Send Bulk Emails

Hotels utilize email marketing to attract new guests, engage recent visitors, retain current customers, and promote and enhance their brand reputation.

Here’s a step-by-step guide on how to send bulk emails from Easy InnKeeping.

Navigate to the Email Template Window:

Go to Setup>>Front Office>>Advanced>>Reservation Rule/SMS.

See Reservation Letter setup for how to create an email template.

Sending the Email:

• On every email template, in the right corner, you will find a Letter or Mail
• Click on this icon to proceed.

Merge Letter:

• In the Merge Letter window, you can set the conditions and queries. Based on these criteria, the system will filter the guest emails and display the relevant results on the screen.
• Once set, you can proceed to merge and send the email.

By following these steps, you can either modify an existing email template or create a new one, and then send it as a bulk email to the selected recipients based on the conditions and queries set.

Example Scenario:

Here’s an example scenario for sending a bulk email for records between the date range from May 1, 2024, to May 30, 2024:

1. Enter the Mail Name for Your Reference.
2. Choose the Condition “AND”.
3. Set Conditions:

• In the Field column, select Arr_date.
• In the Comparison column, select greater than.
• In the Compare To column, enter 2024-05-01. (Arr_date > 2024-05-01)

Add another condition:

• In the Field column, select Dept_date.
• In the Comparison column, select less than.
• In the Compare To column, enter 2024-05-30. (Dept_date < 2024-05-30)

1. Under sort records, choose the sorting option as reservation_id.
   1. If you enable “Show entire mailing list,” it will display the complete guest records.
      1. If you want to retrieve only the data based on the conditions set, disable the “Show entire mailing list” option and click on “Email“.
      2. To preview the email before sending, click on “Merge and Preview” to see a preview of the email screen.

• Then, go back and click on “Email” to filter the records based on the conditions set.

Enter Subject

• Enter text for the subject. This is the subject your guest will see when receiving the email.
• Click the checkbox to Select All guest email records in the list.
• Click Send to distribute this email template to the entire selected guest email list.

• Please wait while the email is sending, the system will take some time process the bulk email.
• You will see a ‘Email sent successfully’ when complete.