How to do the email configuration

How to Configure Email in HotelBee

Automated email communication plays an important role in providing guests with timely, professional, and consistent information. HotelBee allows you to create and customise your own email templates, ensuring that every message reflects your property's identity and includes the relevant reservation details. This article explains, step by step, how to configure a new email within the program.

Step-by-Step Instructions

Step 1 — Access the Settings section Log in to your HotelBee account and open the Settings section from the main menu. This area contains the configuration options that allow you to manage the various features of the program, including your email communication.

Step 2 — Open the Email tab At the top of the Settings section, click Email. Here you will find an overview of your existing email templates and the tools required to create and manage them.

Step 3 — Create a new email To add a new template, press the plus (+) sign. A new form will open, ready for you to enter the details of your email.

Step 4 — Add the required information Complete the form with the necessary personal and sender information, along with any other details required for the email to function correctly. Take care to fill in each field accurately, as this information will determine how your message is presented to the guest.

Step 5 — Insert variables into the content To display reservation data automatically, you can include variables within the body of your email. When the message is sent, each variable is replaced with the corresponding information from the guest's booking. The available variables are as follows:

Use variables below to show data

{guestName} - Guest Name: (Ex: John Doe)

{reservationNumber} - reservation_number: (Ex: d47hu)

{checkin} - Checkin: (Ex: 2024 Apr 11)

{checkout} - Checkout: (Ex: 2024 Apr 12)

{rooms} - Rooms: (Ex: 201, 202)

{roomTypes} - Room Types: (Ex: Single Room, Double Room)

{reservationTotal} - Total Price: (Ex: 50 ALL)

{roomRate} - Rate: (Ex: Standard Rate, HB Rate)

By placing these variables in your text, you can create a single template that adapts automatically to each reservation, saving time and ensuring accuracy.

Step 6 — Save the email Once all the information and content have been added, save your new email. It will then be available for use within HotelBee.

Conclusion

By configuring your email templates in the Settings section, you can deliver clear and personalised communication to every guest with minimal effort. Using the available variables ensures that each message contains accurate reservation details, helping you maintain a professional and reliable standard of guest correspondence.