Emails are sent to staff members on a regular basis, enabling you to communicate more easily with your team and keep them regularly informed of any news that concerns them.
Introduction :
Backyou envoie des emails à vos clients, aux membres du staff et à vous-même tout au long du processus de réservation. Leur but est de garantir l'envoi de toutes les informations nécessaires à toutes les parties au bon moment. L'envoi des emails peut être déclenché par une action de votre part ou de celle de votre client. Il peut également être déclenché après un délai, une période d'inactivité importante ou un retard de paiement par exemple, et ce sans votre intervention. Dans plusieurs situations, vous avez la possibilité de ne pas notifier le client, ou encore de personnaliser l'email. Il est donc primordial d'avoir une certaine connaissance de ces emails.
Mandatory: An email is mandatory if you have no way of preventing it from being sent, either from the settings or from each folder with the “Shared with staff members” option.
Modifiable: An email is modifiable if you have the option of adding content to it, either from the settings or from each folder 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 customer action or delay is automatic.
| _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 :
System module
Add new staff member
| Non-modifiable and mandatory. | |
| Sent to : Staff member (the one who has just been added) Subject : _HOTEL_ : Your Backyou account _ADMIN_ invites you to join your team on Backyou Your login : Your e-mail: _MAIL_ Your password: generate it with the “forgotten password” feature |
This e-mail is sent to the staff member you have just added to the team. |
Task module
Assigning a task
| Non-modifiable and mandatory. | |
|
Sent to : Staff member (the one who has been assigned the task) You've been assigned a new task. |
Function sheet module
A shared function sheet
| Modifiable and optional. | |
| Sent to : Staff member concerned by the function sheet (event or product) Subject : _CLIENT_ : new function sheet for _CLIENT_. New function sheet for _CLIENT_ This function sheet concerns a stay from _CHECKIN_ to _CHECKOUT_. _Function sheet attached_ |
This e-mail is sent to the staff member(s) present in the function sheet if it is shared among staff members. |
A function sheet is no longer shared
| Non-modifiable and mandatory. | |
| Sent to : Staff member (all staff members who were concerned by the function (event or product) sheet) Subject : _CLIENT_ : a function sheet is no longer shared The function sheet for _CLIENT_ is no longer shared with you. The event will take place from _CHECKIN_ to _CHECKOUT_. |
This e-mail is sent to the staff member(s) with whom the function sheet was shared when it is no longer shared. |
Adding a member to a function sheet
| Modifiable and optional. | |
| Sent to : Staff member (the one added to the job description) Subject : _CLIENT_: you have been added to a function sheet You have been added to the function sheet of _CLIENT_. This event will take place from _CHECKIN_ to _CHECKOUT_. _Function sheet attached_ |
This email is sent to the member(s) you add to a shared function sheet for staff members. |
Remove a member from a function sheet
| Non-modifiable and mandatory | |
|
Sent to : Staff member (the one who has been removed from the function sheet) Subject : _CLIENT_ : you have been removed from a job description You have been removed from the _CLIENT_ function sheet. |
This email is sent to the staff member(s) removed from a function sheet shared with the staff members. |
Event removed from a function sheet
| Non-modifiable and optional. | |
|
Sent to : Staff member (concerned by the event) Subject : _CLIENT_ : event deleted You have been removed from an event on the function sheet of the _CLIENT_ This job description relates to a stay at _HOTEL_ from _CHECKIN_ to _CHECKOUT_ |
This email is sent to the member(s) of the staff affected by the event removed when the function card is shared with the staff members and you delete an event. |
Modifying a function sheet
|
Modifiable and optional. |
|
|
Sent to : Staff member those concerned by the function sheet (event or product) Subject : _CLIENT_ : a job description has been modified Modified function sheet for _CLIENT_ This job description relates to a stay from _CHECKIN_ to _CHECKOUT_ _Function sheet attached_ |
This email is sent to the staff member(s) present in the function sheet (if it is shared with the staff members and if you check the box "inform the staff members"). |
Simultaneous sharing of multiple function sheets
|
Modifiable and optional. |
|
|
Sent to : Staff members (those who are concerned with multiple function sheets in shared ones) Subject : _HOTEL_ - Function sheets shared _HOTEL_ _Function sheet attached_ |
This email is sent to the members of the staff concerned by several function cards when you perform a group action on some of them. |