Configure automated confirmation emails for bookings. Providing clear booking information promptly enhances the guest experience and streamlines post-booking workflows for tourism operators, reducing manual follow-ups.
Accessing this feature
To access and manage your booking confirmation settings:
Navigate to your Launchpad dashboard.
Select [Settings > Booking Management > Confirmation Settings](https://launchpad.tourismaccelerator.com.au/settings/booking-management/confirmation-settings) .
How to use it
Configuring your booking confirmation settings involves several steps to ensure your messages are accurate, informative, and reflect your brand standards.
Select a Confirmation Type: Upon accessing Confirmation Settings, you will typically see options for different communication channels, such as "Email Confirmations" and "SMS Confirmations." Select the specific channel you wish to configure.
Choose a Template to Edit: Most systems provide default templates. You can either edit an existing template or create a new one. Templates are often categorised by booking status (e.g., "Confirmed Booking," "Pending Payment," "Cancelled Booking"). Select the relevant template.
Configure Sender Details: Specify the sender's name and email address that guests will see. This should typically be your organisation's official contact information. Ensure the reply-to address is monitored.
Define Subject Line: Craft a clear and concise subject line for email confirmations. Use available merge tags (e.g., ####{{booking_id}} , ####{{customer_name}} ) to personalise the subject line and make it immediately identifiable.
Edit Message Body:
Content Editor: Use the rich text editor to compose the main body of your confirmation message. Include all essential booking details, such as activity name, date, time, number of participants, and total cost.
Merge Tags: Insert dynamic merge tags to automatically populate specific booking and guest data. Common merge tags include ####{{booking_summary}} , ####{{customer_details}} , ####{{payment_status}} , ####{{arrival_instructions}} , and ####{{cancellation_policy}} . Verify the accuracy and relevance of each tag.
Branding Elements: Incorporate your organisation's logo and apply consistent branding colours and fonts to maintain a professional appearance.
Attach Relevant Files: If applicable, upload and attach files such as e-tickets, waivers, maps, or pre-arrival information PDFs. Ensure attachments are clearly described within the message body.
Set Conditional Sending Rules: Configure rules for when a specific confirmation message should be sent. For example, you might set a rule to send a "Payment Required" email only if the booking status is "Pending Payment," or a "Confirmation Complete" email only once full payment has been received.
Preview Your Message: Before saving, use the preview function to review how the confirmation message will appear to your guests across different devices (desktop, mobile). Check for formatting issues, correct merge tag population, and overall readability.
Save Changes: Once satisfied with your configurations, save your changes. It is recommended to save frequently, especially when making extensive edits.
Activate/Deactivate Templates: You have the option to activate or deactivate specific templates. Deactivating a template prevents its automatic sending.
Tips
Maintain Brand Consistency: Ensure all confirmation messages align with your organisation's brand guidelines, including logo usage, colour schemes, and tone of voice.
Include Essential Information: Clearly state the booking reference, activity name, date, time, location, and the total cost. Provide contact details for guest support.
Provide Clear Calls to Action: Direct guests on next steps, such as "View My Booking," "Manage My Booking," or "Contact Us for Assistance."
Test Thoroughly: Before activating new or updated templates, send test confirmations to internal email addresses and mobile numbers to verify merge tag accuracy, formatting, and attachment functionality.
Optimise for Mobile: Design messages to be responsive and easily readable on mobile devices, as a significant proportion of guests will access confirmations via smartphones.
Keep Messages Concise: While comprehensive, ensure messages are not overly long. Use clear headings and bullet points to break up text and improve readability.
Set Expectations: If there are specific requirements for arrival, items to bring, or pre-activity preparations, include these details clearly to manage guest expectations effectively.
Review Regularly: Periodically review your confirmation messages to ensure they remain current, accurate, and reflect any changes in your offerings or policies.
Need help?
For further assistance, contact us at [email protected]