Help CentreUsing SuperControl Managing Emails and Auto CorrespondenceHow can I schedule emails and SMS messages to be sent automatically e.g. balance reminder?

How can I schedule emails and SMS messages to be sent automatically e.g. balance reminder?

Ensure you have your letters set-up first before you schedule them. Click here to see how to add an email template.

1. Go to Emails/Letters > Automated emails/SMS.

2. Click Add new group, enter a Group name eg. “Guest emails” and select how they should automatically apply and click Add group.

All Bookings: the email will apply to all bookings.

Property Group Bookings: the email will only assign to selected property groups.

Property Bookings: the email will only apply to selected properties.

3. Select Add new letter > Go.

4. Select your letter eg. Balance reminder then click Add letter.

5. Here you can set your criteria.

Tip: For a balance reminder example you will only want this email to schedule if the guest has not paid their balance x number of days before arrival. If your balance is due 42 days prior to arrival, then you may want your schedule settings to look like this:

This letter shows the schedule settings to send a Balance reminder if the guest has not paid their balance 42 days prior to arrival.

6. Once your criteria is set choose any attachments to include (these will only display if they are uploaded into SuperControl. For instructions to upload attachments click here).

7. Select the recipients.

8. Click Update letter.

9. To add additional emails to the same group repeat the process above.

Repeat Auto Emails- if thicked, this option allows you to have the system re-schedule and send repeat emails if dates change (i.e. the booking is moved to a new set of dates) for a booking, as shown below.

SMS Messages

Ensure you have your letters set-up first before you schedule them. 

SMS messages use the same templates as emails, but cannot include images or logos.

1. Go to Emails/Letters > Automated emails/SMS.

2. Click Add new group, enter a Group name eg. “Guest emails” and select how they should automatically apply and click Add group.

All Bookings: the email will apply to all bookings.

Property Group Bookings: the email will only assign to selected property groups.

Property Bookings: the email will only apply to selected properties.

3. After the new group has been created select Add new letter > Go.

4. Select your letter e.g. Key code reminder then click Add letter.

5. You will then be automatically forwarded to the page to schedule the SMS.

Tip: Assuming you would want to send the key code on the day before arrival, then your schedule settings would like something like this:

Please note:
The Delivery method selected needs to be Send letter via SMS

6. Select the recipients.

7. Click Update letter.

8. To add additional letters to be sent via SMS to the same group repeat the process above.

Auto email FAQ:

Auto emails : Can I limit automatic emails for certain properties?

1. Go to Emails/Letters > Automated emails/SMS.

2. Click Add new group, enter a Group name eg. “Guest emails” and select “Property Bookings”:

3. Click on the property names that should be enabled for this letter group. To select multiple properties hold Ctrl on your keyboard and click on each name (for Mac users use the Command key). Then click Add group.

4. Then select Add new letter > Go.

5. Select your letter eg. Arrival information then click Add letter.

6. Here you can set your criteria.

Tip: For the arrival letter you may want to schedule this 7 days prior to arrival only if the balance has been paid. In this instance the settings would look like this:

This letter shows the schedule settings to send an arrival letter 7 days prior to arrival and only if the guest has paid their balance.

7. Once your criteria is set choose any attachments to include (these will only display if they are uploaded into SuperControl. For instructions to upload attachments click here).

8. Select the recipients.

9. Click Update letter.

10. To add additional emails to the same group repeat the process above.

Can I add automatic emails to pre-existing bookings?

 1. Go to Emails/Letters > Automated emails/SMS.

2. Click Add to existing bookings:

3. Select your filter options and what bookings should the letter group be applied to:

4. Click Add letter group.

5. Click OK.

6. You will then see a “Successfully processed” message appear, for example:

Warning: Please ensure you have all schedule settings for your letters correct before adding to pre-existing bookings to avoid any errors.

How do I remove individual auto emails from bookings

1. Go to Emails / Letters > Automated Emails / SMS

2. For the group that you want to remove emails from, click on the drop down on the right and select "Remove from bookings" > Go

3. Specify the date range of the bookings that you would like the specified emails removed from.

4. Tick the box next to each letter that you would like removed.

5. Click Delete and then close the window.

How do I set up a notification for Owners of a Cancelled Booking? (AGENCY ONLY)

1. To set-up an automatic email to notify owners of a cancelled booking, you need first to set up a Cancellation email template. You can use tags to populate booking specific information if required.

2. You should then go to Emails/Letters- Automated Emails, and add your Cancellation template to a group

then edit the letter and set the criteria for the auto email as pictured below.

3. Make sure to tick the box at the bottom next to 'Owner' in order to send it to the owner only

4. When you have done this, on the Automated Emails/SMS page again, click the 'add to existing bookings' button in the top right.

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