The Connect menu is one method of accessing ResPax' connection tools to communicate with Guests.
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Step-by-step guide to checking the Comms Schedule Log
Schedule Log (Quick Ref : Guests / Connect / Schedule Log)
From the main menu, click Guests
Click the Connect menu
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Schedule Log
Select the Template tab and click on the Add Template button
Select Email from the available radio button
Choose the From Email address (optional)
Either manually type the address or select from the list of authorised Senders using the + Add button)Do not choose a To Email Address in a template. Only use this in the ‘Send Comms’ email.
Choose the BCC Email Address (optional)
Either manually type the address or select from the list of existing Passengers in ResPax
Enter the Subject (mandatory)
Add the Email body (mandatory)
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See the Content Fields instructions further below for advanced template options |
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To add an Attachment, click on the large box labelled Choose or drop a file to upload (optional)
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Select a file from the list, and select Open
Add a label (optional) and type (mandatory) to the attachment
The files will be attached to the template.
Images will be previewed, and all other documents will show their file type)
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Preview the Email template (optional)
Save the Email template.
Add the Name (mandatory)
Add the Description (optional)
The template will remain enabled by default
Click Save
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Content Fields
The following Content fields are available to insert into an email to personalise it for single or bulk communication.
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See the definitions of Content Fields further below for explanation |
Passenger details are represented in white.
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Booking details are represented in blue.
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To use the Content fields, place your cursor where you want the field to be inserted in the emai ltemplate and simply click on any content button. Remember to add spaces, commas, hashtags and periods wherever you need them to be to ensure the email is correctly formatted (hint: add a space before each inserted field)
This is a sample template using the highlighted content fields
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The Email Template created.
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The Email received
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Definition of content fields
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Instructions
Step-by-step guide to Sending Email
Email Templates (Quick Ref : Guests / Connect / Send Comms)
From the main menu, click Guests
Click the Connect menu
Send Comms
Select the Send Comms tab (default)
Select Email from the available radio button
Select a Template from the list using the +Add button
Search by template name, description and type
Click on the template to load it into the Send Comms email form
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The email body may include content fields that require a booking to be added
before the email can be sent.
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Search for Booking(s)
Enter the Confirmation No. or Passenger Name in the Search field on the right
Select the Booking when it is found
This adds the booking to your list (on the right) and automatically adds the primary passenger for that booking into the BCC field (on the left)
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Repeat Step 6 for as many bookings as necessary
If the template contained a FROM address, then this will be automatically shown in the From field.
This can be cleared and manually overwritten, or a new Sender selected from the +Add button
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The To field can be used for single recipient emails but should be left blank for any bulk communication. In bulk emails, it is widely accepted to have all recipients in the BCC field instead of the TO field so that each address remains private, and is not seen by other recipients.
The BCC field (as referred to in step 6) is populated as each booking or passenger is searched and added.
The Email body
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To use white (passenger) content fields in an email, there must be an existing passenger added via the +Add button or the Search by Booking. If your template or one-off email uses content fields but there is no passenger or booking identified, then you will receive this error below |
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8. Review the Sent emails
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9. Select the Email Log tab
10. Search or filter the emails to locate the email
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Schedule Log tab
The Schedule log shows the latest run scheduled tasks.
Tasks are executed every 15 minutes and check all Schedules and then lists the results here with how many messages were sent.
Examples
At 0938 the scheduled job was checked and the criteria did not match any bookings.
At 0944, the same scheduled job was checked and matched the criteria so sent the message (of type email) to 1 recipientTo Review or Resend the message, there are detailed instructions provided in the Comms Log documentation and summarised below
From the log, find the message
Select Preview to review the message or
Select Resend to resend the message
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