Auto-Email and Auto-SMS

Created by Level Three, Modified on Wed, 18 Dec, 2024 at 5:00 PM by Level Three

Auto Email and Auto SMS

On the Easy Inn Keeping page, Left-hand side menu, go to setup>>Front office>>Advanced>>click Reservation Letters Text/SMS.

On the Reservation Letter page, click the “Auto Mail/(Text)SMS” button. A new window opens.

How to send instant sms/text:

Click the edit icon in the “Action” button on the appropriate template, now the inputs have been automatically fed to all the fields.

For “instant SMS/Text,” the mandatory field to set is.
Template Name = Confirmation Mail
Send Condition = Instantly After Booking
Send Day(s)= 0
SMS/Text Send Time= 0
SMS Template = Default greetings will be loaded; you can add additional texts also.

(NOTE: The number of characters should not exceed 160, if it exceeds 160 it will consider as two SMS/Text message. In place of 1 SMS/Text message cost, the system will consider 2 SMS/Text message costs, since the text message breaks.)

To enable SMS/Text, click the checkbox “SMS/Text” and press the “SAVE” button.

Once the “SMS/Text” is enabled, you can see the “Enabled Status” set to “SMS/Text.”

How to setup for instant email:

Click the edit icon in the “Action” button on the appropriate template, now the inputs have been automatically fed to all the fields.
For “instant Email,” the mandatory field to set is.
Template Name = In a drop-down, choose the appropriate email template that needs to be sent instantly.
Send Condition = Instantly After Booking
Send day(s)=0
To enable Email, click the checkbox “Email” and press the “SAVE” button. Once the “Email” is enabled, you can see the “Enabled Status” set to “Email”.

Need to check the main setting for auto sms/text and auto email:

Go to Setup>>Front office>>Basic>>Click the “default settings,” and a window will open.
Scroll down the page, under “Auto Email Settings,” and ensure that these 2 fields have been enabled, so that the automation process will be worked.

How to setup auto sms/text:

To set up auto SMS/Text, these are the mandatory fields to be set:

Below the page, choose any of the templates and click the “edit” button under the action column., Now the selected template fed the input automatically to all the fields.
Template Name = We can change the name or let it as the default name.
Send condition = We have a set of predefined send conditions; it should be set based on the reservation.
Send Days = This field indicates, no of days to be set.
SMS/Text Send Time = on what time the SMS should be sent.
SMS/Text Template = In this field, there is a default message that has been loaded automatically to the corresponding templates chosen.
Then, enable the “SMS/Text” checkbox and save it. Now, the send days, and send time have been updated as per the conditions set.
For Example,Choose the template as “Pre-check in Mail”, Send Condition set to “Before Check-in Date”, send days “1” and SMS/Text send Time “5 PM”.
Here is how it works based on the condition set, if the guest check-in date is on “05-25-2023”.
In this case, the SMS/Text has been scheduled automatically to deliver on 05-24-2023 at 5 PM, which means that he will receive this SMS/Text one day before the check-in date.

How to set the auto email:

To set up auto Email, these are the mandatory fields to be set:

Below the page, choose any of the templates and click the “edit” button under the action column., Now the selected template fed the input automatically to all the fields.
Template Name = We can edit or modify the name or let it as the default name.
Email Template= choose the appropriate templates based on the email.
Send condition = We have a set of predefined send conditions; it will be scheduled based on the reservation.
Send Days = This field indicates, no of days to be set.
Then enable the “Email” checkbox and save it.
For Example, choose the email template and set the condition as “Before check-in” and set the days to “1”.
Here the email got scheduled automatically to deliver one day before the check-in date.

NOTES: On the reservation page>>click the history tab>>can view the SMS/Text, Email sent, and received information.