Templates can be created as either Email or SMS formats and are typically used to automate bulk notifications to guests based on a set Schedule. Additionally, these templates can be used for manual email and SMS communications to guests, accessible through either the Templates tab or the Send Comms tab.
Instructions
From the main menu, click Guests then Connect.
Navigate to the “Templates“ tab. Click on the “Add Template” button.
The following are REQUIRED fields.
Template Name
Subject
Content (Email or SMS body)
These three fields are prerequisites to enable the SAVE button.
The PREVIEW button is enabled when the email/SMS body is filled out.
The “Template Description” field can be resized by dragging the “resize icon” at the lower right corner of the text area.
The template is defaulted to be set as an “Email”. Note that templates can also be set as an “SMS” (text). Depending on the format selected, different fields become available.
Email
The “From” field is only available when “Email” is selected. The “From” field is optional and may be left blank. If left blank, the “From” email by default is no-reply@mailer.respax.com.
The email can be included manually or choosing the “+ Add” button when it will display all emails set in Lookups Senders.
b. SMS
In both formats, DO NOT enter any information into the “TO” field. Additionally, for the email template, DO NOT enter any information into the “BCC“ field. Both fields must be left blank.
The email/SMS body is empty by default. Content Fields can also be incorporated into the body to automatically extract passenger and/or booking details. Please refer to the Content Fields documentation for guidance when creating templates or sending one-off emails/SMS.
Using “EMOJIs” will decrease the SMS character limit. Refer to the breakdown table below.
Number of SMS | Character Limit | Character Limit with Emojis |
|---|---|---|
1 | 160 | 70 |
2 | 306 | 134 |
3 | 459 | 201 |
4 (max) | 612 | 268 |
Images and links can also be added to the email body. NOT available for SMS.
An attachment can be added in the template email, but not in SMS. Please read the Attachment documentation for more instructions.
When clicking in the “Preview” button, a new screen is shown with the Subject and SM/email body only
Click SAVE when ready, and the template form will remain opened for review.
Some changes are applied to this form when saving the template to allow users to send an email, similar as Send Comms:
The options Email and SMS are shown as grey out.
The Search By field is included in the top right called to search for a booking number or passenger name.
The “Send“ button is added in the bottom left as disabled by default.
NOTE: Clicking on the pencil icon will allow staff to edit an existing template. On the other hand, the bin icon will delete the template permanently and can no longer be retrieved.
The template is saved as enabled by default, but it can be disabled anytime.
There are some restrictions when attempting to delete a template. If the template is included in a Schedule Connect, this message will pop up:
The Scheduler function in Guest Connect will be able to help staff send bulk communications to their customers either via an email or SMS. Templates are required to be able to configure a Scheduler. Please refer to the Scheduler documentation to know more.