Automatically Queue Emails for Internal Reservations

ReservationKey allows emails to be automatically added to the queue whenever a reservation is created internally — that is, by you or your staff directly in the system rather than by guests booking online.

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Step 1: Open the Email Schedule Settings

1. Go to the Website tab.
2. Click Email Schedules.
3. Either click Add Schedule to create a new one, or click an existing schedule to edit it.

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Step 2: Enable for Internal Reservations

1. Within the email schedule settings, look for the option labeled Use for Internal Reservations.
2. Set this option to Yes.

This tells the system to automatically add the corresponding emails to the queue whenever a reservation is entered manually in your account.

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Step 3: Confirm Schedule Messages

Each schedule defines when and which messages are sent. Make sure you’ve already set up the appropriate templates for events such as:

• Reservation Created
• Payment Made or Payment Due
• Before Arrival
• After Departure

These messages will now automatically be queued based on your schedule whenever an internal reservation is saved.

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Example

For example, if you have a schedule that sends a “Reservation Confirmation” email immediately when a reservation is created and “Pre-Arrival Instructions” three days before check-in, both messages will be automatically added to the queue as soon as you create a new reservation in the back office.

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Summary

By setting Use for Internal Reservations to Yes, ReservationKey automates guest communication for reservations entered manually — ensuring the same consistent follow-up and confirmation messages as online bookings, without any extra steps.