Automatically Sending Emails When Reservation Status Changes

ReservationKey can now automatically send emails whenever a reservation’s status changes. This is especially useful for sending automated messages such as check-in confirmations or check-out receipts without needing to send them manually.

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Example Use Cases

• Send a check-in confirmation automatically when a reservation’s status changes to “Checked In.”
• Send a receipt or thank-you message automatically when a reservation’s status changes to “Checked Out.”
• Send a confirmation email when a reservation is marked as “Confirmed.”

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Step-by-Step Setup

1. Go to the Website tab.
2. Select Email Templates.
3. Choose the template you want to send automatically (for example, Confirmation Email).
4. Click Edit to open the template.
5. Expand the section labeled Advanced Options.
6. In the Status dropdown, select the reservation status that should trigger this email.
   Example: Select “Checked In” to send this email automatically when the reservation is checked in.
7. Click Save to apply the changes.

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Setting Up Multiple Automatic Emails

You can repeat the process to send different templates for different status changes. For example:

• Check-In Confirmation: Sent automatically when status changes to Checked In.
• Check-Out Receipt: Sent automatically when status changes to Checked Out.

Each email can have its own recipients and message content.

Under Advanced Options, you can also specify:

• To whom the email is sent (Guest, CC, or BCC)
• Additional email addresses if needed

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Testing Your Setup

1. Go to the Reservations section.
2. Open a reservation and note the Correspondence section (bottom of the page).
3. Change the reservation status (for example, from “New” to “Checked In”).
4. The system will automatically send the email linked to that status.
5. Click the blue bar in the Correspondence section to refresh the list and confirm that the email was sent.

When the status changes again (for example, from “Checked In” to “Checked Out”), any additional automatic email linked to that status will also be sent.

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Verifying Sent Emails

1. In the reservation, go to the Correspondence section.
2. You will see how many emails have been sent and when.
3. Click the count (e.g. “2 emails sent”) to open the email log and review the sent messages.

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Summary

• Link email templates to specific reservation statuses using Advanced Options.
• When a reservation’s status changes, the associated email is sent automatically.
• Use this feature for confirmation, check-in, or check-out emails to save time and ensure consistent communication with guests.

This automation helps streamline guest communication and reduces the need to manually send common messages.