What are the Reservation Manager's default emails?

Notification and confirmation emails will be sent to the guest and the Property Owner/Manager to let them know the status of the reservation.

The reservations can either be added by the guest, through the ‘Book Now’ widget, or the Property Owner/Manager, through the Reservation Management System.

For each reservation status, there is an email template that is available to use. This can be used as it is, edited, or you can create your own versions.

You can override the default emails in the Reservation Manager System, under Reservations and Online Booking/Reservation Emails.

Select Add Email and choose which Booking status email you would like to add.

The following parameters are available to use and will be populated when the email is sent to the guest:

<% BookingId %>

<% GuestFirstName %>

<% PropertyName %>

<% RoomSetup %>

<% ArrivalDate %>

<% DepartureDate %>

<% NoOfAdults %>

<% NoOfChildren %>

<% NoOfInfants %>

<% NoOfPets %>

<% RentalCost %>

<% AdditionalCharges %>

<% TotalIncCharges %>

<% ReservationDeposit %>

<% SecurityDeposit %>

<% TotalPaid %>

<% RemainingBalanceAfterDeposit %>

<% RemainingBalanceDueDate %>

<% RemainingBalancePaid %>

<% CurrentRemainingBalance %>

<% Notes %>

<% PaymentDetails %>

<% PropertyManagerFullName %>

<% WebsiteURL %>

<% PropertyManagerTelNo %>

The following emails are available for each booking status.

Please note, the booking statuses 'unavailable' and 'Third party booking' do not have an email template.

Each of the following email templates has a description, subject and message body to input or edit.

Provisional/Unconfirmed - Booking Request Received
If the reservation is added by the Property Owner/Manager, the system will ask if they wish to send this email to the guest.

If the reservation is added by the guest, this email will automatically be sent to the guest, unless the Payment Options within the Reservation and Online Booking Manager, is set to ‘Accept Payment - no confirmation required’.

Booking Request Confirmed – Awaiting Deposit
The reservation status is changed by the Property Owner/Manager, the system will ask if they wish to send this email to the guest

Booking Request Declined
If the reservation status is changed to ‘Booking Request Declined’, the system will ask the Property Owner/Manager if they want to send this email to the guest.

Deposit Received
If the payment is made by the guest online (Payment options have been set to Accept payments), the system automatically sends the guest this email.

The system will also send the Property Owner/Manager an email to confirm that the deposit has been paid.

If the Property Owner/Manager received the deposit and changes the status, to ‘Deposit Received’, the system will ask whether they would like to send this email to the guest.

Final Payment Requested
When the status of the reservations is updated to ‘Final Payment Requested’, the Property Owner/Manager is asked whether they would like to send the guest this email.

Final Payment Received
If the payment is made by the guest online, this email will automatically be sent and the Property Owner/Manager will receive notification that the balance has been paid.

If the payment is added by the Property Owner/Manager, the system will ask if they want to send this email to the guest.

Rental Completed - Security Deposit to be Returned
If the Property Owner/Manager sets the status to ‘Rental Completed - Security Deposit to be Returned’, the system will ask if they want to send the guest this email.

Security Deposit Returned
When the status is set to ‘Security Deposit Returned’, the system will ask the Property Owner/Manager if they would like to send this email to the guest.

Reservation Cancelled
If the status is set to ‘Reservation Cancelled’, the system will ask whether the Property Owner/Manager would like to send this email to the guest.