Setup automatic email notifications and create canned email responses

With Lodgify you can setup auto email responses which are automatically sent when certain conditions are triggered, for example when a guest completes a booking. You can also create canned email responses and save time when sending private messages to your guests.  

Learn how to: 


Setup automatic emails

Automatic emails save you a lot of time. Follow the steps below to learn how to set them up and how to edit their content.

  1. Go to Menu and select Settings.
  2. On the left navigation bar, select Email Notifications
  3. You can edit the email notifications of three recipients:
  4. Use the ON or OFF buttons to amend the notification settings of those recipients
    Note: some of the settings are greyed out and cannot be amended.
    For example, in Guest makes a contact enquiry you can decide whether the Account will receive email notifications each time a guest makes an enquiry, however you cannot turn this notification off for the Guest or the Listing contact.

  5. Click the pencil icon to edit the content of your emails
  6. A pop-up window appears. Please note the following:

    • The curly brackets in the email body represent attributes that the software recognizes and automatically fills with booking information or guests’ details.
      For example, when sending the email, Hello {{GuestName}} automatically becomes Hello Adam Smith. Pay attention when editing the text of your email notifications: a slight modification of those attributes and the automatic recognition will not work any longer. If you want to add an automatic attribute to your email, use the dropdown menu placed at the top right of the pop-up window.
      Note: if the dropdown is greyed out, click on the email subject or email body first and it will become available.
    • Use the top-left dropdown menu to select languages: you should customize the message in all the languages you use for your website. Please note that currently only some of them have fully translated text by default. 
    • Use Send test email to review a live version of the email. It will be sent to the Account holder's email address taking the latest booking in your reservation system as an example.
    • Use Restore default if you want to reset your edits.


Email triggers and settings

Each email is triggered automatically by a certain action in your account. Some of these triggers are set by default and some can be switched on/off for the Guest, Owner or Account holder.

EventGuest notificationListing Contact notificationAccount notification
Guest makes a contact enquiryOnOnSwitch on/off
Guest makes a booking requestOnOnSwitch on/off
Guest makes a Call me back requestOffOffOn
Owner requests paymentOnOffOff
Set as declinedSwitch on/offOffOff
Set as tentativeSwitch on/offOffOff
Set as bookedSwitch on/offOffOff
Two days before renter arrivalSwitch on/offOffOff
Renter submits reviewSwitch on/offOnSwitch on/off
Two days after renter departureSwitch on/offOffOff
Imported Booking from EmailOffSwitch on/offOff
Owner Sends QuoteOnOffOff
Guest Makes PaymentOnSwitch on/offSwitch on/off
Guest Payment FailedOffSwitch on/offSwitch on/off
Owner Cancels BookingOnSwitch on/offSwitch on/off
Owner Issue RefundsOnOffOff
Guest Cancels BookingOnSwitch on/offSwitch on/off
Guest cancelsOnSwitch on/offSwitch on/off
Owner Confirms BookingOnOffOff
Owner Rejects Booking
OnOffOff
Guest Makes Change RequestOnOnSwitch on/off
Owner Accepts Change RequestOnOffOff
Owner Rejects Change RequestOnOffOff
Guest Expires QuoteOnOnSwitch on/off
Guest Expires Quote ReminderOnOnSwitch on/off
Owner Expires QuoteOnOnSwitch on/off
Owner Expires Quote ReminderOffOnSwitch on/off
Owner Expires Change RequestOnOnSwitch on/off
Owner Expires Change Request ReminderOffOnSwitch on/off
Guest Makes BookingOnOnSwitch on/off
Owner forwards email to Lodgify mailboxSwitch on/offOffOff


Create and save canned email responses

Create and save email responses and use them when sending private messages to your guests. 

  1. Go to Menu and select Settings.
  2. On the left navigation bar, select Email Notifications
  3. Scroll down the main Email Notifications page and click Add Canned Response
  4. Create your template and remember to customize the message in all the languages you use for your website. 
  5. Use Send test email to review a live version of the email. It will be sent to the Account holder's email address taking the latest booking in your reservation system as an example.
  6. To use the template, click the speech bubble icon placed at the top right of bookings
  7. A slide window appears to the right of the screen. Click on the writing bar then select your template  

List of automatic attributes

If you want your email to automatically include guest or booking details you have a list of automatic attributes to select from.

Note: Not all automatic email templates contain all of the following automatic attributes.

{{AddOnDescriptionsTemplate}}
Description of booked add-ons. Example Add-ons: Breakfast. (10.00 € x2 persons x4 nights)
{{AddOnsTotalTemplate}}
Total price of booked add-ons. Example Add-ons total: EUR 80.00  
{{AmountDueAfterPay}}
Outstanding amount after requested payment has been received. Example 130.00 
Note: No currency included
{{AmountToPay}}
Amount of payment request. Example 270.00 
Note: No currency included
{{Arrival}}
Date of guest's arrival. Example Jul 27 2017 
{{BankAccountText}}
Bank account text in Other Option
{{BankIBAN}}
Your IBAN number
{{BankName}}
Your bank's name
{{BankSWIFT}}
Your SWIFT code
{{BankTransferConcept}}
Subject of bank transfer. Example Hello Berlin Flats Booking 
{{BankTransferPayment
IBANTemplate}}
All bank account information needed for a transfer with IBAN. Example
{{BankTransferPayment
OtherTemplate}}
All custom bank account information needed for a transfer. Example
{{BankTransferRecipient}}
Bank account holder
{{BookingId}}
Unique booking ID from your reservation system. Example
{{CleaningCharge}}
Applied cleaning charge
Note: No currency included
{{CreditCardPaymentTemplate}}
Standard text: "You can pay by Credit Card the amount of EUR 339.00"
{{CurrencyCode}}
Currency of booking
{{Departure}}
Date of guest's departure. Example Jul 27 2017 
{{GuestCountry}}
Country where guest is from
{{GuestEmail}}
Email of guest
{{GuestName}}
Name of guest
{{GuestPhone}}
Phone number of guest
{{HouseAddress}}
Street and house number of the property
{{HouseCity}}
Closest city to where property is located
Note: Google city, not custom city
{{HouseCountry}}
Country where the property is located
{{HouseLatitude}}
Exact map coordinates where the property is located (latitude)
{{HouseLongitude}}
Exact map coordinates where the property is located (longitude)
{{HouseName}}
Property name
Note: Not room / flat name
{{HousePhone}}
Phone number of house / owner from property contact information. Example
{{HouseRegion}}
Region where the property is located.   Example
{{HouseZipCode}}
Post code where property is located
{{MiscCharges}}
Misc. Charges when applied per stay
Note: No currency included
{{MiscChargesNightlyAmount}}
Misc. Charges when applied per night
Note: No currency included
{{MiscChargesPercentage}}
Misc. Charges when applied as percentage of total booking amount
Note: No currency included
{{NumberOfNights}}
Number of nights booked
{{OwnerName}}
Name of property owner
{{OwnerUrl}}
Website URL that property owner / property contact has filled into their contact details. Example
PaymentLink
Payment link that brings you to the check-out page where guest can pay the booking.
{{ResidualAmount}}
Outstanding amount that still needs to be paid.
Note: No currency included
ReviewLink
Link that brings you to your reviews page where guest can leave a rating of their stay.
{{RoomTypeName}}
Name of the booked room / flat 
{{SecurityDeposit}}
Amount of security deposit
Note: No currency included
{{SecurityDepositPercentage}}
Security deposit when set as percentage of total booking amount.
{{Source}}
Platform where the booking has been made
{{Taxes}}
Amount of taxes when applied per stay
Note: No currency included
{{TaxesNightlyAmount}}
Amount of taxes when applied per night
Note: No currency included
{{TaxesPercentage}}
Percentage of taxes of total amount
{{TotalAmount}}
Total booking amount
Note: No currency included
{{TotalPaid}}
Total amount that has been paid so far.
Note: No currency included

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