Creating Custom Emails

Custom Emails

Custom Emails are a useful tool within SCRUMPY that allow you to create and send bespoke emails to guests based on filters you've applied. You might use the Custom Emails to automatically send an email to all guests 14 days before their booking saying "We can't wait to see you" or to create an email that sends out to all guests who've yet to pay their Booking Deposit warning them of the consequences.

Creating a Custom Email

To create a 'Custom Email' you will need to navigate to your Admin, from here go to 'Site Settings' you will see 'Custom Emails'. Once selected you will see an 'Add Custom Email' button - click this to create a new 'Custom Email'.

Give the title of your email a useful name, this is purely for internal use. The subject of your email will need to contain what the email is regarding for e.g. "We can't wait to see you.". SCRUMPY automatically appends their booking ID and your site name to the end of the subject, e.g. if you supplied "We can't wait to see you!" it would become "We can't wait to see you! (52) - Business Name".

The 'Content' section is where you can define the body of the email itself. You can include images, tables, links and more to put together your email. 

Within the 'Content' section you can use information about the booking, guests and your website by utilising the 'information tags'. To view the available 'information tags' select 'Click here for more information' located underneath the Content field - you will see a long list of tags that you can include within your email. Tags are replaced when the email is sent with the actual information, this is useful to putting together sentences using information about the guests booking, e.g. "Welcome to {{ booking.property }}" would become "Welcome to Cider Press Cottage".

Once you have finished compiling the content of your email you can limit the audience that your Custom Email will be sent to using the filters:

  • Guests - You can choose whether you want the Lead Guest, Only Guests or all Guests to receive the email. 
  • Deposit - If you only want the email to be sent if they have paid their deposit or vice versa you can set the option here.
  • Terms - Again if you only want the email to be sent if they have/haven't agreed to their terms and conditions you can set the criteria here 
  • Payment - You have three options to choose from: 
    • Awaiting Full Payment - This is guests that have not paid anything towards their booking but are now within your 'Full amount required within' 
    • Awaiting Final Payment - This will apply to guests that have paid for part of their holiday but still have an outstanding balance
    • Fully Paid - This applies to guests that have fully paid for their stay
  • Overdue - You can send an email to only those that a booking that is overdue
  • Days before booking - Within here you can set when you would like the emails to start being sent to the guest before their stay
  • Days after booking - Again within here you can set when you would like guests to receive your email after their stay
  • Send limit - This allows you to limit the number of emails sent to each guest, for e.g. 1 if you only want to send the email once 
  • Only send to bookings after - Its recommended you have an Only After date set otherwise every booking in your system may be eligible to receive your email.
  • Enabled - Allowing you to enable and disable the email being sent to your guests

Assigning Properties

After defining your email you'll want to navigate to the 'Properties' tab. In the 'Properties' tab you'll want to select the properties that this email should apply to, any bookings that match the filters provided at the selected properties will be automatically sent out once then Custom Email is enabled.

Once finished selecting the Properties just click the 'Create Custom Email' button to create your Custom Email.

Remember your email won't be sent unless the 'Enabled' checkbox is sent.

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