Article Summary: This tutorial explains how to effectively edit and automate your pre-stay emails within Reservit Accommodation. You will learn how to schedule the exact delivery time, personalize the message content using dynamic tags, and manage recipient settings for your pre-arrival communications. Customizing these automated messages ensures your guests receive all essential check-in details right before they arrive, significantly enhancing their overall experience and reducing front-desk inquiries.
The 5 key steps to edit your pre-stay emails:
-
Access Email Settings: Navigate to the "Management of my property" menu, select "Configuring my emails," and open the "Client Stay Emails" section.
-
Schedule the Delivery: Choose how many days in advance and at what specific time the pre-arrival email should be automatically triggered.
-
Configure Recipients and Subject: Add any desired CC or BCC addresses for your internal records, and personalize your email subject line using dynamic tags like the guest's name.
-
Customize the Content: Use the text editor or an HTML import to format your message, add images, insert personalized tags, and attach essential pre-arrival documents.
-
Preview and Enable: Click the eye icon to preview your finalized layout, toggle the email delivery status to active, and click "Save" to automate your campaign.
Why follow this guide? Automating and personalizing your pre-stay emails guarantees that every guest receives crucial arrival instructions on time, completely eliminating the need for repetitive manual outreach. This guide saves you valuable administrative time and helps prevent check-in confusion, ensuring a seamless and welcoming start to your guests' stay.
Which reservations receive it: the pre-stay email is sent for your direct reservations (confirmed, accepted options or confirmed awaiting payment). A reservation made after the chosen delay receives the email as soon as it is created. Guests who booked through Booking.com, Expedia or Airbnb do not receive it: why, and what to do.
Alert: If you're not comfortable with e-mail editing involving the use of tags, we offer the Reservit Premium service. We can then configure your e-mail for you.
1. Click "Management of my property" then "Configuring my emails" and ''Client Stay Emails''
2. Click Email before stay to edit it.
3. "Add Cc recipients" enables you to copy the customer's pre-stay email to the email address of your choice. Please note that the client can see this address when they receive the email.
4. ''Add Bcc recipients'' lets you copy one or more e-mail addresses of your choice into the customer's pre-stay email. This address will not be visible to the client upon receipt of the e-mail.
5. Choose the number of days in advance of the customer's arrival to send the email. If you want the email to be sent on the customer's arrival date, enter 0.
6. Select the time that you want the email sent. The time is based on your establishment's time zone.
7. The Subject field lets you personalize the subject of the email. For example, to show the name of the guest who made the booking, choose the {#paxname} tag. The guest's name will then be filled in automatically.
8. Several tags are available for the "Subject" area. Our recommendation is a maximum of two.
9. You can then write your e-mail using the various tags offered to make your e-mails personalized. You can also easily add images and links. Your text can also be formatted according to the fonts available (it is not possible to add fonts).
Tip: you can attach a file to your email with Browse Files (one file, 6 MB maximum), for example a map.
Arrival instructions: to send instructions specific to each accommodation type (door code, opening hours, parking…), type instruction in the Tag email body search and insert Arrival instructions {#checkin_instruction}. The texts are written in each accommodation type: How to customize guest communications by accommodation type.
10. Once the e-mail has been created and customized, you can preview it by clicking on the eye.
11. You can then use the radio button to quickly enable or disable e-mail delivery.
12. Finally, don't forget to save your changes by clicking SAVE. The subject and body must be filled in in French and English before you can save.
13. Tip! If you'd like an e-mail with a lot of visuals and a lot of personalization, that's perfectly possible. You'll need to import your e-mail in HTML format.
