This guide will help you quickly and efficiently set up Email and SMS Automations, ensuring effective communication with both clients and your team.
📌 Note: Use one of the templates provided in the list and customize the communication for your property's guests.
You can choose to send these notifications automatically or manually by selecting Yes/No on the right-hand side for Booking Confirmation Email, Guest App, Review, Police Report, and Review Reply.
For emails configured for automatic sending, the delivery time is also specified.
- Navigate to Menu
- Open the Email & SMS Automations section. Here, you will find the list of all available notifications for activation.
1. Invoice Nr. X
This email contains the invoice and related information and is sent manually to the guest.
- Click Edit next to the email type.
- Modify the structure and necessary details.
After completing all the information, save the changes!
Send Invoice Nr. X Email:
- Click the Send Mail button next to the invoice in the Booking Folio.
- From the Financial section, go to Invoices, click the Actions button for the invoice you want to send, and select Send Mail.
📌 Note: If the email address is not filled in the guest's profile, you will need to add it manually in the pop-up window when clicking the Send Mail button.
2. Proforma Invoice Nr. X
This email contains the proforma invoice and related details and is sent manually to the guest.
- Click Edit next to the email type.
- Modify the structure and necessary details.
After completing all the information, save the changes!
Send Proforma Invoice Nr. X Email:
- Click the Send Mail button next to the proforma invoice in the Booking Folio.
- From the Financial section, go to Proforma Invoices, click the Actions button for the proforma invoice you want to send, and select Send Mail.
📌 Note: If the email address is not completed in the guest's profile, the email will not be sent. Add the email address and resend the email.
Connect the system to an online payment processor so that this email also includes a link for online card payment. More information on online card payments can be found here.
When the guest makes an online payment, the system automatically receives confirmation from the payment processor and converts the proforma invoice into an invoice.
3. Booking Confirmation
This email is automatically sent to the guest when a manual booking or one from an online partner is added to the system and contains the booking details.
- Click Edit next to the email type.
- Modify the structure and necessary details.
After completing all the information, save the changes!
Send Booking Confirmation Email:
- Choose whether to send this email automatically or not by selecting the appropriate option.
📌 Note: The email is sent automatically when the booking is added.
If the guest's email address is not filled in the profile, the email will not be sent. Add the email address and send the email manually. - Access the reservation, click the Send Mail & SMS button under the guest's name, and select Booking Confirmation Email.
📌 Note: If you want to include additional documents in this email, upload the files to your website, add the link in the email, and the guest will have access to them anytime.
You can also include information about directions to your property, activities at or near your location, or a link to a video or useful documentation for your guests.
4. Check-In for "Property Name" Online
This email is sent to the guest and contains details about accessing the Guest App.
- Click Edit next to the email type to open two options:
- Modify the structure and information in the email.
❗If the email regarding the guest application is sent to a platform that uses an internal communication channel, such as Booking.com, and the Guest App button cannot be accessed, please add the following text to complete the message template: “Copy the link https://www.pynbooking.com/login and enter your login credentials.” - Settings: Configure the fields guests need to fill out in the registration form from the Guest App.,
After completing all the information, save the changes!
Send Check-In Email:
- Choose whether to send this email automatically or not. The email is automatically sent at 10:00 AM one day before the arrival date.
📌 Note: If the guest's email address is not filled in their profile, the email will not be sent. Add the email address and send it manually. - Access the reservation, click the Send Mail & SMS button under the guest's name, and select Check-In Email.
5. How was your stay at 'Unit Name'?
This email is sent to the guest and provides information on how they can leave a review for the property.
- Click Edit next to this email type.
- Modify the structure and required details.
After completing all the information, save the changes!
Send Email How was your stay at 'Unit Name'?
- Choose whether to send this email automatically or manually.The email is sent automatically at 10:00 AM the day after check-out.
📌 Note: The guest's review will be found under Reviews.
For more information about reviews, click here.
If the guest's email address is not filled out in their profile, the email will not be sent.
6. Email Address Verification
This email is sent to the newly created user for validating their email address upon their first login.
- Click Edit next to this email type.
- Modify the structure and required details.
After completing all the information, save the changes!
Send Address Verification Email
- The email is sent automatically when a new user is created in the system.
7. Password Reset for 'Unit Name'
This email is sent to the user when they request a password reset and provides the option to reset it.
- Click Edit next to this email type.
- Modify the structure and required details.
After completing all the information, save the changes!
Send Email Password Reset for 'Unit Name'
- The email is sent automatically when the user resets their password.
8. Personal Data Deletion
This email is sent to the guest when you send an email requesting the deletion of their personal data.
- Click Edit next to this email type.
- Modify the structure and required details.
After completing all the information, save the changes!
Send Email Personal Data Deletion
- Select the desired guest, and click the Send Mail Deletion button.
📌 Note: More information about guests and their data deletion can be found here.
The email contains a button the guest can click to automatically delete their personal data from the system.
9. Guests staying at "Unit Name" on Date X
This email is sent to the police department's email address following the night audit process.
- Click Edit next to this email type.
- Modify the structure and required details.
After completing all the information, save the changes!
Send Email Guests staying at "Unit Name" on Date X
📌 Note: Choose whether this email type should be sent automatically or manually.
This report can also be found in the Guest Statistics section, which helps streamline the process of sending information to the police.
10. Thank You for Your Review of Your Stay at 'Unit Name'
This email is sent to the guest's email address after you respond to their review.
- Click Edit next to this email type.
- Modify the structure and required details.
After completing all the information, save the changes!
Send Email Thank You for Your Review of Your Stay at 'Unit Name'
📌 Note: Choose whether this email type should be sent automatically or manually.
This email helps you provide feedback to guests on their review and maintain a close relationship with them.
11. Channel Manager Notification Email
This internal alert/notification is sent to the email address configured in Property Settings.
- Select Yes to activate automatic sending of notifications for new bookings, booking updates, or cancellations.
12. SMS e-Key & Online Check-In
This SMS is sent to the guest and contains information on accessing the Guest App.
- Click Edit next to this SMS type to modify its structure and content.The maximum character limit is 140.
Send SMS e-Key & Online Check-In
- Choose whether to send this SMS automatically or manually. Verify the SMS Module settings to enable automatic sending.
The SMS is sent automatically at 10:00 AM on the day of arrival.
The cost of an SMS sent through the system is €0.10, whether sent manually or automatically. - Access the reservation, click Send Mail & SMS under the guest's name, and select Guest App Access SMS.
📌 Note: The total SMS cost will be included in the next invoice only if it exceeds €10. Otherwise, the cost will carry over to the next month until it exceeds €10.
13. Channel Manager Notification SMS
This internal alert/notification is sent to the phone number configured in Property Settings.
- Select Yes to activate automatic sending of notifications via SMS.
📌 Note: Ensure the number includes the country code. Example: Romania +40
✅Done! You’ve gone through the information for this section!
Frequently Asked Questions (FAQ)
❓Q:
