FAQ
      Back to home
      1. Documentation
      2. FAQ

      What emails are sent to me?

      Emails are sent to you throughout the booking process, they allow you not to miss any important information about your files but also the connectivity between your different software.

      Introduction:


      Backyou sends emails to your customers, 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 customer. 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 customer, or of personalizing the e-mail. So it's vital to have some knowledge of these e-mails.

       

      _CLIENT_ First and last name of customer
      _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 customer is anonymized
      _PHONE_NUMBER_ Hotelier's telephone number
      _MAIL_ Hotelier's e-mail address

       

      Contents: 

       

      Request Management Module


      Quotation and reservation

       

      Request for a quote

      Subject : New Request for _HOTEL_ (_REF_) 


      A new request is waiting for your response


      You have just received a new request for Hotel (ref: _REF_) for a stay from _CHECKIN_ to _CHECKOUT_. This booking would represent a turnover of approximately: _PRICE_ €.
      _Offer summary framework_

      		 This email is sent to you when a new request for quotation is made, whether it is by you, a client, a central desk or another hotel. When you are the originator of the quote request, you can choose not to receive this email.

       

      Client decline an offer

      Subject : Offer rejected _REF_ : _REF_


      _CLIENT_ unfortunately declined your offer


      Customer will unfortunately not accept your offer for the stay from _CHECKIN_ to _CHECKOUT_ to _HOTEL_
      The reason for this refusal is : 

      		 This email is sent to you when a customer cancels an offer, then you have the option of sending a final offer.

       

      Request for quote cancelled

      Subject : Request for Quotation cancelled (_REF_)


      _CLIENT_ cancelled their request for quote


      _CLIENT_ has unfortunately cancelled its request for a quote for the stay from _CHECKIN_ to _CHECKOUT_ to _HOTEL_.
      The reason for this refusal is :

      		 This email is sent to you when the client of a pending file cancels his request for a quote.

       

      Reservation cancelled

      Subject: Reservation cancelled (_REF_)


      _CLIENT_ has unfortunately cancelled his reservation


      _CLIENT_ has unfortunately cancelled its reservation for the stay from _CHECKIN_ to _CHECKOUT_ to _HOTEL_.
      The reason for this refusal is :

      		  This email is sent to you when a customer from a reserved folder wants to change a quantity 

       

      Rooming list received 

      Re: Rooming list received for _REF_


      New rooming list for file: _REF_


      You will find the rooming list of the client directly in your space.

      		 This email is sent to you when a client from a reserved folder sends or modifies his rooming list

       

      Options

       

      Option request

      Subject : Option request for _HOTEL_


      Option request up to _DATE_LIMITE_

      		 This email is sent to you when a customer makes an option request.
       

       

      Modifications

       

      Request for modification after booking

      Subject :  _REF_ : Reservation Change 


      Request for reservation change


      _CLIENT_ wishes to change the quantity of rooms for their reservation at the Hotel from _CHECKIN_ to _CHECKOUT_ (ref _REF_). 

      		  This email is sent to you when a customer from a reserved folder wants to change a quantity 

       

      Request for modification

      Subject: Request for Amendment to your Offer


      Request for Change in Offer


      Following the offer for the event from _CHECKIN_ to _CHECKOUT_ to _HOTEL_(_REF_), _CLIENT_ is interested in your establishment.
      However, he would like to change your offer: Price and/or quantities.

      		 This email is sent to you when the client of an ongoing file makes a request for modification of the prices or quantities of the offer.

       

      Change of check-in date

      Subject : Changed Stay Dates 


      New dates of stay


      You have not yet made an offer but the dates of the stay originally planned from _OLD_CHECKIN_ to _OLD_CHECKOUT_ have been changed from _CHECKIN_ to _CHECKOUT_.

      		 This email is sent to you when the client of a pending file changes the check-in dates.

       

      Request for change of check-in date

      Subject : Request for change to the check in


      Request for change of dates: _HOTEL_


      Request for change of dates from _CHECKIN_ to _CHECKOUT_ originally scheduled from _OLD_CHECKIN_ to _OLD_CHECKOUT_

      		 This email is sent to you when the client of a current file requests a change in check-in date.

       

      Central Desk module


      Central desk message

        This email is sent to you when the central desk sends you a message directly.

       

      Central desk requests a change

      Subject : Request for Amendment 


      Changes were requested on file _REF_

      		 This email is sent to you when a central desk requests a change in an offer.

       

      Monthly report

      Subject: Monthly report _HOTEL_ 

      Dear Colleague!

      Hope this email find you well

      Please find attached production report related to the month indicated in the subject
      Remember to include NET full next package, not room only.
      In case no production, please indicate with _PRICE_€ inside the report
      In case FIT/AC projects please indicate FULL MONTH PRODUCTION

      IMPORTANT : SEND THE REPORT TO THE EMAIL ADDRESS _MAIL_

      Thanks as always in advance and if any doubt please let us know

      Best Regards
      Responsable central desk
      Office +_TELEPHONE_
      Email me _MAIL_

      Office       		  

       

      Systems module

       

      New logins

      Subject : _HOTEL_ - New password


      Your new credentials


      You will find below, your new login.
      Your credentials:
      Your e-mail: _MAIL_
      Your password: _MOT_DE_PASSE_

      		  This email is sent to you when you change your login or password.

       

      Summary of your notifications 

      Subject : Summary of your notifications


      _HOTELIER_, you have 1 notifications


      To do:
      _CLIENT_ wish to reserve
      * Hours ago - _HOTEL_
      Tips: Change the frequency of this email directly from your Backyou account settings.

      		 This email is sent to you regularly at a frequency that you can manage from your settings in order to warn you of notifications that you have not opened.

       

      Message to the hotelier

      Subject : New message


      New message from _CLIENT_


      The request concerns the quote for the stay of _CLIENT_ from _CHECKIN_ to _CHECKOUT_ with the reference file: _REF_

      		  This email is sent to you when a customer sends you a message directly.

       

      Module function sheets

       

      Validated planning

      Subject : Planning validated by _CLIENT_


      _CLIENT_ : just validated the planning


      This validation of planning concerns your stay from _CHECKIN_ to _CHECKOUT_.

      		  This email is sent to you when the client of a file with a shared function card has validated the planning for his stay.

       

      Change in the schedule

      Subject : _HOTEL_ : Customer-modified planning


      _CLIENT_ : just changed the schedule


      This change in planning concerns your stay from _CHECKIN_ to _CHECKOUT_
      _MESSAGE_ 

      		 This email is sent to you when a client with whom you shared the job card requests a change in his schedule.

       

      Backyou Pay module

       

      Alert before Backyou Pay is deactivated

      Subject: _HOTEL_ : Backyou Pay account will be deactivated on _DATE_
      Backyou Pay account soon to be deactivated
      Please be advised that the _HOTEL_ Backyou Pay account will be deactivated on _DATE_.
      Updates are required to avoid this deactivation.      		  This email alerts you when Backyou Pay is about to be deactivated, so you have the possibility to prevent this deactivation.

       

      Deactivation of Backyou Pay

      Re: _HOTEL_ : Backyou Pay account has been deactivated


      _HOTEL_ : Backyou Pay account has been deactivated


      We are informing you that the _HOTEL_ Backyou Pay account has been deactivated.
      This means that transfers or payments to the account are disabled.
      If you wish, you can reactivate it from Backyou.

      		 This email is sent to you to warn you of the deactivation of your Backyou Pay account, so you can choose to reactivate it.

       

      Invoice Module

       

      Final invoice ready to be generated

      Subject : You have an invoice to generate


      You have an invoice to generate for: _HOTEL_


      You have an invoice to generate in your space for _CLIENT_, for the _REF_request, from _CHECKIN_ to _CHECKOUT_ in the hotel _HOTEL_.

      		 This email is sent to you when a file goes into "To be invoiced", so you can generate the final invoice and share it with the customer.

       

      Connectivity module

       

      Connection error with your e-mail

      Subject: Action required: please reconnect your account

      		 This email is sent to you when there is a connection error between your email and Backyou.

       

      CRM Module

       

      Inconsistency between CRM and Backyou

      Subject :
      Events not synced with your Salesforce CRM Best Western
      Some events are waiting to be synced with your Salesforce Best Western CRM.      		 This email is sent to inform you of an inconsistency between the data from CRM and Backyou.

       

      Group Series Module

       

      Request for Quote (Group Series)

      Subject: You have an invoice to generate in your space for _CLIENT, for the request _REF_, from _CHECKIN_ to _CHECKOUT_ at the hotel _HOTEL_.

      A new request is waiting for your response
      _HOTEL_ seems to be a good fit for our client’s new request for a tour series.      		  This email is sent to you when a new request for a quote of the type Group Series.

       

      Visuals


      Visual of the quote summary frame