Setting Up an Email Schedule

Email schedules in ReservationKey let you automatically send emails to guests at key points during the reservation process — such as when a reservation is made, when a payment is due, or a few days before arrival.

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Step 1: Open the Email Schedule Settings

1. Go to the Website tab.
2. Click Email Schedules.
3. Click Add Schedule to create a new schedule.

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Step 2: Add Basic Details

1. Enter a Description — this is for internal reference only and helps identify which schedule you’re viewing later.

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Step 3: Choose Which Emails to Send

Each schedule can send different messages based on specific triggering events:

• Reservation Made Online — Send a confirmation email when a guest books through your website.
• Payment Made — Send a message when a payment is recorded.
• Payment Due — Send a reminder email before a scheduled payment date.
  (These payment-related messages are based on your setup under Website → Payment Schedule.)
• X Days Before/After Arrival — Send messages automatically before or after the first or last day of the reservation (for example, a “Pre-Arrival Instructions” email 3 days before arrival).

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Step 4: Set Internal and Public Page Usage

• Use for Internal Reservations — Set this to Yes if you want the schedule to apply to reservations added manually by staff.
• Use for Public Reservation Pages — Select which online booking pages this schedule should apply to. For example, you might have different schedules for your “Main Website Page” and your “Airbnb Page.”

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Step 5: Save the Schedule

Once you’ve selected all your messages and settings, click Save Changes.

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Example Setup

Trigger	Email Template	Timing
Reservation Made Online	Reservation Confirmation	Immediately
Payment Due	Balance Due Reminder	3 days before due date
3 Days Before Arrival	Pre-Arrival Instructions	3 days prior
1 Day After Departure	Thank You / Review Request	1 day after checkout

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Tips

• You can create different schedules for different property types or booking sources (e.g., Direct Website, Airbnb, Expedia).
• When editing templates, remember that emails already queued will not update automatically — only new ones will use the updated version.
• Always test your email schedule with a test reservation before using it live.

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Summary

Once your schedule is created and assigned to your reservation pages, ReservationKey will automatically send emails at the times and conditions you’ve set — ensuring consistent communication with every guest.