Within a Booking/Enquiry - Sending emails to your customers

Click into the customer enquiry details and click on the tab Messages, then select “Compose Email”. This will take you to your emailing module.

Starting from the top of the screen;

Reply to’ - If you would like the customer to reply to a different inbox than the one that the system has been set up with, for example, if you are going on holiday and want someone else to pick up the emails while you are away, you can type this in here.

CC’ - You can add the email address of anyone else you wish to include in the email, for example, another member of staff or a friend of the customer. If you would like to add multiple email addresses, you can separate them with a comma and a space.

Then select the ‘Type of Email’ -

Confirmation - Selecting this option pulls through a confirmation template to send to the customer. If you choose to include the booking summary, it will also pull through all the details of the booking, including; date, time, until time, packages and pre-orders, deposits paid.

Cancellation - This option pulls through a cancellation template, so you can confirm the cancellation of a booking.

General - General is a blank template for to use as you wish. The subject of the email is ‘Your Booking Enquiry at VENUE NAME - DMN-XXXXXX’ This is mostly used to send fully booked emails, to request a deposit from the customer in order for them to secure their booking, to send initial private hire information etc.

Include booking summary - This box is ticked by default and will pull through the general Booking Details, any Pre-orders, Dietary Requirements, Pre-order Comments, Minimum Spends and Payments taken at the end of the email, however if you would like these booking details omitted from the message, untick this box

Include customer requests - Any customer requests will be omitted from the confirmation email if unticked. See here for more info.

Attachments’ - Here you can choose from the attachments that have been  pre-loaded in your admin or upload an attachment straight from the laptop you are using.

'Pre-Defined Messages' - This time-saver tool allows you to pull through your Pre-defined Message templates message templates set up in settings.

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At the top of each email, before the booking details, there is an Important Info box, which is where your email template will appear. This can be anything from your terms and conditions to any more information you want your customer to read about their booking. This section can also be used to write a personalised message to the customer, for example, if there is something you want to make the customer aware of on the night of their booking.

Before sending the email you can ‘Preview’ the message and then once happy with the email select ‘Send’.   

  

Enquiries Page FAQs

  1. Collins Dashboard - Overview
  2. Collins Dashboard - Internal team notifications
  3. Enquiries Page - Sorting enquiries & bookings
  4. Enquiries Page - Enquiry List
  5. Enquiries Page - Booking Status Explained
  6. Enquiries Page - What does it mean to 'Take' an enquiry?
  7. Enquiries Page - How do I manually add a new enquiry?
  8. Enquiries Page - Assigned to me/Assigned to anyone
  9. Enquiries Page - Search Bar
  10. Enquiries Page - Filtering enquiries & bookings
  11. Enquiries Page - Downloading Large Enquiry Data Downloads
  12. Enquiries Page - CSV Download
  13. Enquiries Page - What is the 'Download' button for?
  14. Enquiries Page - Finding out which bookings were a 'No Show'
  15. Enquiries Page - Find a current booking/enquiry
  16. Enquiries Page - Find a colleague's 'In Progress' enquiries
  17. Enquiries Page - Notification Centre Explained
  18. Enquiries Page - Keeping your Notification Centre up to date
  19. Enquiries Page - Email bounced notification
  20. Enquiries Page - Where do I see any 'Special Requests' a customer made when making an auto-confirm booking?
  21. Enquiries Page - How can I see my Confirmed bookings?
  22. Enquiries Page - Sent Messages
  23. Enquiries Page - Change History
  24. Within a Booking/Enquiry - Customer Details
  25. Within a Booking/Enquiry - Why can’t I save this booking?
  26. Within a Booking/Enquiry - Can I manually enter a booking in 1 minute intervals? I.e. 19:04
  27. Within a Booking/Enquiry - Why can I only see the booking details and not the customer details for this booking?
  28. Within a Booking/Enquiry - Marking enquires as over the phone/from email/from a third party
  29. Within a Booking/Enquiry - Tag a booking with a Source (3rd Party, Over The Phone, From Email etc...)
  30. Within a Booking/Enquiry - Booking Details
  31. Within a Booking/Enquiry - Default Duration
  32. Within a Booking/Enquiry - Booking Prompts
  33. Within a Booking/Enquiry - Additional Details
  34. Within a Booking/Enquiry - Commission Box
  35. Within a Booking/Enquiry - Set Up Requirements
  36. Within a Booking/Enquiry - Assign to Areas
  37. Within a Booking/Enquiry - Area Search/Smart Space Finder
  38. Within a Booking/Enquiry - Adding internal or run sheet notes to a booking
  39. Within a Booking/Enquiry - Adding packages/pre-orders & minimum spends to a booking
  40. Within a Booking/Enquiry - Allocating a seat number to your customer orders
  41. Within a Booking/Enquiry - 'Other Payment' - Recording payments not made using Collins Pay
  42. Within a Booking/Enquiry - Invoice/VAT Receipt
  43. Within a Booking/Enquiry - Sending emails to your customers
  44. Within a Booking/Enquiry - Sending attachments in emails
  45. Within a Booking/Enquiry - How do I stop the follow-up email being sent to an individual booking
  46. Within a Booking/Enquiry - Remove customer requests from confirmation emails
  47. Within a Booking/Enquiry - Booking History
  48. Within a Booking/Enquiry - Create a run sheet (function sheet) for one booking
  49. Within a Booking/Enquiry - PRINT button (function sheets)
  50. Within a Booking/Enquiry - How do I sort the pre orders on my function sheet by course?
  51. Within a Booking Enquiry - Formatting your Pre-orders on your Function Sheet
  52. Within a Booking/Enquiry - Duplicating/copying a booking
  53. Within a Booking/ Enquiry- Adding Bookings to Multiple Dates
  54. Within a Booking/Enquiry - Sections explained
  55. Within a Booking/Enquiry - Compiling and Sending a Contract
  56. Within a Booking/Enquiry - PRINT Button/Function Sheet (Dietary Requirements and Order Comments)
  57. Within a Booking/Enquiry - The importance of using Labels
  58. Within a Booking/Enquiry - Set yourself a reminder
  59. Within a Booking/Enquiry - Adding an Actual Spend/Guest Amount after the booking has taken place
  60. Within a Booking/Enquiry - Find a Customer
  61. Within a Booking/Enquiry - Customer Profile
  62. Within a Booking/Enquiry - Has the customer signed up to your newsletter?
  63. Within a Booking/Enquiry - How to update a customers marketing permission

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