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.

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.