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, team members 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 personalising 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_ | Hotel 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 payment due date |
| _PERIOD_ | Period of inactivity after which a client is anonymised |
| _PHONE_NUMBER_ | Hotelier's telephone number |
| _MAIL_ | Hotelier's email address |
| _FRAMEWORK_AGREEMENT_TITLE_ | Framework agreement's title |
Contents :
- Change confirmation
- Refusal to modify
- Confirmation of change of stay dates
- Refusal to change dates of stay
- Refusal to modify (negotiation)
- Visuals
Change confirmation
| Modifiable, non-automatic and optional. | Before confirming the modification, 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_ : Your reservation has been modified _HOTEL_ has updated your reservation _Offer summary framework_ _Hotel electronic signature_ |
This email is sent to the client when you accept a modification request. |
Refusal to modify
| Non-modifiable, non-automatic and mandatory. | |
| Sent to : Client Subject : Your request for an updated proposal was refused _HOTEL_ has declined your request for an updated proposal Unfortunately _HOTEL_ cannot update their offer; please let them know if you are still interested in their original proposal. _Hotel electronic signature_ |
This email is sent to the client when you refuse a modification request. |
Changes to the dates of your stay
| Modifiable, non-automatic and optional. | Before confirming the modification, 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_ : The dates of your stay have been changed _HOTEL_ : The dates of your stay have been changed Your stay was originally scheduled from _OLD_CHECKIN_ to _OLD_CHECKOUT_ but has been changed from _CHECKIN_ to _CHECKOUT_. _Hotel electronic signature_ |
This email is sent to the client when you change the dates of their stay, even before making a proposal. |
Confirmation of change of stay dates
| Non-modifiable, non-automatic and mandatory. | |
| Sent to : client Subject : Check-in modification request accepted Check-in modification request accepted Your stay initially planned from _OLD_CHECKIN_ to _OLD_CHECKOUT_ has been modified from _NEW_CHECKIN_ to _NEW_CHECKOUT_. _Offer summary framework_ _Hotel electronic signature_ |
This email is sent to the client when you accept a modification request that the client has made on their space. |
Refusal to change dates of stay
| Non-modifiable, non-automatic and mandatory. | |
| Sent to : client Subject : Modification of refused check in Modification of check in refused Your request to change your stay from _OLD_CHECKIN_ to _OLD_CHECKOUT_ has been declined _Offer summary framework_ _Hotel electronic signature_ |
This email is sent to the client of a current booking when you refuse a client's request to change the dates of their stay. |
Refusal to modify (negotiation)
| Non-modifiable, non-automatic and mandatory. | |
|
Sent to : client |
This email is sent to the client of a file under negotiation when you refuse his request. |
Visuals
Visual of a proposal summary frame
Visual of a payment schedule
Visual of a hotel electronic signature
