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    Support Home Setup Correspondence Triggered Correspondence Triggered Correspondence for Check-in

    Triggered Correspondence for Check-in

    Setup Triggered Correspondence to support express or self check-in in RMS.

    Setup Triggered Correspondence to automate communication with guests throughout the booking process.


    Reservation Confirmation

    Reservation confirmation emails provide guests with verification of their booking along with any preliminary information including remaining deposits owed.

    Decision Tree

    Reservation Confirmation emails can be sent automatically to guests by using Triggered Correspondence.

    • Information
    • Setup
    • Add Button

    Information

    Reservation Confirmations can be sent to guests to provide information on their booking as well as any details for deposit payments required and any pre check-in processes.

    Triggered Correspondence enables automation of sending SMS, email, EDM campaigns or Guest Portal correspondence based on preset rules and can be used to send before, after or when a certain action occurs in RMS.

    Additional filters and exclusions can be added to target Triggered Correspondence based on the needs at the property.

    Form Letters can be used to setup Reservation Confirmations and setup with Triggered Correspondence to automatically send out to guests when required.


    Users will require Security Profile access to Form Letters & Triggered Correspondence use this feature.


    • Setup
    • Add Button

    Setup

    Have your System Administrator complete the following.

    1. Go to Setup > Correspondence > Triggered in RMS.
    2. Select the 'Add' icon.
    3. Enter a Name and select 'Next'.
    4. Select the Trigger Type.
    5. Select & Enter the Trigger Rules then choose 'Next'.
    6. Select the Correspondence Type.
    7. Select the Correspondence Template and choose 'Next'.
    8. Optional: Add Date Filters.
      1. Select the 'Add' icon.
      2. Select the Date Made option.
        1. Select the Date Range.
      3. Select the Reservation Stay Dates option.
        1. Select the Date Range.
      4. Optional: Select the checkbox for Days of the Week.
      5. Select 'Save/Exit'.
    9. Select 'Next'.
    10. Select the checkbox for the Reservation Filters.
    11. Select the checkbox for the Reservation Statuses to include.
    12. Select 'Next'.
    13. Select the Recipients and choose 'Next'.
    14. Optional: Select the Exclusions.
      1. Expand an Exclusion Type.
      2. Select the Exclusions and choose the button.
      3. Repeat for all required Exclusions.
    15. Select 'Save/Exit'.


    Select the  'Back' button to make changes in a previous step.


    • Guide
    • Add Button

    Guide

    Go to Setup > Correspondence > Triggered in RMS.

    Select the  'Add' icon.

    Enter a Name and select  'Next'.

    Select the Trigger Type.

    Select & Enter the Trigger Rules then choose  'Next'.

    Select the Correspondence Type.

    Select the Correspondence Template and choose  'Next'.

    Optional: Add Date Filters.

    Select the  'Add' icon.

    Select the Date Made option.

    Select the Date Range.


    Select the Reservation Stay Dates option.

    Select the Date Range.

    Optional: Select the checkbox for Days of the Week.

    Select  'Save/Exit'.

    Select  'Next'.

    Select the checkbox for the Reservation Filters.

    Select the checkbox for the Reservation Statuses to include.

    Select  'Next'.

    Select the Recipients and choose  'Next'.

    Optional: Select the Exclusions.

    Expand an Exclusion Type.

    Select the Exclusions and choose the button.

    Repeat for all required Exclusions.

    Select  'Save/Exit'.

    This Triggered Correspondence will send the selected correspondence based on the rules and exclusions setup.

    Setup

    Have your System Administrator complete the following.

    1. Go to Setup > Correspondence > Triggered in RMS.
    2. Select the 'Add' icon.
    3. Enter a Name and select 'Next'.
    4. Select the Trigger Type.
    5. Select & Enter the Trigger Rules then choose 'Next'.
    6. Select the Correspondence Type.
    7. Select the Correspondence Template and choose 'Next'.
    8. Optional: Add Date Filters.
      1. Select the 'Add' icon.
      2. Select the Date Made option.
        1. Select the Date Range.
      3. Select the Reservation Stay Dates option.
        1. Select the Date Range.
      4. Optional: Select the checkbox for Days of the Week.
      5. Select 'Save/Exit'.
    9. Select 'Next'.
    10. Select the checkbox for the Reservation Filters.
    11. Select the checkbox for the Reservation Statuses to include.
    12. Select 'Next'.
    13. Select the Recipients and choose 'Next'.
    14. Optional: Select the Exclusions.
      1. Expand an Exclusion Type.
      2. Select the Exclusions and choose the button.
      3. Repeat for all required Exclusions.
    15. Select 'Save/Exit'.


    Select the  'Back' button to make changes in a previous step.


    • Guide
    • Add Button

    Guide

    Go to Setup > Correspondence > Triggered in RMS.

    Select the  'Add' icon.

    Enter a Name and select  'Next'.

    Select the Trigger Type.

    Select & Enter the Trigger Rules then choose  'Next'.

    Select the Correspondence Type.

    Select the Correspondence Template and choose  'Next'.

    Optional: Add Date Filters.

    Select the  'Add' icon.

    Select the Date Made option.

    Select the Date Range.


    Select the Reservation Stay Dates option.

    Select the Date Range.

    Optional: Select the checkbox for Days of the Week.

    Select  'Save/Exit'.

    Select  'Next'.

    Select the checkbox for the Reservation Filters.

    Select the checkbox for the Reservation Statuses to include.

    Select  'Next'.

    Select the Recipients and choose  'Next'.

    Optional: Select the Exclusions.

    Expand an Exclusion Type.

    Select the Exclusions and choose the button.

    Repeat for all required Exclusions.

    Select  'Save/Exit'.

    This Triggered Correspondence will send the selected correspondence based on the rules and exclusions setup.




    Pre Arrival

    Pre-arrival letters provide a personal welcoming touch to guests in anticipation of their stay and provide an opportunity to include important information related to check-in processes, local events or specials and promotions as well as property maps, activities and tours.

    Steps Required

    Have your System Administrator complete the following.

    1. Go to Setup > Correspondence > Triggered in RMS.
    2. Select 'Add'.
    3. Enter a Description.
    4. Select 'Email' as the Delivery Method.
    5. Select a Form Letter.
    6. Select the Validation Options.
    7. Enter & Select the Time Trigger with an Action of 'Res - Arrival'.
    8. Optional: Select the checkbox 'Ignore if Trigger Time Has Passed'.
    9. Select the Recipients.
    10. Save.
    11. Select 'Apply to Existing Reservations'.
    12. Select 'Yes' to confirm.
    13. Save/Exit.

    Info

    Automatically sending pre-arrival letters can be used as part of an express check-in service by including important information the guest will need for their arrival and stay. 

    Triggered Correspondence emails can only be sent to the selected recipients if a valid email address has been saved on the profile.

    Visual Guide

    Go to Setup > Correspondence > Triggered in RMS.

    Select 'Add' to create a new Triggered Rule.

    Enter a Description.

    Select 'Email' as the Delivery Method.

    Select a Form Letter.

    Select the Validation Options.

    Enter & Select the Time Trigger with an Action of 'Res - Arrival'.

    Optional: Select the checkbox 'Ignore if Trigger Time Has Passed'.

    Select the Recipients.

    Select 'Save' to store the changes made.

    Select 'Apply to Existing Reservations'.

    Select 'Yes' to confirm.

    Select 'Save/Exit' to store the changes made.

    The selected Form Letter will now be automatically sent to all reservations with a 'Confirmed' status at the preset time before their Arrive Date.




    Access Codes

    Access codes for boomgates to enter the property, lockboxes to retrieve room keys or other important access information for their stay can be automatically sent to guests on their arrival day.

    Steps Required

    Have your System Administrator complete the following.

    1. Go to Setup > Correspondence > Triggered in RMS.
    2. Select 'Add'.
    3. Enter a Description.
    4. Select 'SMS' as the Delivery Method.
    5. Select an SMS Template.
    6. Select the Validation Options.
    7. Select the Time Trigger with the Action of 'Res - Arrival'.
    8. Optional: Select the checkbox 'Do Not Send if Trigger Time Has Passed'.
    9. Select the Recipients.
    10. Save.
    11. Select 'Apply to Existing Reservations'.
    12. Select 'Yes' to confirm.
    13. Save/Exit.

    Info

    Automatically sending access codes for arriving guests can be used as part of an express check-in service. 


    Triggered Correspondence SMS can only be sent to the selected recipients if a valid mobile number has been saved on the profile.


    The 1-Way SMS Module is required to send SMS from RMS.


    International SMS 

    The 'Country' field selection made on the Guest Profile will be used for sending SMS internationally. If no Country is set, the SMS will send using the Property's Country Code and may not reach the intended recipient if it is an international guest.

    Visual Guide

    Go to Setup > Correspondence > Triggered in RMS.

    Select 'Add' to create a new Triggered Rule.

    Enter a Description.

    Select 'SMS' as the Delivery Method.

    Select an SMS Template.

    Select the Validation Options.

    Select the Time Trigger with the Action of 'Res - Arrival'.

    Optional: Select the checkbox 'Do Not Send if Trigger Time Has Passed'.

    Select the Recipients.

    Select 'Save' to store the changes made.

    Select 'Apply to Existing Reservations'.

    Select 'Yes' to confirm.


    Select 'Save/Exit' to store the changes made.

    The selected SMS Template will be sent to all reservations at the selected time before their arrival.






    Area Clean

    Limiting the time guests must spend at the front desk by offering a combination of pre check-in and notifications when their Area is ready for them not only improve the guest experience but limit the time spent with staff at the front desk.

    Steps Required

    Have your System Administrator complete the following.

    1. Go to Setup > Correspondence > Triggered in RMS.
    2. Select 'Add'.
    3. Enter a Description.
    4. Select 'SMS' as the Delivery Method.
    5. Select an SMS Template.
    6. Select the Validation Criteria.
    7. Select the Action as 'Time of' and choose 'Res - Area Status Set to Clean (Arriving Guest)'.
    8. Save/Exit.

    Info

    Automatically notifying guests when their Area is ready can be used as part of an automated or express check-in service.

    Triggered Correspondence setup for the action 'Res - Area Status Set to Clean (Arriving Guest)' will only send to the Primary Guest of the reservation when the Arrive Date is the current date and the Primary Guest has a valid mobile or email saved on their profile.


    The 1-Way SMS Module is required to send SMS from RMS.


    International SMS 

    The 'Country' field selection made on the Guest Profile will be used for sending SMS internationally. If no Country is set, the SMS will send using the Property's Country Code and may not reach the intended recipient if it is an international guest.

    Visual Guide

    Go to Setup > Correspondence > Triggered Correspondence in RMS.

    Select 'Add' to create a new Triggered Rule.

    Enter a Description.

    Select 'SMS' as the Delivery Method.

    Select an SMS Template.

    Select the Validation Criteria.

    Select the Action as 'Time of' and choose 'Res - Area Status Set to Clean (Arriving Guest)'.

    Select 'Save/Exit' to store the changes made.

    The selected SMS template will be sent to the Primary Guest of reservations arriving on the current date when the Area on their reservation is updated to have the Area Status of 'Clean'.



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