Send Comms
- support_howto
Overview
The ResPax Booking Engine (RBE) offers a functionality to allow staff to send one-off Emails or SMS to their customers. This can be done in Send Comms under Guests > Connect.
Instructions
From the Main Menu in RBE, click on Guests > Connect
The page will land on Send Comms being the default tab.
Staff can choose to send the comms via Email or SMS (text message).
The following are REQUIRED fields for both Email and SMS formats.
To (BCC can be used in place of ‘To’ for emails only).
Subject
Content (Email or SMS body)
These three fields are prerequisites to enable the SEND button.
If you want to add an existing template (optional) to the Email or SMS, click on the +Add button next to the Template field.
To apply a template, click on the desired name of the template as seen in the section below. If there are no templates available, or you want to learn how to create a template, click here.
Note: Ensure that the template type matches the desired “send” format (Email or SMS).
Once you add an Email template the ‘From' field will automatically populate the templates FROM email address (this does not apply for SMS). This field is optional so you can remove it if you wish.
If no 'From' email address is provided, the system will default to the ResPax standard email: no-reply@mailer.respax.com.
The 'From' email options are sourced from the Lookup Senders list.
The “Content” will be prepopulated when a template is used. “Content Fields” can also be incorporated into the body to contain passenger and/or booking details. Please refer below for guidance on how to use Content Fields.
The “To” field is required unless the BCC field is selected. Staff can enter the email or mobile number manually. Use a semicolon to enter multiple emails or mobile numbers (repeat for as many recipients as necessary).
For bulk emails, it is highly encouraged to have all recipients in the “BCC” field instead of the “TO” field so that each email remains private and is not seen by other recipients.
To send an Email or SMS to an Existing Booking click in the “Search by” field to look up the booking number or passenger name.
a. For Emails, the “Search by” function will populate the email directly into the “BCC” field. There is no need to enter anything into the “To” field at this point.
b. For SMS, the mobile number is directly populated into the “To” field.
Images and Links can also be added in the body of the Email. This is not available for SMS.
Alternatively click on the ‘Choose or drop a file to upload’ section to attach a file. This is not available for SMS. Refer below for guidance on Attachments.
When all required fields are filled out, the Send button is enabled. Staff can also click on the “Preview” button before sending (optional).
The Save as Template button also gets enabled along with the Send button. This is true for both email and SMS.
To check if the email or SMS has sent, navigate to the Comms Log tab. Refer to the Comms Log documentation for more information.
Using Content Fields
Content fields are used to personalize the email/SMS body to include passenger and/or booking details. These are key information extracted from existing bookings. To learn about content fields click here.
Attachments
Attachments can also be added when sending one-off emails or when creating email templates. This is NOT available for SMS.
Instructions
To add an attachment, click on the large box to upload a file from your device. Alternatively, staff can also drop the file directly into the box.
Files that exceed 2MB in size are NOT accepted.
Adding a file label is optional. Staff have to assign a document type before the Save button is enabled.
Images will be previewed, and all other documents will show their file type (see screenshot above).
The attachment/s will be displayed in this section of the email or the template. Click on the large box or drop a file again to upload more.
Note that there are specific limitations related to SMS and message content. For detailed information, refer to the SMS Limitations section in our Templates article.