The new confirmation email feature simplifies the creation and sending of emails, as well as supporting multiple languages and integrating advanced features such as: cancellation policies; paylinks (for GuestPay properties); restaurant booking links (for properties with ResDiary integration); and hotel branding (for properties with DBM or Guest Stay).
Activate or Disable confirmation emails
To activate or deactivate this feature, follow the steps below:
Navigate to System, System, Ini Settings, and Reservations.
Within the Enabled Functionality box, you can tick "New Confirmation Emails" to activate, or untick to deactivate this feature.
Create a confirmation email template
To add a new email template, follow the steps below:
Navigate to System, System and select Email Templates.
Click Create New Template +.
Add Template Name.
Click Create.
A new template opens on screen, with a button for the user to manage their booking via the guest portal.
📌 Note: If ResDiary is configured and enabled then a direct link is seen to make a booking.
Type the custom text into the free-type text boxes at the top and bottom of the email template. You can format the text within the boxes, as well as adding headings and hyperlinks.
On the left of the screen, you can choose Notes to Include from within the reservation note boxes. If a booking doesn't have a note, then the “Notes” section in the email will not show.
Select if you wish to Include PayLinks. If Paylink is selected a new “Click here to pay” button is added to the template for guests to complete payment.
In the top right of the screen, you can add translations of your custom text by selecting the required language.
In the top right of the screen, click to Send Test Email and add your email address.
Click Save in the bottom right of the screen to save this template.
Send confirmation email template
To send the confirmation email template, follow the steps below:
Within the Reservation, click Send Confirmation at the bottom of the screen.
📌 Note: This button is visible only for reservations created or modified after activation of this feature
Complete the following fields for this reservations’ confirmation email:
template to be sent, or click to create your own template.
language you wish to send this in.
Send from address
Subject
Send to
Tick the box to include attachments if required for this specific reservations’ confirmation email.
Click Send Email.
The images below show how the text boxes are integrated into the final template:
Trouble shooting:
Send confirmation button not visible: This button is only available for reservations created or modified after the feature was activated for the hotel. You can modify something on the reservation and click save, then the button is displayed.
Text under booking reference "Thank you....": This text is set for all sites and cannot be amended on a site by site basis.
Infants:
Infants on the reservation are not currently shown in this email confirmation.
Cancellation Policy: The cancellation policy is pulled from the cancellation policy set again the rate plan. If the correct policy is not showing in the preview then please check the rate plan cancellation policy set within: System, Rates and Rate Plans.
Terms and conditions: Terms and conditions pull from background settings accessible only to Guestline staff. If you need to change this link please contact our support team.
Address / Telephone number / Website is not correct: This information is pulled from within the Rezlynx Ini settings. To edit these navigate within Rezlynx to System System, Ini Settings, Site Information.
No paylink generated on the reservation but the paylink button is on the template: The system is able to determine if a manual Paylink has been created or not. If no manual Paylink has been created, then the button will take the guest to a dynamic Paylink to make payment.
Logo and colour palette: The logo and colours for the email are set from your DBM or GuestStay settings and are internal settings that can only be amended by Guestline. If you do not have GuestStay or DBM then no logo will show and the branding colour will be dark blue, however this can be altered and a template set up for you by Guestline.
Template editor: The new email confirmation feature does not disable the template editor – both can be used at the same time.
Sent emails: By default, emails are sent from [email protected]. However, if you prefer to use your property's email address and want to monitor outgoing correspondence, you will need to configure this setting.