How to create customised emails: your complete guide βœ‰οΈ

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Sara V
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Hello dear hoteliers! πŸ‘‹

At Amenitiz, we understand the importance of seamless communication with your guests. πŸ“£That's why we enable you to create and send automatic emails tailored to specific rules. This guide will walk you through the steps to set up automated emails that keep your guests informed and delighted. πŸ’Œ

Watch our tutorial β–ΆοΈπŸ‘‡

 

A step-by-step guide πŸ‘©β€πŸ’»

1️⃣ Access the email settings

To access this feature, navigate to Settings (on your left menu bar)> Templates.

Here, you'll find all your automated emails. By default, there's a confirmation email for bookings made through our booking engine.

2️⃣ Create a new email

To create a new email, click on + New Template.

Then, customise your email by setting up the following:

  • Delivery method πŸ“€

    Here, you must start by choosing how you want to send your template:

    Email: Directly to the guest's email address.

    OTA Messaging (Booking.com and Airbnb): Through the chat (centralised inbox) of these OTAs only, NOT via email. 

    OTA Messaging if no guest email is provided: Uses either the OTA's chat system or email, depending on the contact information provided in the reservation.

     

  • Template name πŸ”€

    An internal title for your reference.

  • Template subject πŸ”‘

    The email subject, visible to the client.

  • Template body ✍️

    Craft your message here, and don’t forget to use variables to personalise it based on the client's name, reservation details, etc.

  • Documents linked πŸ“Ž

    Attach any documents you want to include with the email.

  • Time πŸ•’

    Define when you want the email to be sent. (Note: The time zone for automated emails is UTC+2).

  • Manual bookings πŸ—“οΈ

    By default, automated emails are sent to reservations from the booking engine and OTAs connected to the channel manager. If you want these emails to also go to manual bookings, tick the Send this email to bookings created manually button.

  • Rooms 🏨

    Specify the rooms for which the emails should be sent. By default, they will be sent for all rooms.

  • Activation ▢️

    Choose whether to activate this email or not.

  • Preview πŸ‘€

    Get a sneak peek of the email to see how it will appear to your guests.

    πŸ”” Don't forget to create the template body for each language you've activated to ensure clear communication with all your guests. 🌍

    With these tools at your disposal, you can ensure that your guests are always in the loop, enhancing their experience and reducing your workload. ✨Once you've created your automated emails, take a look at these articles on general information about automated emails and centralised inboxes to ensure you're making the most of this feature. πŸ“§πŸ˜Š

    General information about automated emails

    Airbnb centralized inbox

    Use Booking.com Automated Messages! πŸ’¬

     

    Enjoyed our article? Please share your feedback at the bottom of the page! It fuels our mission! πŸŒŸπŸ˜ŠπŸ‘‡πŸ‘‡ 

     

    Remember to check out our e-learning and entertainment platform tailored for professionals in the hospitality sector. Here is an excellent course that we'd like to recommend.

     

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