Email Notification (Custom Email Templates)

Email Notification (Custom Email Templates)

Info
Purpose:
To customize email template such as, "Reservation Confirmation", "Reservation Reminder", "Reservation Cancellation" and "Thank you email".
⏱ Estimated time: ~20mins

1. Where to Set

  1. Setting Page: Property Management screen
  2. Action: 'Setting' → 'Email Setting' → 'Email Notification'

2. Email Template

Idea
Idea:
  1. Variables can also be used within the template.
  2. Strings enclosed in {{ }} represent variable names.
  3. Each variable automatically displays information registered in [Property Information]
    within the management screen, according to its purpose.
  4. For details on how each variable is used, refer to the list here.
WarningAttention:
  1. For “Reservation Confirmation”, “Reservation Reminder” and "Reservation Cancellation" mail, cannot be sent to pre-paid customer.
    The “Thank You” email can be sent to all customers.
  2. For prepaid reservations, the system default email template is used.
    Please note that this template     cannot be edited or customized.
    ▼Manual: Auto Email Samples
Please click the email template to be edited.


  1. Reservation Confirmation Email
    Sent automatically after a booking is completed to confirm the reservation details.
  1. Reservation Cancellation
    Sent when an on-site payment reservation is canceled.
    *Values such as cancellation Fee and Refundable Amount are inserted automatically using custom variables.
  1. Reservation Reminder Email
    Sent before the guest’s arrival to remind them of their upcoming stay.
    *Reservation Reminder Email is automatically sent at 10:00 JST on the day before the stay date.
  1. Thank you Email
Sent after the guest's stay to express appreciation and encourage future bookings.
■ How to set up the "Thank you" Email
Step 1
Enable the [Send Thank-you email] status.

■ Send Timing
1. When to SendThank you email only can be set [After Checkout].
2. Day to SendConfigure sending day, It can be set up to 14 days after checkout.
3. Time to SendThe sending time can be set in 1-hour increments.
■Send Language
Thank you email can be send only on specific languages.

3. Editing Email Template

3.1 Variable

3.1.1 What is Variable?

  1. Variable is special codes that can be used in email or message to automatically show information registered under "Property Information" in the management screen

3.1.2 Variable structure

  1. Text inside {{ }} represents variable names. Variable marked with " _ " will have tripla default assigned. Example: {{facility_name}}
  2. Please refer to this list for the purpose and usage of each variable name.   

3.1.3 Variable option

  1. When {{}} is entered, variable options can be selected from the dropdown menu, as shown in the image below.

3.2 Visual Editor Message

Blocks on the right side can be easily dragged and dropped into the text area to edit the email content.
1. Content
Set the content button, text or images. 
2. Blocks
Divide the email body into blocks and enter different content in each block.
3. Body
Set the text color, background color, content width, alignment, font, and font weight.

3.3 Saving Edited Email Template

Step 1
・Click [Send Sample Email] at the bottom of the screen.
・The sample email is sent to the email address associated with the logged-in account.
*If there is changes in the Text section, Save button will be disabled until sample email sent. 

Step 2
Click [Save] button to save changes.
*Email template will be updated immediately, once the [Save] button is clicked.

3.4 Email Sample result

4. Sending QR code 

QR code emails can be used for multiple reservations with branch numbers.

4.1 How to insert QR Codes for One Room

  1. Action: insert variable:{{reservation_number_qr_code}} into the custom email template.

4.2 How to Insert QR Code for Multiple rooms

  1. Select [Add QR Codes to each reservation rooms info for check-In process] to include it automatically.
  2. If your custom email template already includes the variable {{reservation_rooms_info}}, the QR code will appear in that section.
Warning
Attention:
If you wish to display a QR code for pre-paid reservations, please contact your sales representative.
If you wish to display a QR code in the Reservation Change or Reservation Cancellation email, please contact your sales representative.

5. Copy Email Template to other property

*This function can only be configured by the Brand Administrator.
  1. Setting page: Property Management Screen
  2. Action: 'Setting' → 'Email Setting' → [Custom Email template]
Step 1
After click [Custom Email template] , brand administrator will see [Copy to other properties]  button on the bottom.

Step 2
・Click [Copy to other properties].
・Then, ticked checkbox on which property you wan to copy and click [Confirm].
Step 3
・After click [Confirm], there will be second verification to confirm saving. 
・Click [Confirm] again, and the copied emails will take effect and be sent to customers.
Warning
Attention:
When you copy email templates, the “Send Thank You Email” switch is OFF by default.
Please turn it ON manually for each property.

6. Default Subject and Text

If you want to restore the default content, copy and use the text below.
Warning
In some cases, the text below the phone number may not appear when first loaded.
Select the body text once to display the content below the phone number.
Subject[Confirmation] {{facility_name}}
Text
<p>
  <span>Thank you very much for booking with {{facility_name}}.</span>
  <br>
  <span>We are pleased to confirm your reservation as follows:</span>
</p>
<p>
  <span>・Reservation Number: {{reservation_number}}</span>
  <br>
  <span style="margin-left: 15px">
    {{reservation_number_qr_code}}
  </span>
  <br>
  <span style="margin-left: 15px">
    <i>Please scan the QR code.</i>
  </span>
  <br>
  <span>・Hotel: {{facility_name}}</span>
  <br>
  <span>・Address: {{facility_address}}</span>
  <br>
  <span>・Phone Number: {{facility_tel}}</span>
  <br>
  <span>・Official Website: {{facility_website_url}}</span>
</p>
<p>
  <span>・Check-in Date: {{reservation_checkin_date}}</span>
  <br>
  <span>・Number of Guests: {{reservation_number_of_guests}}</span>
  <br>
  <span>・Number of Rooms: {{reservation_number_of_rooms}}</span>
</p>
<p>
  <span>・Currency at the Time of Booking: {{reservation_currency}}</span>
  <br>
  <span>・Total (Tax Included): {{reservation_currency_unit}} {{reservation_total_amount}}</span>
  <br>
  <span>・Point Discount: {{reservation_currency_unit}} {{reservation_point_discount_amount}}</span>
  <br>
  <span>・Amount Paid (Tax Included): {{reservation_currency_unit}} {{reservation_payment_amount}}</span>
  <br>
  <span>・Payment Method: {{reservation_payment_method}}</span>
</p>

<p>=============================================================</p>

{{notifications}}
{{additional_questions_and_answers}}

<p>=============================================================</p>

<p>
  <span>・Guest Name: {{reservation_contact_name}}</span>
  <br>
  <span>・Guest Phone Number: {{reservation_contact_number}}</span>
</p>
{{reservation_rooms_info}}
{{reservation_extras_info}}

<p>=============================================================</p>

<p>▼ You can check, modify, or cancel your reservation, or issue a receipt (for credit card payments) from the page below.</p>
<p>
  <a href="{{reservation_url}}">{{reservation_url}}</a>
</p>
<p>※ After the check-in date or the time limit set by the hotel for changes/cancellations has passed, changes or cancellations cannot be made via tripla.  
You can check the change/cancellation deadline on the reservation confirmation page accessed through the link above.  
If the deadline has passed, please contact the hotel directly by phone.</p>
<p>※ To extend or shorten your stay or change the number of guests, please make a new reservation.</p>

<p>+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+</p>
<span>* This email is automatically sent by the tripla reservation service.</span>
<br>
<span>* Please note that replies to this email will not be received.</span>
<br>
<span>This reservation was made using the tripla reservation service.</span>
<br>
<span>tripla Reservation Service</span>

7. FAQ

 Question
 Answer
Q1. When will the reminder email be sent?
・Reminder emails are sent at 10:00 AM the day before your check-in date.
*The reminder email delivery date cannot be changed.
Q2. Is it possible to add some text to the reservation confirmation email?It is possible, on Property Management Screen
・Action: 'Setting' → 'Email Setting' → "Custom Email Template"

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