Step 2. Specify sender and subject
Step 4. Save and activate automated email
The “Win guests back” automated email is used to invite guests to return to a property where they have previously stayed.
In the Exely extranet, go to "Guest management" > "Guest relations" > "Emails", click "Create an automated email", and select “Win guests back”. The "General settings" tab will be opened. For more details on how to create an automated email, see the article "How to create automated emails in Exely Guest Relations".
Then follow these steps:
Step 1. Make general settings
1. On the "General settings" tab, enter the internal name for the automated email. It is visible only to Exely extranet users. Statistics will be displayed based on the name and email type.
The automated email type is added automatically and cannot be edited.
2. Set delivery settings: when the email will be sent and recipient’s region. The regions specified in guest profiles in Exely PMS or a third-party PMS are taken into account.
3. Select the booking details that will be used to trigger automated emails:
Booking type — first-time or repeat. Only successful (not canceled) bookings are considered.
Point of sale — where the booking came from: Exely Booking Engine, sales channels, Exely PMS, or third-party PMS.
Length of stay — number of nights in the booking: one night or two or more.
Children — whether children are included in the booking.
Payment method — payment methods available to guests when booking.
Room type — room types available to guests when booking.
4. Specify guest details: whether the guest has an account and a loyalty card. The settings are available only if the loyalty program and guest account are enabled for the property.
5. Check how emails will be sent to guests based on their consent to receive newsletters:
Guests who gave consent during booking on the website or mobile version will always receive emails.
Guests with no consent data — including bookings from Exely PMS or other PMS, channel manager, or guests without bookings — will receive emails only if the "No consent information" check-box is ticked.
Guests who opted out during booking on the website or mobile version will not receive emails under any settings.
Step 2. Specify sender and subject
1. On the "Sender and subject" tab, specify the sender, for example, the property or department name. Use variables.
2. Enter the email subject. Use variables.
3. Tick the “Receive” check-box and specify an email address to send copies of emails to the property employees, if required.
4. Check or edit the reply-to email address.
Step 3. Set email layout
On the "Email layout" tab, make settings in the following sections:
Email style
1. Select a background color. To ensure you match your brand’s color exactly, use HEX codes (hexadecimal color codes).
2. Choose a font.
Email content
1. Fill in the main fields:
header;
body text;
additional text.
Use variables if needed so booking data is automatically inserted into the email.
2. Upload an image — for example, the main entrance of your property.
3. Set up the button to go to the booking engine — enter the button text and select its colour in “Button styles”.
Pay attention:
The logo and contact details are added automatically from property settings and cannot be edited.
The "Contact details" field cannot be disabled.
Some fields can be disabled using a switch.
The "Promo code" option allows you to add a unique promo code for each guest to the email. For more details, see the article “How to add promo codes to automated emails”.
Test email
1. Click the “Send test email” button.
2. Enter an email address and click "Send".
HTML mode
If the standard email settings are not sufficient, you can use HTML mode (HTML stands for Hypertext Markup Language). In this mode, the template is displayed as code that you can edit to create a unique email style.
For more information on working in HTML mode, see the articles:
Pay attention. Changes made in HTML mode cannot be undone. If you edit the code and save it, you will no longer be able to return to the block editor in this automated email.
Step 4. Save and activate automated email
Save the changes and activate the automated email.
Set up language versions
For details on setting up language versions, refer to the article “How to create emails for international guests in Exely Guest Relations”.
How emails are sent
Emails in Exely Guest Relations are sent to the guest’s email address specified in the profile at the time set in the settings. Emails start being sent according to the settings from the moment the automated email is activated.
Example. If the automated email was activated on January 1 and the setting is "10 days after check-out", the first emails will be sent on January 10 to guests who checked out on January 1.
Pay attention. If two "Win guests back" automated emails are created and the guest matches both:
The guest will receive both emails if the sending time settings differ. For example, one is set to "5 days after check-out" and the other to "14 days after check-out".
The guest will receive one email if both are scheduled for the same day.
