TABLE OF CONTENTS
Your iBex account is pre-set to use standard templates for confirmations, quotes, held and On Request bookings and cancellations.
If you want to customise your own emails you can set up email templates which will automatically pull any required information from your property and booking details (such as Guest Name, booking dates, amount due, etc) and add it to your email.
You can also set up templates for emails that you regularly send as this will save you a great deal of time. A couple of examples of other email templates that you may want to use...
- Pre-arrival Welcome Email/Instructions
- Thank you for your stay (optionally include link to tripadvisor or other review system)
- Booking Amendment
- Deposit received
- Final Payment due/received
You can set up as many templates as you wish and either use them as required by selecting them from your template list when sending an email or even set iBex to send them automatically at a specific time.
Video Demonstration
Step by Step Instructions
Create an Email Template
- When in the Email Templates page (in the Users & Clients section in the menu), click the New button at the bottom. The screen will refresh and advise that you are Registering a new Template.
- Template Name - This is not seen by the guest. Give it a meaningful name that you will recognise when selecting it from your list of templates.
- Private – only tick this if you do not want all users to be able to use the template. If selected only the main account administrator login will be able to use this template.
- From – select if you want the email sent from the Property or Operator email address.
- Subject – This is the subject that the guests will see. (NB. You can enter tags in the Subject as well as the email itself - see below for more information).
- Body - Then write the email as you want it.
| As mentioned above, iBex can automatically pull information from the property details and/or booking details (for example, the property name and/or the guest name). These are known as tags. An example of when you would use a tag in an email template is when you want the email to use specific information from the details of the booking. For example you may want to start the email with Dear Mr John Smith. In order for iBex to use 'Mr John Smith' you would enter a tag. In the template it would look like Dear {CustomerFullName} but iBex will pull the customer's name from the booking details so the actual email received would say Dear Mr John Smith. When making your template (or writing an email), you can enter the tags by clicking on the <> option in the Tools section(see example screen image below).</>
Once you click on it, you can select the tag that you want in the email.
Tips
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- Click Save once complete.
Once you have saved a Template, it's best to test what it looks like by going into any booking and sending a new email to yourself by changing the email address to yours. Load the new template that you have just set up, send it and then you can see what the guest would receive.
Add a Logo
Adding your logo to your email templates:
If the logo that is saved in your iBex account is the one that you want to add to your email templates, just follow these instructions...
Step 1 - get the URL address for your logo
- Log into your iBex account
- Select Account Details(in the Account section in the menu)
- Scroll to the bottom of the Operator Details screen
- Click the Logo button
- View the logo that you want to use
- Copy the URL address from your browser address bar (eg www.seekom.com/images/properties/customer_logo/XYZ1234)
Step 2 - add the logo to your email template
- Select Email Templates(in the Users & Clients section in the menu)
- Click the New button at the bottom of the screen
- In the tools options where you enter the email details, select the picture option that looks like a tree
- A pop up will appear to Insert/Edit an image - maximise the pop up
- In the image URL, paste the URL address that you copied above (Tip - If you have lost it, the tab the logo popped up in will still be open for you to copy it again (unless you closed it!)
- Add an Image Description if you want to (not recommended)
- Set Alignment as you would like it (eg Middle)
- Ignore other settings unless required
- Click the Insert button at the bottom of the screen
Your logo will now be added to the email template.
If you want to use a different logo to the one saved in your iBex account, you will need to save it to a website so that it has a URL address - unfortunately, we cannot do that for you unless you have your website hosted with Seekom.
Add an Image
- Your image needs to be uploaded to an image hosting site (e.g. Google Photos) first
- Copy the image's URL. This is the text in the address bar when you open the image
- In the email template, click the Insert/Edit image icon (looks like a tree)
- Paste the image's URL here and click Insert
- The other fields in this pop up window are optional
Add a Link
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Highlight the text to be made into a link
- Click the hyperlink icon (looks like a chain link)
- Copy and paste the address of the page you want to link to here
- Click Insert (other fields are optional)
Add Attachments
iBex allows you to attached up to 10 files to an email template. When loading an email template manually or when sending a scheduled email the files will be sent along with the email message. This is typically used as a simple method to share documents and images e.g. Maps, Terms & Conditions, Check-In instructions etc.
- To add a file to an email template, click "Choose File", select the file from your computer and hit Save.
- To remove an attached file, tick the "Delete" box next to the file name and hit Save to delete.
What files are allowed to be uploaded?- PDF (.pdf)
- PNG (.png)
- JPEG (.jpeg) (.jpg)
- Images (.webp)
- GIF (.gif)
- Text (.txt)
- MS Office (.doc) (.docx) (.xls) (.xlsx)
- Spreadsheets (.csv)
- Email (.eml) (.msg) (.mbox)
What is the maximum file size (per file)
- The size limit for files is 10 MB. Max 10 files per template.
- The total file size of 20MB is cumulative for all files against the template
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