Scheduling Email Templates

Reviewer note: Remove this entire block before publishing.

Change Summary

Updated the article to reflect current Email Scheduler behaviour: hourly processing, configurable send-time behaviour, current rule-type options, and booking-status guidance. Existing screenshots and highlighted callouts are preserved.

Review Notes

Before publishing, confirm wording in the live UI for your account configuration. This draft intentionally preserves existing screenshots, attachment references, and highlighted Important/Note/Tip styling.

PMS users only

You can schedule any of your template emails to be automatically sent by iBex X number of days after a guest has made a booking, X number of days before arrival, or X number of days after departure.

This is a great feature to send a final payment request, provide instructions on check in procedure, and follow up with a guest survey after departure.

Important Note: Scheduled email rules are processed hourly. If Time of Day Sent is set, iBex sends the email within the selected hour. For after-arrival rules without a specific time, iBex uses the property's check in time, or the booking check in time when Use Booking Check in Time is enabled.

Note: You must set up the email template before you can schedule it to be sent.

Instructions

• Select Email Scheduler (under Settings Email in the menu)
  
   

• Selected Rule click the drop down box and select Add New (if adding a new rule) or select an existing rule to edit.
• Rule Active: check this box to activate the rule.
• Rule Name: enter a descriptive name that tells you what the scheduled email is. This is not seen by your guests so set something obvious to you so that you know what the email is (for example, use the same name as the template name).
• Select the Rule Type: There are 5 options available.

- Send an email after a guest's departure,

- Send an email before a guest's departure,
- Send an email before a guest's arrival,
- Send an email after a guest's arrival,
- Send an email after a guest has made a booking.

• Email To: tick the option that you want the email sent to whether the Customer, the Property and/or complete the Other field to send the email to another address.
• Use Email Template: select the email template that you want sent.
• Applies to bookings: select the booking statuses you want this email to be sent on (Confirmed, Request, Enquiry, Cancelled, and Held).
• Date Range / Valid From / Valid To: optionally limit when this rule applies by selecting a valid date window.
• Time of Day Sent: leave blank to run on the default hourly schedule, or set a specific time of day.
• Days After Departure: depending on the rule type selection, this field changes context (for example Days After Booking or Days Before Arrival). Enter the number of days as required.
• Use Booking Check in Time: for after-arrival rules, this can use the booking check in time and override the property check in time.
• Applies To Property: (if a multi property account) select which property/s you want this email scheduler to apply to.
• Applies To Room Type: select which room/s you want this email scheduler to apply to.

TIP - If creating your own email templates to be scheduled for booking activity (for example, for a new confirmed booking, a new on request booking, any enquiry or cancellation), you must set the number of days to zero and also turn off the applicable auto generated email to customer in the auto-email rules page otherwise they will receive both the standard automated email and your own template.

• If you selected 'Send an email after a guest has made a booking' as the Rule Type, you will be presented with the field 'Applies to Bookings:'. You can select one or all of the Confirmed, Request, Enquiry, Cancelled, and Held options as required.

• Click the Save button.