Create a new auto email

Go to Auto emails and click '+New'.

• Subject: The subject line of the email that the guest receives.

• Message: The richt text editor to create the email content that the guest receives.

  • Use email variables to personalize the email for each recipient, or to include variable or reservation-specific information. In the dropdown menu 'Add a reservation property' you will find a list of variables, select one to insert it in the spot in the text where your cursor was. Read more: Email variables for auto emails and templates 

  • It is not possible to add images, other than the logos that can be inserted by means of an email variable.

• Name: The name of the auto email as it will be listed in your auto email index. Use it to clarify the purpose and/or audience of this auto email.

• Sender with profile picture: If your message includes the variable {{ user_with_avatar }}, select which employee/picture is to be shown in the spot where the variable is.

• Documents: Use 'add another' to send a file attachment along with the email.

  • Check 'Send along attachment(s) of the type' to automatically add the file attachments that are connected to the type booked by the recipient of the email. These type attachments need to have been uploaded as part of the type settings. Read more: Add media to types and objects

• Sending moment: Determine when the email needs to be sent, relative to the reservation. For each of the available 'before' or 'after' choices, you need to specify how many days.

  If you select 'After confirmation' or 'Before arrival date', there is an important additional setting for last-minute bookings that fall outside of the set sending day timeframe.

  • Activate to still send the auto email to these last-minute bookings, disregarding the set sending day and using the first available send time.

  • Optionally add a cap of X days before arrival, to make sure that really late bookings are not overwhelmed with unnecessary emails.

  • Some examples: 14 days before arrival date, or 7 days after check-out.

  • Arrival and departure information can be sent on the day of, using 'at arrival date' or 'at departure date'.

• First send time: Indicate the time at which the email is sent out.

  • Between the set first send time of the day and 00:00 at night, BEX PMS checks every 30 minutes whether any new reservations have been added that meet the requirements of the auto email filters. If so, these reservations immediately receive this auto email.

• Filters: Narrow down your target audience by setting filters. Use as many filters as you need. Read more about the most commonly used filters: Auto email filters

• Reservations: Here, you can see how many of your reservations currently match the filter criteria. Use it to doublecheck whether you are reaching a sufficient target audience.