SMS Functionality

SMS functionality needs to be activated within the PMS by Guestline, as there are additional charges made for this option.  Once activated, it can be used in the following ways:

Sending an SMS to a guest or booker:

Firstly, ensure that their guest profile has a mobile number added within the mobile number field:

 

Once a profile has been linked to the Contact Information within a reservation, the mobile number will display as a hyperlink:

 

 

Clicking the hyperlink will allow you to send an ‘ad-hoc’ text directly from the system to the contact:

 

 

 

Note: Texts sent from the PMS have a character limit (including spaces) of 160.

SMS messages can also be sent via the templates section.  Firstly, ensure that you have an SMS template set up already (see below).  Then navigate to the Print option on the reservation, and select ‘templates’.

Tick SMS either against the summary (to the booker) or any subsequent bookings where the linked profile has a mobile number.  Where there is no mobile number, the SMS box will be hidden:

Select the template you wish to use, then select Execute.

Any messages sent will display in the Correspondence tab on the guest’s profile, and also within the Outgoing Correspondence area under Reports > Front of House

 

Other ways to send an SMS

SMS can also be used to send ad-hoc communications if needed.  Navigate to the SMS menu under System > System > SMS.

Select ‘New’ and either select Address Book for previously-saved numbers, or type in the name, then the number and press ‘Add’.  You can then add your subject and message:

 

Note: The sender information will be the first 10 characters from your property, or (if in group mode) property group.  The subject will display on the outgoing correspondence screen, but won’t be visible to the guest.

If you wish to see the content of any SMS messages sent from the system, use the SMS area (as described above) rather than the Outgoing Correspondence area, as it will then be possible to click the message to see what was sent.

Note: It will not be possible for guests receiving SMS messages from the system to reply, as they would for email correspondence.

 

Template Editor

It is possible to create pre-configured templates to be used, as with emails and letters.  These are configured within the template editor.

Select ‘Add new Template’ and name it, as you would for the other formats.

Add your text within the ‘Body’ area, ensuring that the character limit of 160 is applied.  There is no character counter within this area, so you will need to manually count the number of characters used.  

 

TIP: If you choose to use an application like MS Word to do this, then make sure you paste into a notepad document before pasting into template editor, to remove any formatting.

 

Template Automation

It is also possible to use Template Automation to send SMS messages.  You will need to create a schedule where the delivery method is ‘SMS’.  You will also need to make sure you have set up a suitable template to send.  See below for an example of an SMS schedule: