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__ | Due date of the next installment |
| _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 :
- Next due date in 3 days
- Next due date in 8 days
- Next due date in 15 days
- Next due date in 30 days
- Late payment
- Create or modify payment schedule
- Payment confirmation
- Visuals
Next due date in 3 days
| Non-modifiable, automatic and optional. | Before placing the file in reserve, you can uncheck the “Activate client payment reminders” box, so that the client does not receive this email. |
| Sent to : Client Subject : URGENT payment for _HOTEL_. 3 days to your payment deadline URGENT : Your next payment of _PRICE_ must arrive by _DATE_ECHEANCE_. _Payment schedule_ |
This email is automatically sent to clients with a payment due in 3 days. You can deactivate this reminder by selecting 'Do not send payment reminders'. |
Next due date in 8 days
| Non-modifiable, automatic and optional. | Before placing the file in reserve, you can uncheck the “Activate client payment reminders” box, so that the client does not receive this email. |
| Sent to : Client Subject : Payment due in 8 days 8 days to your payment deadline IMPORTANT : Your next payment of _PRICE_ must arrive by _DATE_ECHEANCE_ (It can take up to 3 to 6 days for bank transfers not including holidays and weekends). This payment is for a stay at _HOTEL_ from _CHECKIN_ to _CHECKOUT_ (Ref : _REFID_). _Payment schedule_ _Venue electronic signature_ |
This email is automatically sent to clients with a payment due in 8 days. You can deactivate this reminder by selecting 'Do not send payment reminders'. |
Next due date in 15 days
| Non-modifiable, automatic and optional. | Before placing the file in reserve, you can uncheck the “Activate client payment reminders” box, so that the client does not receive this email. |
|
Sent to : Client |
This email is automatically sent to clients with a payment due in 15 days. You can deactivate this reminder by selecting 'Do not send payment reminders'. |
Next due date in 30 days
| Non-modifiable, automatic and optional. | Before placing the file in reserve, you can uncheck the “Activate client payment reminders” box, so that the client does not receive this email. |
| Sent to : Client Subject : Payment due in 30 days 30 days before payment deadline IMPORTANT : Your next payment of _PRICE_ must arrive by _DATE_ECHEANCE_ (It can take up to 3 to 6 days for bank transfers not including holidays and weekends). This payment is for a stay at _HOTEL_ from _CHECKIN_ to _CHECKOUT_ (Ref : _REFID_). _Payment schedule_ _Proposal summary framework_ _Venue electronic signature_ |
This email is automatically sent to clients whose payment is due within 30 days. You can deactivate this reminder by selecting 'Do not send payment reminders'. |
Late payment
| Non-modifiable, automatic and optional. | Before placing the file in reserve, you can uncheck the “Activate client payment reminders” box, so that the client does not receive this email. |
|
Sent to : Client Your payment of_PRICE_ was due on _DATE_ECHEANCE_ and unless we are mistaken, you have not made this payment. Important : Please contact us immediately at +33 1 85 08 49 09 to take urgent action (even if you have already made payment)! |
This email is sent to a client when he fails to pay a due date. The client first receives this email on the day payment is due, and then every other day until payment is made. |
Create or modify payment schedule
| Modifiable, non-automatic and optional. | Before saving changes, you can uncheck “Notify client by email” or choose a message template and/or add a message to the client. |
| Sent to : Client Subject : _HOTEL_ : Your payment schedule has been changed _HOTEL_ has updated your payment schedule _Proposal summary framework_ _Venue electronic signature_ |
This email is sent to the client of a reserved file when you make a change to the payment schedule. |
Payment confirmation
| Non-modifiable, non-automatic and optional. | Before registering payment, you can uncheck the “Notify client by email” box. |
|
Sent to : Client |
This email is sent to the client when you validate one or more installments from the payment schedule. You can choose a message template or add text in the message section. |
Visuals
Visual of an proposal summary frame
Visual of a payment schedule
Visual of a venue electronic signature
