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 e-mail. So it's impotant l to have some knowledge of these e-mails.
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 payment due date |
| _PERIOD_ | Period of inactivity after which a client is anonymized |
| _PHONE_NUMBER_ | Hotelier's telephone number |
| _MAIL_ | Hotelier's e-mail address |
| _FRAMEWORK_AGREEMENT_TITLE_ | Framework agreement's title |
Contents :
- Sending gdpr
- Manual client anonymization
- Automatic client anonymization
- Direct message to a client
- Visuals
Sending gdpr
| Modifiable, non-automatic and optional. | If you have chosen to activate the “automatic sending of RGDP consents” feature from Settings>Privacy, clients will automatically receive this email when their client account is created. The text of the gdpr will be the one entered in Settings>Privacy>gdpr consent message sent by email. |
|
Sent to : Client _CLIENT_ |
This e-mail is sent to clients who have not already received this e-mail when you send the RGDP from the privacy settings or automatically when their client account is created. if you have chosen to activate the “automatic sending of RGDP consents” feature from the settings. |
Manual client anonymization
| Non-modifiable, non-automatic and mandatory. | |
| Sent to : Client Subject : Client account personal data deleted We would like to inform you that the personal data linked to your account has been deleted. _Venue electronic signature_ |
This e-mail is sent to a client when you choose “anonymize client” on his account. |
Automatic client anonymization
| Non-modifiable, automatic and mandatory. | The length of inactivity that causes automatic anonymization of a client can be set from Settings>Privacy> Automatically anonymize the personal data of clients who have been inactive for more than * years. You can also choose how far in advance of effective anonymization the warning e-mail will be sent from Settings>Privacy>Send warning e-mail to clients ** days before anonymization. |
| Sent to : Client Subject : Warning deletion of personal data Hello, Your client account has been inactive for nearly _INACTIVE_PERIOD_ years. In accordance with our personal data management policy, we would like to inform you that without any action on your part, your personal data will be automatically deleted on _INACTIVITY_DATE_. If you wish to retain access to your account and your data, please connect to your user portal at least once before _INACTIVITY_DATE_. _Venue electronic signature_ |
This e-mail is sent to clients who have been inactive for a certain period of time, shortly before their user portal and data are deleted. This gives them the option of preventing the deletion of their data by logging into their user portal, or of doing nothing to accept the deletion. You can set this period of inactivity from userportal/providers/settings/privacy. |
Direct message to a client
| Modifiable, non-automatic and mandatory. | You can choose a message template and/or add a message to the client. |
|
Sent to : Client
New message from _HOTEL_ |
This e-mail is sent from the Message/History function available on each folder, which allows you to send an e-mail according to a predefined template or to completely customize the content. |
Visuals
Visual of an proposal summary frame
Visual of a payment schedule
Visual of a venue electronic signature
