If you use both Exely Loyalty Program and Exely Guest Relations, you can set up automated emails to be sent to guests when vouchers are issued.
Pay attention. Automated emails about issued vouchers in Exely Guest Relations are not available for properties that are part of a group and use a group loyalty program.
Create a voucher group
1. In the Exely extranet, go to "Guest management" > "Loyalty program" > "Vouchers" and click "Create a voucher group".
2. On the "Create a voucher group" page, enter the group name and discount amount. Select the type of discount: free night or discount on stay.
Pay attention. The voucher group name will be used as the automated email name in the "Guest relations" section.
3. Click "Save" at the top of the page. The created voucher group will appear in the list on the "Vouchers" page.
An automated email with the same name will be created automatically in "Guest management" > "Guest relations" > "Emails".
Pay attention. Automated emails about vouchers are not created if you use a group loyalty program.
You can edit the voucher discount settings in "Room management" > "Promotions".
Pay attention. When a new voucher group is created, a new automated email is added to the "Guest relations" section in the “Inactive” state. Make sure to activate it.
If you have already created voucher groups and want to email guests about the vouchers, go to "Guest relations" > "Emails", find the automated email with the same name as the voucher group, set it up and activate.
Set an automated email
To open the automated email settings, click its name or "Action" > "Edit".
Step 1. Make general settings
1. The "General settings" tab includes an additional non-editable field, "Subject". It contains the current name of the corresponding voucher group associated with this automated email.
2. You cannot set recipients for voucher automated emails. Recipients are determined in the loyalty program when a voucher is issued.
3. You cannot set the sending time for this type of automated email. The email is sent automatically when a voucher is issued to a guest in the loyalty program.
4. Check how emails will be sent to guests based on their consent to receive newsletters:
Guests who gave their consent when booking on the website, via the mobile version of the website, or when signing up for the guest account will always receive emails.
Guests with no consent information — including guests with bookings from Exely PMS or other PMS, channel manager, or guests without bookings who have not signed up for the guest account — will receive emails only if the "No consent information" check-box is ticked.
Guests who opted out when booking on the website, the mobile version of the website, or when signing up for the guest account 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;
signature.
Use variables if needed so booking data is automatically inserted into the email.
2. Upload image.
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.
Attach files
Click “Upload files”. You can add up to 2 files, up to 2 MB each.
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”.
Available actions for automated emails
Editing
You can change the campaign name. To do this, click its name or select "Action" > "Edit".
On the "Edit an email" page, go to the "General settings" tab and enter a different name in the "Internal name" field if necessary.
Pay attention. By default, the automated email name matches the voucher group name.
Deactivation
To stop sending voucher emails to guests, deactivate the automated email using the switch or by clicking "Action" > "Deactivate".
Pay attention:
If you deactivate a voucher group in the "Loyalty program" section, emails will still be sent to guests.
If the Exely Guest Relations solution is disabled for your property, the automated email will be deactivated automatically.
Deletion
If you delete a voucher group in the "Loyalty program" section, the corresponding automated email in the "Guest relations" section will be deleted automatically.
If you try to delete an automated email in the "Guest relations" section, you will see the message "The email will be automatically deleted if the associated voucher group is removed". Click "Go to vouchers" to delete the group.
Pay attention. If you disable the loyalty program in the Exely extranet, the voucher automated email will be deleted automatically.
