Email Templates and CRM

Configure -> Settings -> Email Style -> Templates -> Templates Button

Throughout accommres there are various points where you can send an email. These fall into three main categories

1) Enquiries

(a) Single property enquiry

(b) Multiple property/Group Booking enquiry

(c) For Sale enquiry

2) Bookings

3) Notes

accommres includes a standard method for delivering emails. The layout of these emails is fixed and can not be changed by the user. These have already been translated into many languages and for most users meet their needs.

However, if you want to "do your own thing" you can. Use the " Settings" option to enable "Templates " and this option to control the templates which are available.

Each template has a code

bkcnf - Booking confirmation

bkocnf - Online booking confirmation

bkfpinf - Booking final payment notice

bkpsqst - Booking post stay questionnaire

sglenq - Single property enquiry

sglenqna - Single property enquiry (not available)

sglenqms - Single property enquiry (minimum stay)

mltenq - Multiple property enquiry

mltenqna - Multiple property enquiry (not available)

mltenqms - Multiple property enquiry (minimum stay)

sglslenq - Single property for sale enquiry

mltslenq - Multiple property for sale enquiry

note - Note

Each template should link to a text file (.txt). To do this double click in the "template file" column on the appropriate line and browse to the location of the file on disk. We recommend you use the templates folder in the accommres folder for this.

You can add your own templates. For example you may have a policy on "stag or hen nights". Create a template for this so that your business has a consistant method of answering those requests. In this case add to a blank line, a code and a description and enter Yes in the Single and Multiple Enquiry column.

Throughout accommres when you click on the button to send an enquiry email (or other type of email) a window is shown as follows

(a) Use the dropdown at the top to select the type of email template to use.

(b) Use the "Email text" area to add personal text to the email. This is applied to the template if a suitable field is defined in the template.

(c) If you are replying to an email enquiry then cut and paste the original content into the "Reply to email " area.

(d) It is assumed you will want to send the email to the email address attached to the enquiry or booking etc. However, you can also send to an alternative address and also deselect the original email address.

(e) When Send is selected the email is prepared, emailed to one or both addresses and a Note created in the Enquiry or Booking and also the Client account. Also the Enquiry or Booking record is updated to show that this email type has been sent.

Various reports and Booking Overview include options which identify enquiries or bookings which have not received specific types or emails.

For example the "Deposit Report" and " Outstanding Balance Report " both have options where you can select the type of email not sent. You can then decide which email "if any" to send.

Each template is a simple text file. It should be prepared by someone who knows how to use "text editors" for example "Windows Notepad" and probably someone who understands the basics of html. You will probably want to add effects to your emails like bold , underline, italics and others. This is done using "html tags".

A Template

A template consists of plain text and variables. Each variable "does something" - usually inserting something relevant. For example a property name, arrival date, length of stay etc. The variable may insert a value, a word, several words or even multiple lines of text. Logic may be tied to a variable. For example Directions may only be included if conditions are met for a booking - payment of deposit or full balance, the variable will handle this.

All variables are defined by %*VARIABLE*%

Add a variable anywhere in your text. When the email is prepared all values enclosed between %* and *% will be treated as variables and converted to the appropriate value. A list of variables follows.

Many variables need to be prefixed by the Database to identify which one to use. For example Booking or Enquiry. In this case the definition of the variable is %*Booking:VARIABLE*%

Language

Alternative language versions of your template will be used if you adopt the following naming convention. Prepare a template in your default language and then for a Spanish version, copy the file and add _esp to the filename. When the email is being sent in Spanish accommres will auto detect the Spanish version of the template and use it.