Using the Correspondence and Email Queue

ReservationKey automates much of the process of sending emails to guests. Each reservation includes a correspondence section where you can view messages, manage the email queue, and edit templates.

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Viewing the Email Queue and History

1. From the Calendar, click the guest’s name to open the reservation.
2. Click the Correspondence button.
3. Select View History & Queue to see messages that have already been sent and those that are scheduled to send.

This will open a new window showing:

• In Queue – messages scheduled to send in the future.
• Previously Sent – a record of messages that have already been delivered.
• Saved Documents – any message copies manually saved for reference.

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Editing Messages in the Queue

1. Click View next to the message that has not yet been sent.
2. Edit the text directly in the message body to add a personal note or make corrections.
3. Click Update in Queue to save your changes.
4. To return to the main queue list, click View History & Queue again.
5. To remove a pending message, click Delete next to it.

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Sending, Editing, and Printing Messages

Within each message in the Correspondence section, you will see three options:

• Send – Send the selected email template immediately.
  Verify the recipient’s address and click Send Email.
• Edit – Opens the message for editing before sending. You can modify content, change templates, or choose to send it now or later.
• Print – Opens a printable version of the message (for example, a reservation confirmation or checkout folio).

When choosing Send Later, select the date to send and click Save to Queue. The message will be added to the automated send schedule.

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Editing Email Templates

1. Go to the Website tab and click Email Templates.
2. Keep the Correspondence Window open while editing templates for easier previewing.
3. Select and click Edit on the desired template.
4. Make your changes and click Save Changes.
5. Return to the open correspondence window and press Ctrl + R to refresh and view your updated template.

Tip: You can use HTML and inline styling in your templates for formatting — for example, changing font colors or sizes. Example: <div style="color:red; font-size:40px;">Date Line</div>

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Important Notes About Template Changes

• If you edit a template after a message has already been saved to the queue, the message in the queue will not automatically update. You must manually update that queued email.
• If you delete a template that is already queued, the message in the queue will remain until you manually remove it.

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Summary

The Correspondence section gives you full control over guest communications — from automated messages to personalized follow-ups. You can easily view what’s pending, edit queued messages, print confirmations, and refine your email templates to match your brand.