Automatic Pre-Arrival Email

Lead Guest
No need to worry about reminding guests to complete their registration.  The day before the guest is due to check in, between 7pm and 8pm UTC, guests will receive an email reminding them to complete their details prior to arrival.

These emails are not sent if the guest has already registered online.

When a booking is created for arrival today or tomorrow, we automatically send the pre-arrival email immediately.  

Automatic Pre-arrival Email: example 

The content of the emails is not configurable

The email has a link  to “check-in” that shows the following pages:

1. Personal information: to gather information such as name, nationality, email, etc…
2. Address: to gather information about the personal address of the guess
3. Additional guests: to gather information about other guests in the room, only shown if the reservation is for more than 1 guest
4. Other information: ETA, Car Registration Number and comments box for requests.
5. T&Cs: the last screen is where we show T&Cs and privacy policy and the guests need to accept those to complete the registration. 

Booker (Contact)

For groups or multi-rooms of 5 bookings or less, if there is no email address on the lead guest profile, the system will send an email to the Booker.

The email will ask them to go to the Booker Portal where the bookers can input the email address of the guests they booked for to improve their check-in process.

The content of the email looks like this:

Please note: this email will be sent 14 days before the arrival of the guest, 7 days and 3 days depending on whether the booker still has reservations that need an email address

Once the button is clicked, the booker will have an overview of all the bookings arriving at the hotel group during the next 14 days, limiting them to those for which the lead guest does not have a profile. The new portal allows the booker to type the email address of the lead guest, immediately connecting this information with the PMS and either updating the existing profile or creating a new profile.

After submitting the guest's email address, the PMS will have this new information stored under the lead guest and for those guests “arriving soon” (on that day, the day after or the next one) will immediately receive the email with the digital registration link, the rest of the guests will receive it on the appropriate date following what's described above.

If the booker does not want to receive this email in the future, the email includes a link at the bottom to “unsubscribe” to them.
The unsubscribe applies only to this specific email and hotel. There is the possibility to subscribe again by clicking the same link, here is an example: