Template Editor can be used to create email templates to send to guests or bookers with additional design features. The templates can be sent manually at any time or scheduled to send automatically using Template Automation. As well as carefully selecting the audience for your template automation, you can also exclude individual reservations from receiving anything via Template Editor using the tick box within the Notes & Logs tab on the reservation.
⚠️ Important: You cannot automate conference & banqueting templates.
Template Automation overview
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Step 1: Set a new schedule for a template
Prior to setting up a new schedule or automation for a template, ensure the template has been created and tested and consider who this template will be aimed at and when is best to send this template to reach your audience.
To set up Template Automation for your template, follow the steps below:
Navigate to System, System, Template Automation.
Select New Schedule.
Within the SCHEDULE section, complete the information as required:
Description: Free type the name of automation, for example 14 days before arrival.
Issue: Enter the number of days, then use the two drop-down menus to select when the template will be sent.
Delivery Method: Select how you would like it to be send.
📌 Note: For SMS the text limit is 160 characters.
Room Pick Handling: Per individual booking or per Multiroom/Group booking.
Within the RECIPIENTS section, complete the information as required:
From: Free type the email, or number if using SMS, it should be sent from.
Reply To: Free type the email, or number if using SMS, any replies should come to.
Recipient: Select from the drop-down who the recipients will be.
No Contact: If there isn’t a contact, who does the system send it to?
Duplicate: If they are both the same, who does the system send it to?
Within the TEMPLATES section, complete the information as required:
Contact Template: Select which template is to be sent.
Lead Guest Template: Complete the information as required
Within the RATE PLANS section, review the following options:
Include all rate plans: Tick to send the template to all rate plans, including any corporate, OTA, and promotional rate plan guests.
Include only these rate plans: Select the rate plans from the drop-down menu.
Rate Plan selection: Select from the drop-down menu.
Within the INCLUSIONS section, complete the information required:
Booking Status: Select from the drop-down menu which booking status the template should be sent to.
System Source: Select from the drop-down menu which booking system source should be used, for example, bookings created within Rezlynx only.
Media Source: Which media source codes do you want to send it to?
Market Segment: Which market segments do you want to send it to?
Individual: Tick if this should be sent to individual bookings.
MultiRooms: Tick if this should be sent to multi-room bookings.
Groups: Tick if this should be sent to group bookings.
Room Blocks: Tick if this should be sent to room block bookings.
Exclude from Mailing - Tick to include those who have said they do not want to be emailed. For example, on their guest profile have "Exclude from Mailing" ticked.
Once you have set the template automation as required, click Save.
Step 2: Check Scheduled Tasks
You will also need to ensure you have a scheduled task set up to process the Template Automation. This only needs to be set up once in the system, however we recommend checking it as part of the Template Automation process.
To check if a Scheduled task has been sent for Template Automation navigate to System, Tools, then Scheduled Tasks.
You should see a task listed for Template Automation with the specific time and frequency as set by site, as shown below:
If this scheduled task is not listed for your property then a new Scheduled Task should be set up otherwise Rezlynx will not know when to send the templates.
To set up the Template Automation Scheduled Task, follow the steps below:
Navigate to System, Tools, then Scheduled Tasks select New.
Set Task to Perform as Template Automation.
Add a Description to help other users on site know what this tasks is for.
Select the Frequency, Time to Perform Task, and select a Start Date.
Once completed, click Save. The scheduled task will now be listed within Scheduled Tasks.
Exclude a specific reservation from Template Editor emails
On every reservation, in the Notes & Logs tab, you can exclude that specific reservation from Template Editor automations by selecting Exclude from Template Automation.