Scheduler

Owned by support_howto
Last updated: 07 Oct, 2024
3 min read

Overview

Scheduler allows you to setup certain parameters so that the system will automatically send out templates to guests. This feature is commonly used for sending bulk communications.

 

A template is required to successfully create a schedule.

Below are sample scenarios on how the Scheduler can be used.

  • Send a reminder 7 days before travel date

  • Send a survey 2 days after travel date

  • Send tour information immediately after booking is confirmed

  • Send an upsell 1 hour before travel

  • Send a payment reminder 30 days before travel date

Instructions

Add New Schedule

  1. From the Main Menu in RBE, click on Guests > Connect. Navigate to the Scheduler tab. Click on the Add New Schedule button.

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  1. The following are REQUIRED fields.

    • Schedule Name

    • Template

    • Tour

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  • Add the “Schedule Name.

  • Choose a “Template” from the drop-down list. Only the “Enabled” templates are displayed from the list.

  • Choose a “Tour” from the drop-down list. The tour code or the tour name can also be used to search a tour.

  • Choose the “Days” and “Hours”.

  • Choose Before/After.

  • Choose the Trigger Event

  • Choose The Booking Status

There are four status options available: ALL, Confirmed, Tentative, and Cancelled. Notifications are sent to the client only once per event. If the schedule status is set to "ALL", the scheduled email will be sent to the client at the time the trigger is executed, regardless of the booking status (Confirmed, Tentative, or Cancelled). This means that the client will receive the email for any status change at the scheduled time.

Definitions of the Trigger Events

Booked Time: The date and time the booking was submitted into ResPax

Departure Time: The date and time the tour begins

Deposit Due: The date and time the booking or payment will expire (Tentative timestamp)

Tip 1: Choose 0 hrs After Booked Time if you require the notification for the booking to send out immediately. This will create a schedule to be actioned on the next run of the scheduler.

Tip 2: Choose 0 hrs After Booked Time and set the Booking Status to "Cancelled" if you want to automatically send a notification to the client immediately after their booking is cancelled.

 

  1. Click SAVE once all fields and criteria are set.

 

Edit Schedule

  1. All schedules are listed on the Scheduler page. Click on the Pencil Icon to edit or Click on the Bin Icon to delete the schedule.

 

  1. To “Preview” or “Resend” the Email/SMS, the Comms Log documentation provides detailed instructions.