Configure Email Notifications for Check-In and Check-Out

Stay is enhanced to allow properties to send email invitations to guests for mobile/web check-in and check-out in addition to the existing SMS notifications.

Authorized users can configure templates to send email notifications to guests for the following:

Mobile Check-In
Mobile Check-Out
Room Ready Notifications

Permissions

The following new permissions must be assigned to access the Email Notification Set Up screen in Stay:

ReadEmailNotifications: Users with this permission assigned can view the Email Notifications hyperlink in the Settings screen (All Settings à Templates) and the following tabs in the Email Notification Set Up screen:
- Room Ready
- Bulk Email
- Check In
- Check-Out
- Test Email

The hyperlink and the tabs will not be displayed to users without this permission.

WriteEmailNotifications: Users with this permission assigned can view, configure, and modify settings in all the tabs displayed in the Email Notification Set Up screen.

These new permissions must be assigned to users who are assigned the following existing permissions used for sending SMS notifications:

SmsDefault
Writesmsnotification
Readsmsnotification
Writebulksms
Readbulksms

Configure Templates for Email Notifications

To support this feature, a new hyperlink, Email Notifications, has been added to the Settings screen (All Settings à Templates). When selected, the Email Notification Set Up screen appears that displays the following tabs:

Room Ready
Bulk Email
Check In
Check-Out
Test Email

Users can configure individual templates for sending room ready, check-in, and check-out invitations to guests.

Room Ready Email Notifications

The Room Ready tab is displayed by default to all users with the new permissions assigned. The following fields are displayed in this tab:

Field	Description
Enable Room Ready Notification	The room ready emails are sent to guests only when this flag is turned on. When enabled, room ready emails are sent for reservations created through the following sources: Stay PMS SynXis SiteMinder Agilysys Book TravelClick OpenAPI
Email Subject	The subject of the email. This is a mandatory field that allows users to enter a maximum of 100 alphanumeric characters.
List of Keywords	This field lists the following keywords that can be included in the template: First Name Last Name Reservation Confirmation No. Room Type Rate Plan Arrival Date Departure Date Room Number Building Name Estimated Due
Email Template	This is a mandatory field that allows users to configure the reservation details to be included in the emails. Users can select the preferred keywords to be included for each detail. The keywords are replaced with the reservation data when the email is sent.
Footer Message	This field allows users to configure the message to be displayed at the bottom/footer of every email sent.

Users can configure the conditions for triggering the email in the following fields:

Field	Description
Delay By	This is a mandatory field that displays the following two options: Hours Minutes Users can configure the delay duration in these fields.
Send Email Only Between	This is a mandatory field that allows users to configure the time frame during which the emails must be sent. The time can be configured in the From and To fields.
Send Email To	This is a mandatory field that displays the following options as radio buttons: Individual Reservation: When selected, emails are sent only to non-group reservations, including package or player-rate reservations. Group Reservation: When selected, emails are sent only to reservations under group rate plans. Both: When selected, emails are sent to both individual and group reservations.

Field

Description

Delay By

This is a mandatory field that displays the following two options:

Hours
Minutes

Users can configure the delay duration in these fields.

Send Email Only Between

This is a mandatory field that allows users to configure the time frame during which the emails must be sent. The time can be configured in the From and To fields.

Send Email To

This is a mandatory field that displays the following options as radio buttons:

Individual Reservation: When selected, emails are sent only to non-group reservations, including package or player-rate reservations.
Group Reservation: When selected, emails are sent only to reservations under group rate plans.
Both: When selected, emails are sent to both individual and group reservations.

Users can select the applicability conditions for sending the email in the following fields:

Field	Description
Rate Plan	This is an optional multi-select drop-down list that allows users to select the preferred rate plans of reservations for which the email must be sent.
Package	This is an optional multi-select drop-down list that allows users to select the preferred package rate plans of reservations for which the email must be sent.
Room Type	This is an optional multi-select drop-down list that allows users to select the preferred room types of reservations for which the email must be sent.
Guest Type	This is an optional multi-select drop-down list that allows users to select the preferred guest types of reservations for which the email must be sent.
VIP Status	This is an optional multi-select drop-down list that allows users to select the preferred VIP status of reservations for which the email must be sent.
Buildings	This is an optional multi-select drop-down list that allows users to select the preferred buildings associated with reservations for which the email must be sent.

Email notifications must be sent only to reservations that match the selected rate plan, package, room type, guest type, or VIP status.

Users can configure a BCC email address in the BCC Email Address field displayed in the Email Copy section. Users can enter multiple email addresses separated by a comma.

Clicking on Save will save the template configured for sending room ready emails to guests.

Check-In Notifications

The Check In tab is displayed by default to all users with the new permissions assigned. The following fields are displayed in this tab:

Field	Description
Enable Check-in	The check-in emails are sent to guests only when this flag is turned on. When enabled, check-in notification emails are sent for reservations created through the following sources: Stay PMS SynXis SiteMinder Agilysys Book TravelClick OpenAPI
Email Subject	The subject of the email. This is a mandatory field that allows users to enter a maximum of 100 alphanumeric characters.
List of Keywords	This field lists the following keywords that can be included in the template: First Name Last Name Reservation Confirmation No. Room Type Rate Plan Arrival Date Departure Date Estimated Due Check-In link (applicable only when Express Mobile interface is configured for the property)
Email Template	This is a mandatory field that allows users to configure the reservation details to be included in the emails. Users can select the preferred keywords to be included for each detail. The keywords are replaced with the reservation data when the email is sent.
Footer Message	This field allows users to configure the message to be displayed at the bottom/footer of every email sent.

Users can configure the conditions for triggering the email in the following fields:

Field	Description
Day(s) Prior to Arrival Date	This is a mandatory field that allows users to configure the number of days prior to the arrival date when the email must be sent.
Send At	This is a mandatory field that allows users to configure the time during which the emails must be sent.
Send Email To	This is a mandatory field that displays the following options as radio buttons: Individual Reservation: When selected, emails are sent only to non-group reservations, including package or player-rate reservations Group Reservation: When selected, emails are sent only to reservations under group rate plans Both: When selected, emails are sent to both individual and group reservations.

Field

Description

Day(s) Prior to Arrival Date

This is a mandatory field that allows users to configure the number of days prior to the arrival date when the email must be sent.

Send At

This is a mandatory field that allows users to configure the time during which the emails must be sent.

Send Email To

This is a mandatory field that displays the following options as radio buttons:

Individual Reservation: When selected, emails are sent only to non-group reservations, including package or player-rate reservations
Group Reservation: When selected, emails are sent only to reservations under group rate plans
Both: When selected, emails are sent to both individual and group reservations.

Users can select the applicability conditions for sending the email in the following fields:

Field	Description
Rate Plan	This is an optional multi-select drop-down list that allows users to select the preferred rate plans of reservations for which the email must be sent.
Package	This is an optional multi-select drop-down list that allows users to select the preferred package rate plans of reservations for which the email must be sent.
Room Type	This is an optional multi-select drop-down list that allows users to select the preferred room types of reservations for which the email must be sent.
Guest Type	This is an optional multi-select drop-down list that allows users to select the preferred guest types of reservations for which the email must be sent.
VIP Status	This is an optional multi-select drop-down list that allows users to select the preferred VIP status of reservations for which the email must be sent.
Buildings	This is an optional multi-select drop-down list that allows users to select the preferred buildings associated with reservations for which the email must be sent.

Email notifications must be sent only to reservations that match the selected rate plan, package, room type, guest type, or VIP status.

Users can configure a BCC email address in the BCC Email Address field displayed in the Email Copy section. Users can enter multiple email addresses separated by a comma.

Clicking on Save will save the template configured for sending check-in notification emails to guests.

Check-Out Notifications

The Check-Out tab is displayed by default to all users with the new permissions assigned. The following fields are displayed in this tab:

Field	Description
Enable Check-Out	The check-out emails are sent to guests only when this flag is turned on. When enabled, check-out notification emails are sent for reservations created through the following sources: Stay PMS SynXis SiteMinder Agilysys Book TravelClick OpenAPI
Email Subject	The subject of the email. This is a mandatory field that allows users to enter a maximum of 100 alphanumeric characters.
List of Keywords	This field lists the following keywords that can be included in the template: First Name Last Name Reservation Confirmation No. Room Type Rate Plan Arrival Date Departure Date Estimated Due Check-Out link (applicable only when Express Mobile interface is configured for the property)
Email Template	This is a mandatory field that allows users to configure the reservation details to be included in the emails. Users can select the preferred keywords to be included for each detail. The keywords are replaced with the reservation data when the email is sent.
Footer Message	This field allows users to configure the message to be displayed at the bottom/footer of every email sent.

Users can configure the conditions for triggering the email in the following fields:

Field	Description
Day(s) Prior to Departure Date	This is a mandatory field that allows users to configure the number of days prior to the departure date when the email must be sent.
Send At	This is a mandatory field that allows users to configure the time during which the emails must be sent.
Send Email To	This is a mandatory field that displays the following options as radio buttons: Individual Reservation: When selected, emails are sent only to non-group reservations, including package or player-rate reservations Group Reservation: When selected, emails are sent only to reservations under group rate plans Both: When selected, emails are sent to both individual and group reservations.

Field

Description

Day(s) Prior to Departure Date

This is a mandatory field that allows users to configure the number of days prior to the departure date when the email must be sent.

Send At

This is a mandatory field that allows users to configure the time during which the emails must be sent.

Send Email To

This is a mandatory field that displays the following options as radio buttons:

Individual Reservation: When selected, emails are sent only to non-group reservations, including package or player-rate reservations
Group Reservation: When selected, emails are sent only to reservations under group rate plans
Both: When selected, emails are sent to both individual and group reservations.

Users can select the applicability conditions for sending the email in the following fields:

Field	Description
Rate Plan	This is an optional multi-select drop-down list that allows users to select the preferred rate plans of reservations for which the email must be sent.
Package	This is an optional multi-select drop-down list that allows users to select the preferred package rate plans of reservations for which the email must be sent.
Room Type	This is an optional multi-select drop-down list that allows users to select the preferred room types of reservations for which the email must be sent.
Guest Type	This is an optional multi-select drop-down list that allows users to select the preferred guest types of reservations for which the email must be sent.
VIP Status	This is an optional multi-select drop-down list that allows users to select the preferred VIP status of reservations for which the email must be sent.
Buildings	This is an optional multi-select drop-down list that allows users to select the preferred buildings associated with reservations for which the email must be sent.

Email notifications must be sent only to reservations that match the selected rate plan, package, room type, guest type, or VIP status.

Users can configure a BCC email address in the BCC Email Address field displayed in the Email Copy section. Users can enter multiple email addresses separated by a comma.

Clicking on Save will save the template configured for sending check-out notification emails to guests.

Bulk Email Settings

The Bulk Email flag tab be displayed by default to all users with the new permissions assigned. The Enable Bulk Email Settings flag must be enabled to view the Bulk Email tab in the Batch Posting screen.

The Bulk Email tab in the Batch Posting screen displays the following sections:

Email Template
Send To

The following fields are displayed in the Email Template section:

Field	Description
Email Subject	The subject of the email. This is a mandatory field that allows users to enter a maximum of 100 alphanumeric characters.
List of Keywords	This field lists the following keywords that can be included in the template: First Name Last Name Reservation Confirmation No. Room Type Rate Plan Arrival Date Departure Date
Email Body	This field allows users to configure the reservation details to be included in the emails. Users can select the preferred keywords to be included for each detail. The keywords are replaced with the reservation data when the email is sent.

Field

Description

Email Subject

The subject of the email. This is a mandatory field that allows users to enter a maximum of 100 alphanumeric characters.

List of Keywords

This field lists the following keywords that can be included in the template:

First Name
Last Name
Reservation Confirmation No.
Room Type
Rate Plan
Arrival Date
Departure Date

Email Body

This field allows users to configure the reservation details to be included in the emails. Users can select the preferred keywords to be included for each detail. The keywords are replaced with the reservation data when the email is sent.

The Send To section contains the following sub-sections:

Search
Email a Copy

The following fields are displayed in the Search section:

Field	Description
Reservation Status	This is a mandatory multi-select drop-down list that allows users to select the status of the reservations for which the emails must be sent.
Send Emails to Individual Reservations	When enabled, email notifications are sent to guests who satisfy any of the following reservation criteria.
Rate Plan	This is an optional multi-select drop-down list that allows users to select the preferred rate plans of reservations for which the email must be sent.
Package	This is an optional multi-select drop-down list that allows users to select the preferred package rate plans of reservations for which the email must be sent.
Room Type	This is an optional multi-select drop-down list that allows users to select the preferred room types of reservations for which the email must be sent.
Guest Type	This is an optional multi-select drop-down list that allows users to select the preferred guest types of reservations for which the email must be sent.
VIP Status	This is an optional multi-select drop-down list that allows users to select the preferred VIP status of reservations for which the email must be sent.
Buildings	This is an optional multi-select drop-down list that allows users to select the preferred buildings associated with reservations for which the email must be sent.
Group Reservations	When enabled, users can configure settings in the reservation presets of groups to send email notifications to all group reservations.

Users can configure a BCC email address in the BCC Email Address field displayed in the Email Copy section. Users can enter multiple email addresses separated by a comma.

Clicking on Save will save the configurations for sending bulk emails to guests.

Test Email Configurations

The Test Email tab allows users to validate the e-mail notification configurations before sending them to guests.

The following fields are displayed in this tab:

Field	Description
Email Notification	This is a mandatory single-select drop-down list that allows users to select from the following options for sending emails: Room Ready Check In Check-Out Bulk Email
Reservation Conf#	This is a mandatory field that allows users to enter the confirmation number of reservations.
Email Address	This is a mandatory field that allows users to enter the email address to which the emails must be sent.

Field

Description

Email Notification

This is a mandatory single-select drop-down list that allows users to select from the following options for sending emails:

Room Ready
Check In
Check-Out
Bulk Email

Reservation Conf#

This is a mandatory field that allows users to enter the confirmation number of reservations.

Email Address

This is a mandatory field that allows users to enter the email address to which the emails must be sent.

E-mail Notification Requirements

Interfaces

The Agilysys Express Mobile interface must be made active and configured with the web check-in and web check-out links. When the interface is active, the corresponding keywords in the Check-In and Check-Out email template tabs will automatically retrieve these links from the interface setup through the Keywords.

Addresses

When emails are sent to guests, the From address will be retrieved from the property setup in Stay and the To email address will be retrieved from the guest profile associated with the reservation.

Reservation and Profile Data

Keyword population relies on valid and complete reservation data, which includes the following:
- First Name
- Last Name
- Reservation Confirmation Number
- Rate Plan
- Room Type
- Building
- Estimated Due
The guest profile must contain a valid To email address for any email notification to be sent.
Applicability rules based on rate plan, package, room type, guest type, and VIP status depend on correct configuration and association within reservation data.
For bulk email search results, reservation status values (Arrival, In-House, Departing, and so on) must be accurately and consistently updated in Stay.

System Configuration

Default e-mail templates must exist for each notification type:
- Room Ready
- Web Check-In
- Web Check-Out
- Bulk E-mail
Time-based trigger execution depends on:
- System clock accuracy
- Property time-zone configuration

Data Integrity & Validation

Numeric fields (such as Hours, Minutes, Days Prior to Arrival) depend on the following validations:
- Numeric-only input
- Maximum of 2 digits
- Valid value ranges
Keyword replacement requires:
- A valid reservation ID
- An active reservation status
- Correctly mapped rate plans and packages
Bulk email search and reservation retrieval depend on proper batch-operation processing.

Bulk Email

Bulk email processing depends on the following:

Up-to-date reservation status values
Required batch postings access permissions
Proper application of operational filters:
- Rate Plan
- Room Type
- Guest Type
- VIP Status
The reservations selection section requires successful retrieval of reservation data.

Test Email

The Test E-mail feature depends on:

A valid reservation confirmation number
A valid e-mail address
Selection of a supported email notification type:
- Room Ready
- Web Check-In
- Web Check-Out
Availability and proper functioning of e-mail delivery services

Impacted Areas

Email preferences are displayed and managed in the following areas:

Reservation

Book a Reservation - Guest Information

An Email Preference section is displayed that includes checkboxes for the following:
- Room Ready
- Check-In
- Check-Out
- Bulk Email
When email notifications are not configured or enabled, the following message will be displayed: Email notifications are disabled. Please configure the email template in Email Notifications Setup.

Reservation

The following buttons will be displayed in the Print/Email/SMS section of reservations:

Room Ready Email
Check-In Email
Check-Out Email

These buttons will be enabled for reservations in the Reserved and In-House statuses only.

Guest Profiles

An Email Preference section is displayed that includes checkboxes for the following:
- Room Ready
- Check-In
- Check-Out
- Bulk Email
When email notifications are not configured or enabled, the following message will be displayed: Email notifications are disabled. Please configure the email template in Email Notifications Setup.

Groups

Staging and Reservation Presets

An Email Preference section is displayed that includes checkboxes for the following:
- Room Ready
- Check-In
- Check-Out
- Bulk Email
Any preference that does not have a configured template or has the flag turned off in Email Notification Setup will be greyed out.
The selected preference will be applied to all reservations created for the group.
When email notifications are not configured or enabled, the following message will be displayed: Email notifications are disabled. Please configure the email template in Email Notifications Setup.

Priority of Preferences

For individual reservations, the email preferences are processed as follows:

Settings selected during booking, or
Preferences stored in the guest profile

For group reservations, the email preferences defined in the Reservation Presets section take precedence over individual or guest profile-level preferences.

The configured Enable Email Notifications flags act as the default email notification preferences for:

Reservations created within Stay
Reservations received through third-party sources

However, the following conditions must be applied.

Reservations Created in Stay Using an Existing Guest Profile

Guest Profile Email Preferences Exist

During reservation creation, guest profile email preferences are checked.
When preferences exist, they take precedence over property-level configuration for:
- Room Ready Email
- Check-In Email
- Check-Out Email
- Bulk Email
The reservation inherits the exact guest profile preferences, even when all options are unselected.

Consider the following property-level configuration:

Room Ready - Enabled
Check-In - Enabled
Check-Out - Enabled
Bulk Email - Disabled

Guest Profile Preference: Room Ready Email selected

Result in reservation:

Room Ready - Selected
Check-In - Unselected
Check-Out - Unselected
Bulk Email - Unselected

Guest Profile Email Preferences Do Not Exist

When no email preferences are present in the guest profile, the guest is treated as not opted in for email notifications. The reservation reflects the same behaviour.

For example, consider the following property-level configuration:

Room Ready - Enabled
Check-In - Enabled
Check-Out - Enabled
Bulk Email - Disabled

Result in reservation:

Room Ready - Unselected
Check-In - Unselected
Check-Out - Unselected
Bulk Email - Unselected

Reservation Created with Create New Profile

When the newly created profile includes email preferences, those preferences are applied to the reservation. When no email preferences are defined, property-level email notification settings are applied.

Reservations Created Through Third-Party Integrations

For the reservations created through the following third-party integrations, property-level email notification settings are applied to the reservations:

SiteMinder
SynXis
Agilysys Book
Open API
TravelClick

For example, consider the following property-level configuration:

Room Ready - Enabled
Check-In - Enabled
Check-Out - Enabled
Bulk Email - Disabled

Result in reservation:

Room Ready - selected
Check-In - selected
Check-Out - selected
Bulk Email - Unselected

Group Reservations

Group Reservations Created in Stay PMS

When email preferences are configured in the Reservation Presets section of the group, the preferences are applied to all reservations created for the group. When no preferences are configured, the property-level settings are applied.

Group Reservations Created via Third-Party Integrations

For the group reservations created through the third-party sources, the preferences configured in the Reservation Presets section will be applied.

Email History

When an email is sent using the following options from the Print/Email/SMS section of reservations, a record is created in the Email/SMS History section.

Room Ready Email
Check-In Email
Check-Out Email

Enable Email Notifications Flag - Disabled Behavior

Property Level

When the Enable Email Notifications flag is disabled, email notifications are not sent. This applies even when email preferences are selected at the reservation level.

Group Presets

The email preference options will be greyed out when the Enable Email Notifications flag is disabled. When only specific email notification flags are disabled at the property level, then the corresponding options are disabled in the Reservation Presets section.

Reservations

The Email Preferences section in the reservation will be enabled for modification even when the property-level flags are disabled. However, a message will be displayed that prompts users to configure or enable notifications in the property setup.

Test Email

The Email Notification drop-down list in the Test Email tab only displays options that have the Enable Email Notifications flag enabled in the property setup.

For example, when the Room Ready Email flag is disabled, Room Ready does not appear in the drop-down list. When all flags are disabled, the drop-down list appears blank and cannot be expanded. In this case, a message will be displayed that prompts users to configure or enable notifications in the property setup.