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Booking Reminders

Booking Reminders minimise no-shows by automatically sending guests booking details. Tourism operators can send timely, personalised notifications before scheduled bookings, ensuring guests have all the necessary information.

Hayden Zammit Meaney avatar
Written by Hayden Zammit Meaney
Updated over 2 months ago

minimise no-shows by automatically sending guests booking details. Tourism operators can send timely, personalised notifications before scheduled bookings, ensuring guests have all the necessary information. For example, send a reminder 24 hours before a tour, including what to bring and where to meet.

Accessing this feature

REQUIRES_DEVELOPER_INPUT

How to use it

Follow these steps to set up a new booking reminder email:

  1. Create New Reminder : From the Booking Reminders page, click the 'Add New Reminder' button.

  2. Name the Reminder : Assign a clear name for the reminder (e.g., "24-Hour Activity Reminder", "Week Before Accommodation Check-in"). This name is for your reference only and is not visible to guests.

  3. Define Trigger Event : Select the timing for the reminder send. Common options include:

  • 'X hours before booking start time'

  • 'X days before booking start date'

  1. Specify the number of hours or days. For example, "24 hours before" or "7 days before".

  2. Select Applicable Products/Services : Choose whether this reminder applies to 'All Products/Services' or 'Specific Products/Services'. If 'Specific Products/Services' is selected, use the dropdown menu to select the relevant items. This allows for customised reminders based on the booking type.

  3. Compose Email Content :

  • Sender Details : Verify the 'From Name' and 'Reply-to Email Address'. These default to your organisation's set up details.

  • Subject Line : Craft an informative subject line. Use dynamic fields for personalisation (e.g., ####{{product_name}} Booking Reminder ).

  • Email Body : Write the main content of your reminder email. Incorporate booking details and any specific instructions. Use the available dynamic fields to automatically insert guest-specific and booking-specific information.

  1. Dynamic Fields (Placeholders) : These automatically pull data from the booking. Examples include:

  • ####{{customer_name}} : Guest's first name

  • ####{{booking_reference}} : Booking reference number

  • ####{{product_name}} : Name of the booked product/service

  • ####{{booking_date}} : Date of the booking

  • ####{{booking_time}} : Time of the booking

  • ####{{booking_duration}} : Duration of the booked product/service

  • ####{{booking_url}} : Link to the guest's booking details page

  • ####{{organisation_name}} : Your organisation's name

  • ####{{organisation_contact_email}} : Your organisation's contact email

  • ####{{organisation_phone}} : Your organisation's phone number

  1. Ensure all information (date, time, location, contact details, what to bring, etc.) is included.

  2. Review and Test : Before activating, use the 'Send Test Email' function to preview how the reminder will appear to guests. This allows you to check formatting, content, and dynamic field rendering. Send the test email to an address to verify accuracy.

  3. Set Status : Toggle the reminder 'Active' to enable automatic sending. Set to 'Inactive' if you wish to save it as a draft or temporarily disable it.

  4. Save Changes : Click Save to finalise your booking reminder set up.

Tips

To maximise the effectiveness of your booking reminder emails:

  • Ensure the subject line and email body are direct and easy to understand. Guests should be able to quickly grasp the information.

  • Always provide the booking date, time, location, booking reference, and contact details for your organisation. Add any specific instructions, such as what to bring, arrival procedures, or parking information.

  • Personalise messages using dynamic fields like ####{{customer_name}} and ####{{product_name}} . This makes the communication more engaging and relevant.

  • Send reminders at a time that is helpful but not overwhelming. A reminder a few days prior allows guests to make arrangements, while one 24 hours before serves as a final prompt. Avoid sending too many reminders for a single booking.

  • If applicable, include a clear call to action, such as "Reply to confirm," "Click here to modify your booking," or "Visit our FAQ page."

  • Ensure the tone, language, and design of your reminder emails align with your overall brand image.

  • Regularly review your reminder content and timings. Adjust as needed based on guest feedback, operational changes, or seasonal requirements.

  • Always send a test email to yourself or a colleague after making any changes to ensure all dynamic fields are populating correctly and the formatting is as intended.

Need help?

For further assistance, contact us at [email protected]

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