Automatic Correspondence in RMS is a feature that allows you to send confirmation reports or letters immediately to the guest via email when the reservation is updated. The use of automatic correspondence and which reports will be sent by RMS is defined in the Control File>Non Process Report Controls.
Before you begin:
The Guest must have primary method of contact set to Email and must have a valid email address.
RMS Control File> Non processed controls>Use automatic correspondence must be set to “Yes”
A letter must exist in Utilities>User Designed Letter for the report you want to send.
Auto Send Reservation Emails
[n/a] This option is displayed if automatic correspondence is set to “No”
[No ]Choose no if you do not want RMS to automatically send any Reservation Emails when the reservation is updated.
[Yes] Choose this option to send any of the following letters you have set in the Non Processed Report Controls:
New Resv Booked Confirmation
License Agreement
Confirmation of Equipment Order
Reservation Confirmation of Change
Cancellation Confirmation
Auto Send Owner Emails
[n/a] This option is displayed if automatic correspondence is set to “No”
[No ]Choose no if you do not want RMS to automatically send any Owner Emails when the reservation is updated.
[Yes] Choose this option to send any of the following owner letters you have set in the Non Processed Report Controls:
New Resv Owner Notification
Owner Notification of Change
Cancellation Notice to Owner
Auto Send Online Bookings
[n/a] This option is displayed if automatic correspondence is set to “No”
[No ]Choose no if you do not want RMS to automatically send any Reservation Emails when the online reservation is booked.
[Yes] Choose this option to send any of the following letters you have set in the Non Processed Report Controls in addition to the online reservation confirmation that is always sent immediately following an online booking. The online confirmation does not reside in User Design Letters.
New Resv Booked Confirmation
License Agreement
Confirmation of Equipment Order
Reservation Confirmation of Change
Cancellation Confirmation
Auto Send Payments
[n/a] This option is displayed if automatic correspondence is set to “No”
[No ] Choose no if you do not want RMS to automatically send any Reservation Emails when the reservation is updated.
[Yes] Choose this option to send any of the following letters you have set in the Non Processed Report Controls:
Reservation Paid Deposit Confirmation
RMS sends the Reservation Paid Deposit Confirmation once, when the deposit amount has been paid in full. Many companies request a rental deposit at the time of booking or within a specified time set in RMS. See Control File>Reservation Deposit Info.
Confirmation of Payments Received
This letter is not a non processed report and can be sent more than once from RMS. RMS will send this letter each time a payment is posted to a reservation when auto send payments reports is set to [Yes]. For details about sending this letter outside of auto send see Reservation Reports>Confirmation of Payments Received Report.