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.
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’.