Sending emails using pre-defined templates is a really useful way of saving time, whilst also retaining a personal touch in corresponding with guests.
SuperControl allows you to use Tags to automatically include booking, guest and property-specific information.
1. Go to Emails/Letters > Add.
2. Enter a letter name and select a category from the drop-down menu, if required.
What is an email category?
If you have a number of email templates, you wish to set-up, it can be easier to categorise them. This way they are easier to select when you're in a booking or.
For example a category called Reminders could contain all deposit, balance etc. reminders that will be sent to the guest.
For Agencies a category called Owners could contain all templates that are used to communicate the owners.
For information how to set up a category, please see this Help Centre article.
If you copy text from another application or file, e.g. a Word documents, make sure you paste the text as plain text.
- Click into the main text field.
- Click the Paste as plain text icon.
- Edit the text and add tags as required.
When entering the content of your email template manually you can build the template by adding text as well as using tags.
Tags allow you to create one template which will be automatically tailored to the individual booking from which it is being sent.
1. To access the tag, click the tag icon in the menu bar
Please note:
The tags will be selectable in a pop-up window.
Should you not see the pop-up with the tags, please make sure that your browser is allowing pop-ups.
Please note:
In order to pull guest and property specific information from the booking, please ensure you add the {--booking_properties_start--} and {--booking_properties_end--} tags.
These and all other tags will not be visible in the email. they will be replaced by the actual guest and/or property information.
How you do this, please see below.
- Make sure that you click into the email text field and the text will be inserted right at the top.
- In the tag pop-up select the option Property bookings.
- Click the option Add property section in the top section called Booking properties section.
Within the text field the created entries will look like this:
- Add further tags and text as required.
- Enter a default email subject, if required.
- Specify your word document options.
Please note:
These will only be required, if you choose to export the template into a word document to print and post.
5. When you tick box Use for online booking summary, you can replace our default text (shown below) with your own choice of words. You can only tick this option for only one letter.
SuperControl default text for the online booking summary:
Thank you for submitting your booking request. We will review your request and will contact you shortly to confirm the booking. Please print this page for your records together with your unique booking request number. Please note that all bookings are provisional until confirmed in writing.
- Click Save.
- Go to Emails/Letters > Edit.
- Click Edit next to the right of the letter needing to be edited
- Make the required changes to the template.
- Click Save at at the bottom of the page.