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Messaging - Email Templates

Email Templates and Triggers are a powerful part of OwnerRez that automates messaging, based on events or scheduled times, while giving you the ability to maintain a personalized look and feel.

We've created a walk-through video about Email Templates and Triggers.  Before reading the rest of our articles, watch this first:

There are two types of email templates, the built-in ones and the custom ones. Built-in ones, the defaults found in the System Messages area, are automatically emailed by the system on events like booking created, payment created, etc. Custom templates can be created by you, and triggered based on criteria like number of days before booking or manually sent.

For the built-in ones, go into the email templates section and you can add a template to each one to override the default template we send.

Hit the Create Template button next to the template type to create one for that, prepopulated with the default content for that event. Use the Update button to change one if you've already got one in place. The eyeball icon lets you preview your template.

One thing to note in here... we support merge fields that are swapped in for different properties or bookings, like property name, guest name, etc. Those are the things in squiggly brackets. To see a list of the available ones and insert them, use the Insert Field button:

 

For the custom templates/triggers, those are basically emails you can configure to send either a certain number of days before/after arrival or manually send them whenever you want. Here's an article on doing some detailed setup: https://www.ownerreservations.com/support/articles/pre-arrival-email-templates-triggers-custom-fields. If you don't need to paramaterize the email template to say different things for different properties, you can ignore the custom field definition part at the top and just build the email template and trigger.

Sending to Multiple Email Addresses

Generally, the "To" field of an email template will use a field code containing an email address, such as {BGEMAIL}.  Both field codes, and the "To" field itself, can handle lists of email addresses separated by commas and semicolons.  For instance, the {BGEMAIL} field code will contain all of a guest's email addresses that are recorded for them in OwnerRez.

So, if you want your property manager to be CC'd on certain messages, you can put something like this in the "To" field: {BGEMAIL}, pm@me.com

Note that email templates do not support BCC, so all recipients of your emails will be able to see the email address of all other recipients of the same email.