The Auto Letters function allows you to send automated SMS Messages (subscription required) to your guests/owners/agents for these events: Self Check-in; Self Check-out; eSign; Booking Made Today, Agents Area Letter (when Agents book in the Agents Area); Owners Area Letter (when an Owner books in the Owners Area); MyBooking cancellation (for when a Guest cancels their booking online in the MyBookings area).
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 messages sent are created in the Letters Tab. Therefore, you must first create a Letter and then select it in the Auto SMS event. See Add or Edit SMS Letters
Here are some examples of how you can use SMS Message Events:
- Send an eSign Request message asking guest to digitally sign registration card 3 days before check-in
- Send a message to guests when they make an online bookng on the website with the link to MyBooking to manage details.
In this section
To 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 3 Auto SMS Events to choose from, and you can make one Letter for each Event type (though you don't need a Letter for each Event type). If you already have an Online Confirmation letter, for example, then that Event type won't show in the drop-down list when adding NEW. More than one Letter for a single Event type causes confusion.
- Self Checkin SMS: Part of the Self Check-in process. SMS Message that the Guest gets requesting them to click a link to start check-in . SeeSelf Check-in Default Letter
- eSign SMS: Part of the Digital Signing Process. SMS Message that the Guest gets requesting them to click a link to sign a document. SeeCreate Default eSign Letter
- Booking Made SMS: (Individual Type) SMS Message sent to guest when the booking is made on the website or at front desk.
- 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. For example, you will see Group Letters for a Group Event or SMS Letters for SMS Events)
- 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: Internal Notes for your records
Your Auto Letter has now been created and will automatically send emails based on your settings!
Related Articles
To send a Group Letter, go to the Group Booking Details and the Letters Tab. See Group Letters
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