Hotel and transfer confirmation e-mail to suppliers

Overview

The Supplier Confirmation Emails feature enables sending confirmation requests to suppliers for room and product reservations. This ensures that bookings are validated by the relevant supplier before finalizing.

Purpose

• Automate communication with suppliers when confirmation of a booking is required.

• Ensure accurate reservation of rooms and products.

• Streamline booking management and reduce manual follow-ups.

How It Works

• The feature uses the Dynamic E-mail/SMS Center with a dedicated email template for supplier confirmations.

• When a booking requires supplier confirmation, a Send Confirmation button appears on the booking.

• Clicking the button sends the confirmation email to the supplier.

Notes

• A special email template must be configured in the Dynamic E-mail/SMS Center to use this feature.

• Only bookings marked as requiring confirmation will display the Send Confirmation button.

Setting up Confirmation E-mails

Confirmation e-mails can be set up from Dynamic E-mail/SMS Center by using one of the two available confirmation e-mail types:

• Confirmation Transfer

• Confirmation Hotel

The template has to be active, and a Subject and Body are required, so the supplier would understand the e-mail.

Other required fields are:

• From name

• From e-mail

• Reply to

In the email, a link will also be sent to allow the supplier to confirm or reject the booking. This link is hardcoded and updated in real time.

Ex: If a confirmation e-mail is sent to a booking with 4 pax and one is cancelled before the supplier can confirm, when he clicks on the link, only 3 pax will be displayed.

Hotel Confirmation requirements

Alongside the e-mail template, a Hotel Confirmation e-mail will also need the following to work properly:

• Supplier selected for the hotel

• Reservation Dept Email field filled in the hotel

• Contract type of the hotel to be set as either Allotment or Request

!!! If the hotel doesn't have the Reservation Dept Email field filled, the e-mail will not be sent

Transfer Confirmation requirements

To set up the Transfer Confirmation email, the required settings are:

• An extra that will act as a transfer

• Supplier for the extra

• Contract type must be Allotment or Request

• Category type has to be Transfer

Suppliers

In order for the confirmation e-mails for transfer to be sent, a new field has been created for Suppliers, named Reservation Dept Email. This field is required.