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How to manually send an email through ReservationKey.

Manually Sending a Reservation Email

ReservationKey allows you to send emails to your guests directly from any reservation — whether it was created online or entered manually. You can send confirmation messages, invoices, or any custom email templates immediately or schedule them to send later.


Step 1: Open or Create a Reservation

  1. From your Calendar or Reservations tab, click into an existing reservation.
  2. Or create a new reservation by selecting the dates and room, typing in the guest’s name and email address, and clicking Save.

Step 2: Open the Correspondence Window

  1. Scroll down within the reservation details page.
  2. Click the Correspondence button to open the email management window.

From this window, you can view previously sent emails, see messages scheduled to send, and send or edit new messages.


Step 3: Send an Email Immediately

  1. Click the Send button next to the template you want to use (for example, “Reservation Confirmation” or “Guest Folio”).
  2. Confirm or type in the guest’s email address in the pop-up window.
  3. Click Send Email to send it immediately.

The system will record the sent email in the correspondence history for that reservation.


Step 4: Edit an Email Before Sending

  1. Click Edit next to the email you wish to customize.
  2. Make any necessary changes directly in the message editor — such as adding a personal greeting or adjusting details.
  3. Click Send when you are ready.

You can use merge codes (for example, {GuestFirstName} or {ArrivalDate}) within the message to automatically insert guest and reservation information.


Step 5: Choose a Different Template

  1. In the correspondence window, locate the Template dropdown menu.
  2. Select the email template you want to use — such as “Deposit Request,” “Thank You,” or “Cancellation Notice.”
  3. Once selected, you can Edit or Send that new message as described above.

Step 6: Schedule an Email to Send Later

You can also schedule a message to be sent automatically on a future date.

  1. Click Send Later instead of Send.
  2. Enter or select the date when you want the email to be sent.
  3. Click Save to Queue.

The message will now appear in the reservation’s Email Queue and will be sent automatically on the scheduled date.


Step 7: Review the Email History and Queue

  1. From the correspondence window, click View History and Queue.
  2. This shows:
    • Messages already sent (with date and time).
    • Messages scheduled to send in the future.

You can delete or edit any queued messages if you need to make changes before they are sent.


Summary

Using the Correspondence section in ReservationKey, you can quickly send, edit, or schedule guest emails. This flexibility ensures guests receive the right messages at the right time — whether automatically or manually triggered by you.