Add an SMS or Email Template
Instructions
Step-by-step guide to adding SMS and Email Templates
If a message on the Send Comms form meets the prerequisites for a template, then the user can also save their email or SMS as a template from that form.
Prerequisites for the Save as Template to be available:
- No Template selected
- Subject has text
- Message body has text
Templates (Quick Ref : Guests / Connect / Template / Add Template)
From the main menu, click Guests
Click the Connect menu
Templates
Select the Template tab and click on the Add Template button
Select Email or SMS from the available radio button
For SMS
(1) Do not choose a To mobile number in a template.
(2) Enter the Subject (mandatory)
(3) Add the SMS body (mandatory)
See the Content Fields instructions further below for advanced template options
(4) Continue to step 14
For Email
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.
Do not choose choose a BCC Email Address in a template
Enter the Subject (mandatory)
Add the Email body (mandatory)
See the Content Fields instructions further below for advanced template options
To add an Attachment, click on the large box labelled Choose or drop a file to upload (optional)
Select a file from the list, and select Open
Add a label (optional) and type (mandatory) to the attachment, and select Save
The files will be attached to the template.
Images will be previewed, and all other documents will show their file type)
Preview the SMS or Email template (optional)
(SMS instructions continue from here)
Save the template.
Add the Name (mandatory)
Add the Description (optional)
The template will remain enabled by default
Click Save
Content Fields
The following Content fields are available to insert into an Email or SMS to personalise it for single or bulk communication.
Passenger details are represented in white.
Booking details are represented in blue.
To use the Content fields, place your cursor where you want the field to be inserted in the Email/SMS body and simply click on any content button. Remember to add spaces, commas, hashtags and periods wherever you need them to be to ensure the message is correctly formatted (hint: add a space before each inserted field)
This is a sample template using the highlighted content fields
The Email Template created.
The Email received
Definition of content fields
First Name: The guest/primary passenger’s first name
Last Name: The guest/primary passenger’s last name
Full Name: The guest/primary passenger’s full name
Guest Email: The guest/primary passenger’s email address
Guest Mobile: The guest/primary passenger’s mobile number
Guest Phone: The guest/primary passenger’s secondary phone number
Guest Amount: Total amount of guests/passengers
Qty Pax1: Total amount of Pax Type 1 (i.e. Adults)
Qty Pax 2: Total amount of Pax Type 2 (i.e. Infants)
Qty Pax 3: Total amount of Pax Type 3 (i.e. Children)
Qty Pax 4: Total amount of Pax Type 4 (i.e. FOCs)
Qty Pax 5: Total amount of Pax Type 5 (i.e. Udefs)
Confirmation #: The booking confirmation number
Voucher Comment: The voucher comment on the booking
Tour Name: The name of the booked tour
Tour Description: The description of the booked tour
Tour Date: The calendar date on which the booked tour takes place
Tour Day: The day of the week on which the booked tour takes place
Co. Name: The Tour owner’s name
Co. Phone: The Tour owner’s phone number
Co. Email: The Tour owner’s email address
Booking Total: The total price of the booking
Balance Due: The tentative expiry date of the booking