Setup your booking email settings and templates
How to set up your default booking email settings and templates
Overview
The booking email settings is where you will setup the settings and templates that you will send to your suppliers with regards to bookings.
Along with your general email settings there are five types of template emails to setup:
- Availability requests
- Booking requests
- Amendment requests
- Cancellation requests
- Courtesy reconfirmation
Watch this short video to get started
Glossary:
| Title | Type | Description |
| Send supplier replies to | Email field | Specify an email address you would like any replies to your supplier booking emails to be sent to. If you set nothing, the reply will default to the email address of the logged in User who is sending the booking request. |
| CC booking emails and supplier confirmation responses to | Email field | Specify an email address you would like to receive a CC copy of all booking emails you send to suppliers. This should be an email address you or a member of your team owns. If you set nothing, no CC email will be sent. When Supplier Replies all to a Booking email or actions using the Auto confirmation link, this email will get a notification email. |
| Email inclusions | Drop down | This includes a list of all possible booking details that you may or may not want to include in your supplier booking request. Simply unselect any that you do not wish to include in your supplier booking emails by default. |
| General settings | Drop down | This includes a range of settings you can toggle on or off depending on how you want your emails to be configured. The options in this drop down are detailed in the following rows |
| BCC to sender | Drop down option in General settings | Selecting this option will include your email in the BCC field for all of your booking emails to suppliers. Ideal if you wish to file the booking emails away in your email client. |
| Enable supplier confirmations | Drop down option in General settings | Selecting this option will include an option in your booking emails for suppliers to submit their response (i.e. confirmed, declined etc) via an online portal. Once submitted, the booking status and any other information submitted by your supplier will appear in Tourwriter |
| Group by recipient | Drop down option in General settings | If you have multiple services in an itinerary owned by the same supplier, selecting this option will ensure those booking request emails are automatically grouped into a single email, reducing the number of emails your supplier receives. |
| CC the default email address | Drop down option in General settings | Selecting this option will ensure your specified CC email address is included in booking emails. If you have not yet set a CC email address this option will be unable to be selected |
| Note to supplier | Free text field | Add any generic notes such as a contact phone number you would like to include in your supplier booking emails should go here Note: any information you add here will only appear in booking emails for itineraries created after editing this setting |
Map traveller information to Product types | Mapping field | You can map Traveller details with specific Product type. Once you map the required Traveller details with the Product type, only those Traveller data will be displayed in the email for that Product type. You can control whether to show or hide the Traveller details at the Booking level by using the "Included details" dropdown. |
FAQs
What does your supplier see when you send an automated booking email?
1. When you send a booking request to the supplier they will receive an automated email from Tourwriter. If you choose to 'enable supplier confirmations' in general settings in your organisation defaults, there will be a button that suppliers can click on to 'respond to the request'.
2. If they click on the green button it will take them to the below screen. To view the booking request detail select the down arrow.
3. The supplier can select a response by clicking on the dropdown button 'Select response'. A series of options will appear.
4. The supplier can then select a response from the options listed. For this example we are using 'Confirm availability request'.
5. A dialogue box will appear that asks the supplier to input their name, a booking reference and any additional notes.
6. The supplier will then click send which will automatically update the booking in the itinerary in Tourwriter to "availability confirmed". This will be indicated by a green hourglass icon on the item in the itinerary.
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