The Auto Letters function allows you to send automated “pre” and “post” stay emails and/or SMS Messages (subscription required) to your guests based on date driven events such as check-in, date booked, check-out, etc. When Adding an Auto Letter, the EVENT is critical to get right - only those explicitly stating 'SMS' will be an SMS Message, all others will be sent as email.
Some of Auto Letters functions are used in the Self Check-in and eSign Digital Signature process - these Auto Letter Events must be set as Default Letters in the Default Letters Tab.
The actual Letter that the Auto Letters sends are created in the Letters Tab. Therefore, you must first create a Letter and then select it for the Auto Letter event. Add or Edit Letters | Add Group Letters | Add or Edit SMS Letters.
Auto Letters can be created for Group Bookings, Individual Bookings, Guest records, SMS, Incident Reports etc based on the Letter Type assigned to the Letter. Once the Letter is created and assigned a Letter Type, then the Auto Letter function can be applied and you can automatically send emails to your guests.
What time are Auto Letters sent? Specific times that Letters (emails are often sent at different times than SMS messages, for example) are set in your Settings area. Note that the time chosen is in the time zone of your property. Email being received late at night bothers no one. SMS' sent as part of Auto Letters should go out after 7:30 am the time zone of the property, to avoid being rude and awakening someone with a text message alert. A property participating in the Self Checkin process can choose separate times for emails than SMS notices in General Settings.
Here are some examples of how you can use Auto Letters:
To set up Auto Letters: Go to SETUP | PARAMETERS | AUTO LETTERS
Choosing a 0 or 1 for the timing will have these effects.
0 days before Booking check out - Queued at midnight on day of departure
1 day before Booking check out - Queued at midnight 1 day before departure
0 days after Booking check out - Queued at midnight on day of departure
1 day after Booking check out - Queued at midnight 1 day after departure
Your Auto Letter has now been created and will automatically send emails based on your settings!
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