SMS notifications automatically send updates to your team and guests. Tourism operators can use this feature to send booking confirmations and payment reminders, which helps tourism operators reduce no-shows and ensure timely payments.
Accessing this feature
Go to Settings > Notifications > SMS
How to use it
Enable SMS Notifications
In the SMS Notification settings, find the toggle switch labelled Enable SMS Notifications.
Toggle this switch to the 'On' position to activate SMS notifications for your account.
To temporarily suspend all SMS notifications, toggle this switch to 'Off'.
Select Notification Event
The platform supports various events that can trigger an SMS notification.
From the Select Event dropdown menu, choose the specific action or status change that should initiate an SMS. Common events include:
Booking Confirmed
Payment Overdue
New Enquiry Received
Cancellation Processed
Guest Reminder (Pre-Arrival)
Internal Task Assigned
You can configure multiple SMS notifications, each tied to a different event.
Define Recipients
Once an event is selected, specify who should receive the SMS. The Recipients section provides options to target different groups.
Internal Recipients:
Account Owner: Sends the SMS to the phone number associated with the account owner's email.
Specific Staff Member(s): Allows you to select one or more registered staff members from a list. Ensure their phone numbers are accurate in their user profiles.
Custom Phone Number: Enter a specific phone number directly. This is useful for external partners or temporary contacts.
Guest Recipients:
Booking Contact Person: Sends the SMS to the phone number provided during the booking process.
Enquiry Contact Person: Sends the SMS to the phone number provided in the enquiry form.
You can often select multiple recipient types for a single notification event.
Customise Message Template
The Message Content field allows you to compose the SMS text.
Use dynamic placeholders to automatically insert relevant information from the event data. These placeholders are typically found in a list adjacent to the message field and may include:
{BookingID}
{GuestName}
{TourName}
{BookingDate}
{AmountDue}
{LinkToBooking}
Select and insert these placeholders into your message to create personalised and context-specific notifications.
Keep messages concise, as SMS character limits apply. A real-time character count will typically be provided.
Set Timing and Frequency (Optional)
For certain events (e.g., Guest Reminder), you may be able to configure when the SMS is sent relative to the event. For example, "Send 24 hours before Tour Start Time".
Review any options for quiet hours or specific sending windows to avoid sending messages during non-business hours.
Review and Save
Before finalising, review all settings for the specific notification: the event, recipients, and message content.
Click the Save Changes or Add Notification button to apply your configuration.
Repeat steps 2-6 for each unique SMS notification you wish to set up.
Test Notifications
It is highly recommended to test your SMS notification configurations.
For internal notifications, trigger the associated event (e.g., create a test booking) and verify that the SMS is received by the intended internal recipient(s).
For guest notifications, consider testing with a known contact number before enabling for live guest interactions.
Tips
Ensure Relevance: Only send SMS notifications for genuinely important or time-critical updates. Over-notifying can lead to recipients ignoring future messages.
Clarity and Conciseness: SMS messages have character limits and should be easy to read at a glance. Get straight to the point, clearly stating the purpose of the message and any required action.
Strategic Timing: Consider the recipient's local time zone and typical business hours when configuring notifications. Avoid sending messages late at night or very early in the morning unless absolutely critical.
Use Placeholders Effectively: Use dynamic placeholders to personalise messages. A message like "Hi {GuestName}, your booking {BookingID} for {TourName} is confirmed." is more effective than a generic one.
Regular Review and Optimisation: Periodically review your SMS notification settings. Ensure they remain relevant, effective, and align with your current operational requirements. Adjust triggers, recipients, or message content as your organisation's needs evolve.
Test Thoroughly after making changes to ensure messages are delivered correctly, to the intended recipients, and with accurate content.
Need help?
For further assistance, contact us at [email protected]