How to Send Confirmation Emails for Manually Entered Reservations

When you manually enter a reservation into ReservationKey, confirmation emails are not sent automatically. However, you can easily send the confirmation manually or set up an automated message to go out when a payment is added.

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Sending Confirmation Emails Manually

1. After adding a new reservation, open it from your Availability Calendar or Reservations tab.
2. Make sure the guest’s Name and Email Address are filled in, then click Save.
3. Click the Correspondence button at the top of the reservation.
4. In the correspondence window, locate your confirmation email template.
5. Click Send to send immediately, or click Edit if you’d like to personalize the message before sending.

This method gives you full control over when and how confirmations are sent for manually created bookings.

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Automatically Sending an Email When a Payment Is Added

If you prefer to have a confirmation email go out automatically whenever a payment is added to a new reservation, you can configure that under your payment method settings.

1. Go to the Website tab ? Payment Methods.
2. Click Edit next to your desired payment method.
3. Scroll to the bottom of the page to find the setting: “Message to send when payment added internally.”
4. Select the message template you want to send.
5. Check Send only once if you want the message to send just the first time a payment is added.
6. Click Save Changes.

Now, whenever you manually add a payment to a reservation, the system will automatically send the selected email message.

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Overriding Automatic Messages

If you don’t want an email to go out in certain cases:

• When editing the reservation, you can set No Message for that particular payment method.
• This prevents the confirmation from being sent automatically for that transaction.

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Important Notes

• Emails linked to event triggers (such as “New Reservation Created”) will not automatically send for manually entered reservations.
• Use the Correspondence button to manually send confirmations when necessary.
• Automatic emails only apply when triggered by system events (such as new online bookings or payment additions).

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Summary

• Manual Option: Send confirmation via the Correspondence button after saving the reservation.
• Automatic Option: Configure a message to send automatically when a payment is added internally.
• Override Option: Select “No Message” when you don’t want an automatic email to be sent.

By managing these settings, you can ensure that every guest receives the correct communication — whether their reservation was created manually or online.