment amounts made

- Rez_Discount: Amount that has been discounted off the reservation

- Rez_Number: Reservation Number

- Rez_Number_Of_Nights: Length of reservation

- Rez_Number_Of_People: Number of Occupants entered in the reservation

- Rez_Number_Of_Pets: Number of Pets entered in the reservation

- Rez_Open_Date: Check-In date of reservation

- Rez_Payments: Payments made to the reservation (that are not Deposits)

- Rez_Rate_Per_Night: Daily Rate of the reservation (Accrual Businesses only)

- Rez_Refund_Payment: Payment amount refunded at time of cancellation

- Rez_Total_Tax: Total amount of Tax associated with the reservation

- Rez_Unit_Label: Assigned Unit to the reservation

- Rez_Unit_Type_Label: Assigned Unit Type to the reservation

If you require more Wild Cards, please contact us.

Click Here for the Full Wildcard Glossary.

Troubleshooting

Setup Example

Email Example