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Replace merge codes "upon sending"
For emails saved into the queue, it may be better to save them with merge codes, so that the data will be replaced when the email is actually sent, not when it is saved.
New Feature: Replace Merge Codes Upon Sending
This update improves how merge codes in email templates are handled when sending messages from a reservation. It helps ensure that queued emails always include the most up-to-date reservation information at the time they are sent.
Previous Behavior
When selecting an email template under the Correspondence section of a reservation, merge codes were automatically replaced with actual data immediately ? for example:
{guestname}would be replaced by John{paymentinfo}would show current payment details
While convenient, this caused a problem: if you saved the message to be sent later (added to the queue), any new information ? such as an additional payment ? would not appear in the email because the merge codes had already been replaced and saved as plain text.
New Option: ?Replace Merge Codes Upon Sending?
Now, you can choose to keep merge codes in the queued message until the time it is actually sent. This ensures that all the latest reservation data is pulled in automatically at the moment of delivery.
- Open a reservation and click the Correspondence button.
- Before selecting your message template, check the box labeled Replace merge codes upon sending.
- Now select your desired email template.
You will notice that the merge codes (e.g., {guestname}, {arrivaldate}, {balance}) now appear in the message instead of being replaced immediately. This version, with the merge codes still intact, is what will be saved into the database.
Sending or Queuing the Email
- If you click Send Now ? the merge codes will be replaced with actual data immediately before sending.
- If you click Send Later ? the merge codes will stay in the queued message and automatically update with live reservation data at the time of sending.
Important Notes
- If you select an email template directly (without enabling ?Replace merge codes upon sending?), the merge codes will be filled in right away and won?t update later.
- If you decide to use the new feature after opening a message, simply re-select the message template after checking the ?Replace upon sending? box ? this reloads the merge codes into the message.
Tip: Always verify that merge codes are visible (not replaced yet) before saving the message into the queue. This ensures that the queued message will stay dynamic until it is actually sent.
Summary
The new Replace Merge Codes Upon Sending option ensures that queued emails always include the most recent reservation data. It?s ideal for automated messages that may be scheduled days or weeks after the reservation was first created.
- ✅ Prevents outdated payment or guest data in queued messages.
- ✅ Keeps merge codes active until the message is sent.
- ✅ Ensures more accurate and timely email communication with guests.