Email templates allow you to create and save pre-written emails for common communications. This saves tourism operators time and ensures consistent, professional messaging for guests, such as booking confirmations or pre-arrival information.
Accessing this feature
Go to Communications > Email Templates
How to use it
Creating a Brand New Email Template
Click Create New Template: Once you're on the Email Templates page, you'll see a button that says Create New Template. Click it.
Give Your Template a Name: You'll see a field called "Template Name." This is for your organisation, so you can easily find it later. Something clear like "Booking Confirmation - Standard" or "Pre-Arrival Welcome" works well.
Craft Your Subject Line: This is what your guests will see in their inbox! Make it clear and engaging. For example: "Your Upcoming Adventure with [Your Business Name]!" or "Booking Confirmed! [Your Business Name]".
Write Your Email Message: This is where the magic happens! Type out the main body of your email. Want to personalise it? We have special "placeholders" you can use! These are little tags like ####{{guest_name}} or ####{{booking_date}}. When you use the template, the system will automatically pop in the correct guest's name or booking date for you. You'll see a list of available placeholders next to the email body area – click to add them where you want. Keep your language warm and helpful, just like you would in a regular email.
Click Save Template: Once you're happy with your message and subject line, hit the Save Template button. Your new template is ready to go.
Using an Existing Email Template
Start a New Email: When you're ready to send an email – for instance, from a booking detail page or a guest's profile – click on the "Send Email" option.
Choose Your Template: You'll see a standard email composer, but look for a button or dropdown that says something like Load Template or Choose Template.
Select Your Favourite: Click on this option, and a list of all your saved templates will appear. Pick the one you want to use.
Review and Personalise: The template's subject line and body will instantly fill into your email. Take a moment to review it. The placeholders (like ####{{guest_name}}) will have already been replaced with the correct information for this specific guest! You can still add any extra personal touches or specific details for this particular email.
Click Send: Once everything looks perfect, hit that Send button, and off it goes!
Tips
Think About Your Guest Journey: What emails do your guests typically receive from you?
Booking Confirmation: Essential and immediate!
Pre-Arrival Information: What to pack, how to get there, check-in details.
Welcome Message: A warm hello just before or upon arrival.
Post-Stay Thank You: A lovely way to show appreciation and encourage reviews.
Special Offers/Loyalty: Keep your past guests engaged.
Cancellation/Change Notifications: Clear and empathetic.
FAQ Responses: If you get common questions, a template can be a lifesaver!
Use Placeholders Generously: They are your best friends for personalisation! Go through the list of available placeholders and see where you can use them to make your emails feel bespoke without any extra effort.
Maintain Your Brand Voice: Ensure your templates reflect the professional, and unique voice of your tourism business. Are you adventurous? Relaxing? Luxurious? Let that shine through!
Review and Refresh Regularly: It's a good idea to check your templates every few months. Are the details still accurate? Is the language still fresh? Are there new services you should mention?
Include Key Information: Don't forget your contact details, website link, and maybe even links to your social media pages. Make it easy for guests to connect with you further.
Proofread, Proofread, Proofread!: Before saving any template, give it a good read-through (or ask a colleague to) to catch any typos or grammatical errors. A polished email leaves a great impression!
Need help?
For further assistance, contact us at [email protected]