Emails are sent to your clients throughout the booking process. Some emails are sent following an action by you or your client, while others are sent automatically.
Introduction:
Backyou sends emails to your clients, staff and yourself throughout the booking process. Their purpose is to ensure that all parties have the information they need at the right time. The emails can be triggered by an action from you or your client. It can also be triggered after a delay, a period of significant inactivity or late payment, for example, without any intervention on your part. In many situations, you have the option of not notifying the client, or of personalizing the email. So it's impotant l to have some knowledge of these emails.
Mandatory: An email is mandatory if you have no way of preventing it from being sent, either from the settings or from each file with a “Notify the client by email ” box.
Modifiable: An email is modifiable if you have the option of adding content to it, either from the settings or from each file by adding text or a template directly.
Automatic: An email is automatic if its sending does not depend on any action on your part. An email sent after a client action or delay is automatic.
| _CLIENT_ | First and last name of client |
| _HOTEL_ | Venue name |
| _PRICE_ | Price |
| _CHECKIN_ | Start date of stay |
| _CHECKOUT_ | End date of stay |
| _DATE_ | Adjusted according to context |
| _REF_ | File reference |
| _OLD_CHECKIN_ | Previous check-in date |
| _OLD_CHEKOUT_ | Previous check-in date |
| _DUE_DATE__ | Next due date |
| _PERIOD_ | Period of inactivity after which a client is anonymized |
| _PHONE_NUMBER_ | Hotelier's telephone number |
| _MAIL_ | Hotelier's email address |
| _FRAMEWORK_AGREEMENT_TITLE_ | Framework agreement's title |
Contents :
- Confirmation of proposal request (by hotelier)
- Confirmation of proposal request (by client)
- Sending a proposal
- Booking confirmation
- Refusal of quotation request
- Cancelling a booking
- Visuals
Confirmation of proposal request (by hotelier)
| Non-modifiable, non-automatic and optional. | When finalizing a new request, check or uncheck the “Send acknowledgement of receipt to client” box. |
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Sent to : Client Thank you for your request for a quote We have received your request for your group event. We are currently processing it. You can check the status of your booking at any time directly in your newly created space. _Venue electronic signature_ |
This email is sent to the client when you create a proposal request. |
Confirmation of proposal request (by client)
| Non-modifiable, automatic and mandatory. | |
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Sent to : Client Thank you for your request for a quote We have received your request for accommodation for your group event. We are currently processing it. You can check the status of your booking at any time directly in your space. Yours faithfully _Venue electronic signature_ |
This email is sent to the client of a pending file when he creates a proposal request from your requests forms or from his user portal. |
Sending a proposal
| Modifiable, non-automatic and optional. | Before publishing the proposal, you can uncheck “Notify client” or choose a message template and/or add a message to the client. |
| Sent to : Client BCC : Hotelier Subject : New offer : _HOTEL_ New offer : _HOTEL_ _Proposal summary framework_ _Venue electronic signature_ |
This email is sent to the client when a proposal is sent. |
Booking confirmation
| Modifiable, non-automatic and optional. | Before confirming the booking, you can uncheck “Notify client by email” or choose a message template and/or add a message to the client. |
| Sent to : Client BCC : Hotelier Subject : _HOTEL_, Booking Confirmation _HOTEL_ : your booking for _CHECKIN_ to _CHECKOUT_. _Proposal summary framework_ _Venue electronic signature__ |
This email is sent to the client when a file is reserved. |
Refusal of quotation request
| Modifiable, non-automatic and optional. | After selecting the reason for refusal, you can uncheck the “Notify client by email” box, or specify the reason for refusal, but also choose a message template and/or add text in the message section. |
| Sent to : Client Subject : _HOTEL_ : refused request _HOTEL_has refused your request from _CHECKIN_ to _CHECKOUT_. _Venue electronic signature_ |
This email is sent to the client when you cancel a pending or current request. |
| Modifiable, non-automatic and optional. | After selecting the reason for refusal, you can uncheck the “Notify client by email” box, or specify the reason for refusal, but also choose a message template and/or add text in the message section. |
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Sent to : Client
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This email is sent to your client when you cancel a booking. |
Visuals
Visual of a proposal summary frame
Visual of a payment schedule
Visual of a venue electronic signature
