This function allows you to send automated “pre” and “post” stay emails to your guests based on date driven events such as, check-in or check-out date. Auto Letters is used in conjunction with the LETTERS Function to set an automatic trigger to email guests the Letters you have already created.
![](/download/attachments/2654292/Choose%20Letter%20Type.PNG?version=1&modificationDate=1406089349000&api=v2) Auto Letters can be created for Group Bookings, Individual Bookings or Guest records 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.To setup a Letter go to Creating Custom Letters Please see the instructions below to set up and use Auto Letters. Set up Auto Letters: Go to SETUP|PARAMETERS| AUTO LETTERS - Click ADD to create a new Auto Letter.
- Choose “Event” from the drop down menu. (Note: Events are date driven events that are set based on individual, guest or group booking data).
- There are 7 Events to choose from:
- Online Booking Confirmation: (Individual Type ) based on the booking date for online bookings from your website
- Booking Check-in - (Individual Type) based on individual check-in date for all bookings.
- Booking Check-out: (Individual Type) based on individual check-out date for all bookings.
- Online Group Confirmation – (Group Type) based on the group booking date for online bookings from your website.
- Group Commerce (Group Type) – Arrival date of Group Booking
- Group Finish (Group Type) - Departure date of Group Booking
- Birthday: (Guest Type) based on DOB field on the guest record.
- After choosing the “Event”, you will be prompted to choose the following fields:Click SAVE and your Auto Letter will appear in the list.
- Letter: Choose your Letter. (Note: you will only see the types of Letters that are available for the type of Event)
- Days: Choose the number of days before or after the Event you want to automatically send emails. For example or 3 days after check-out)
- Timing: Choose whether the email is sent before or after the Event.
- Before (I.e. 2 days before Check-in)
- After (I.e. 3 days after check-out)
- Notes:
Your Auto Letter has now been created and will automatically send emails based on your settings! Here are some examples of how you can use Auto Letters: - Send a guest a discount code for their birthday.
- Send pre-arrival information
- Marketing promotions to guest by month or season
- Send information on packages to guests to stay on special occasions and holidays.
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