Setting up emails is a key part of the guest experience and one that we recognise needs to be clear for you to know what is going to be sent and when. Not only used for guests, but supporting other members of your team (e.g. housekeepers, cleaners etc.), using this function with automation will enable you to save time, reduce admin work, and make sure the right people get the right information at the right moment. This guide will help you check your set-up so you can feel confident everything is running smoothly.
Each booking shows a timeline of the emails that will be sent. This lets you see the communication journey for your guests and team. To check this, open a booking (via the search bar or Bookings > Grid view), then scroll to the bottom and click History & Correspondence. Under Auto Scheduled date, you’ll see the emails due to go out, with their dates and sending conditions.
Open a booking (via the search icon in the top right hand side or Bookings > Grid view), then scroll to the bottom and click History & Correspondence. Under Date, you’ll see the emails that have been sent as well as any actions that either the system or a user in the account has taken.
Your automated messages are the backbone of smooth communication. Reviewing them in Emails/Letters > Automated Emails/SMS makes sure they’re switched on, scheduled with the right conditions, and set up exactly as you’d like. This step gives you peace of mind that your guests and/or team members will always receive the right updates automatically.
Select the drop down on the right for each group to 'show letters' and click Go which will bring up the emails in the group for you to edit.
Clear, consistent wording helps build trust with your guests and keeps your team aligned. By reviewing the content of your emails, you can check that the tone fits your brand, all the details are accurate, and nothing important is missing. It’s a simple step that ensures every message you send feels professional and reassuring.
Review what the guest sees
In a booking scroll down to the bottom menu and click on History & Correspondence, click 'select letter' to choose the email and Generate.
Make sure Email is opted in
Review the email template
In Emails/Letters>Edit you will be able to review and edit any templates.
If you’re starting with SuperControl while you already have live bookings, some guests may be mid-way through the communication process. In this case, you’ll need to send a few emails manually to bridge the switch-over. Don’t worry — once these bookings catch up with the automation timeline, the system will take care of the rest for you. See how to send an email in a booking here.