Once you are done with the settings of the Confirmation template and the Invoice template, here you can continue the setup with the Other templates.
The key difference between Other templates and the previously mentioned ones is that these letters will be sent automatically to all of your clients (based on the settings you choose), whether they booked through an OTA or your IBE.
Tto create a new letter just click on the Add new button.
1. Setting Up Automatic (Scheduled) Emails:
- Send letters to all guests: Select "Yes" to enable automatic sending.
- Schedule E-mail: Choose when the email should be sent.
- Relative to: The trigger can be the Arrival, Departure, or the date the Reservation was created.
- When: Specify the exact timing of the email. Use a minus (-) for days before the trigger (e.g., -2 for 2 days before arrival) and a plus (+) for days after the trigger (e.g., +1 for 1 day after departure).
- Select default language: The system will send emails in the default language you select unless modified on the reservation’s detailed page. More details HERE.
- Rate plan: Assign the email template to a specific rate plan. This is useful when cancellation and payment policies differ across plans. Emails will only be sent for bookings made under the selected rate plan. Note: This can only be scheduled for rate plans managed by SabeeApp, not derived rates from the OTA extranet.
- Associate with room type(s): If certain room types require different information (e.g., address, door codes, etc.), you can assign the template to be sent based on the room type.
- Booked service: Link the email template to a booked service, so it is sent only when the guest adds that service to their reservation. The email will be automatically scheduled if the service is:
- Booked via IBE or GuestAdvisor
- Compulsory or included in a rate plan.
- For manually added services, the email template will not be scheduled automatically, but you can send it manually via the "Messages" section in each reservation.
2. Setting Up Email Templates for Manual Sending
Send letters to all guests: Select "No, I want to send the template manually."
3. Additional Settings (For Both Automatic and Manual Emails)- Template name: Name your template for internal use. It will only appear in your template list and will not be visible to guests.
- E-mail subject: This is the subject line your guests will see when they receive the email.
- E-mail content: Use system variables to customize the email with guest-specific information (e.g., name, reservation details). Ensure you copy the full variable with all symbols. Click Show more to view all available variables.
- Attachment: You can attach any files to the email. There are no restrictions on file types or the number of attachments.
When you save the template, it will appear on the Other Templates list.
- Click the magnifier icon to preview how the letter will appear to the guest.
- Click the pencil icon to edit the template at any time.
- Clicking the X will delete the template.
Please note: The guests will not know that the letter was sent through SabeeApp. The sender's e-mail address will be the one you entered in the Property details menu. If a guest replies to any of your template messages, you'll need to check the reply in your own email inbox.