To Email or Print a Confirmation Letter for a Guest. - Open the Booking Details of the Guest and click on
Each booking has a "Booking Details" area available. When you open a booking, you will see Tabs at the top of the Booking Details screen. Go to . If you choose the Send Email option, - the Letters Tab.
To email or print a confirmation letter: Click on the Letters Tab (2nd from the right) and choose the letter you have created as your confirmation letter from the drop down list.Then either choose either "Send Email" or "Generate Print Document"- Choose the Confirmation Letter from the drop-down menu. (See Add or Edit Letters )
- Click Send Email or Generate Print Document
- Send Email: A new email window will open with the Letter in the body of the email. The From:, To:, and CC: fields will be pre-populated by the email addresses you entered in SETUP | SETTINGS | SITE DETAILS. See Site Details. These can changed or deleted manually before you send the email and
- you will have the ability to edit the email, add text or deleted unwanted items
. When you choose Generate Print Document, you will see a print button which will - . . To test a letter, simply delete the guest name and enter your email address and confirm receipt. If the SMTP server we use for sending emails cannot send the email, it will notify you of such after clicking EMAIL.
- Generate Print Document: A new browser window will open with a print button at the top. Click print to send the letter to your printer
. It is not editableNote:
If you need to edit the Letter template. Go back to SETUP|PARAMETERS|LETTERS to edit the Letter. See, Edit and Customize Letters- To verify whether the email was sent to a guest, go to the Log Tab in the Booking Details to view activity. See Log
Online Bookings: Remember that for every booking generated online, either from your web site or a Global Booking Network partner, the system automatically sends a confirmation email message to the guest. The contents of these emails contains standard booking details, and the property's contact data. Other content can be customized by the end user.
To edit the Thank you Message, Driving Directions, Deposit, Cancellation Policy Message, Check In/ Check Out times, and Property Address, See Merge Fields - Individual Letters and Merge Fields - Group Letters Image Removed To Print Registration Cards: - Go to REPORTS. Under DAILY REPORTS and click on the Arrivals Report.
- Choose the Date of the Arrivals you would like to print the registration cards.
- Click on the button "Print all Registration Cards".
- A new window will open with all of the Registration Cards
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 Image Removed NOTE: We have seen situations where the formatting of the Letter, when saved to a .PDF as occurs from this 'Print All Registration Cards' feature, overlaps to a second page, resulting in 2 pages for each Registration Letter. If this is happening to you, simply go into the Letters area ( Setup | Parameters | Letters ) and edit the Letter to reduce the text's font or amount of text to 'shrink' it to fit one page and try again. After a few back and forth's, it will come out as desired. See Customize Letters.
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