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    In/Out Movements Send Letter

    Send a Form Letter to multiple Reservations on In/Out Movements in RMS.

    Decision Tree

    A Form Letter can be sent to the Guest Profile on multiple Reservations at the same time using the 'Send Letter' option on In/Out Movements.
     

    • Information
    • Use
    • Add Button

    Information

    A Form Letter can be sent to the Guest Profile on multiple Reservations at the same time using the 'Send Letter' option on In/Out Movements.

    In/Out Movements provides central management of Reservations arriving, departing and currently in-house.

    A Form Letter is a correspondence document that can be printed, emailed or sent to the Guest Portal for digital completion.

    The merged Form Letter can be sent to the Guest Portal, emailed to the Primary Guest Profile on the selected Reservations or printed.

    A Form Letter sent from the In/Out Movements can be selected as an Emergency Form Letter.

    An Emergency Form Letter will send to the email address on the Guest Profile regardless of the Communication Preferences on the Guest Profile.

    Delete

    Reservation and Guest are default System Labels that can be customised.

    Users will require Security Profile access to use this feature.


    • Use
    • Add Button

    Use

    1. Go to Reservations > In/Out Movements in the Side Menu of RMS.
    2. Optional: Select a Date Range.
    3. Select a Reservation view.
    4. Select the checkbox for a Reservation.
    5. Select the 'Correspondence Options' icon.
    6. Select 'Send Letter'.
    7. Select the checkbox for an existing Form Letter.
    8. Optional: Select the checkbox 'Emergency Form Letter'.
    9. Select the 'Open' icon.
    10. Select the  'Email', 'Print' or 'Save' icon.
      1. Email:
        1. Select the 'Email All' icon.
        2. Select the Sender Email Address.
        3. Optional: Add Attachments.
          1. Select 'Attachments'.
          2. Select the 'Add' icon.
          3. Select the Attachment Files and choose 'Ok'.
          4. Save/Exit.
        4. Select 'Email/Exit'.
      2. Print: 
        1. Select the 'Print' icon.
        2. Follow the Browser Print Pop-up.
      3. Save: Select the 'Save' icon.
    11. Exit.


    Delete

    An Emergency Form Letter will send to the email address on the Guest Profile regardless of the Communication Preferences on the Guest Profile.

    Changes made to the Form Letter or Email Body will only apply to this send and will not change the Form Letter setup.

    The 'Email' icon will only send the Form Letter on the active tab to the selected recipients.

    The 'Email All' icon will send the merged Form Letters to the Primary Guest Profile on each selected Reservation.


    • Guide
    • Add Button

    Guide

    Go to Reservations > In/Out Movements in the Side Menu of RMS.

    Optional: Select a Date Range.

    Select a Reservation view.

    Select the checkbox for a Reservation.

    Select the  'Correspondence Options' icon.

    Select 'Send Letter'.

    Select the checkbox for an existing Form Letter.

    Optional: Select the checkbox 'Emergency Form Letter'.

    Delete

    An Emergency Form Letter will send to the email address on the Guest Profile regardless of the Communication Preferences on the Guest Profile.

    Select the  'Open' icon.

    Select the  'Email',  'Print' or  'Save' icon.

    Email:

    Select the  'Email All' icon.

    Delete

    The 'Email' icon will only send the Form Letter on the active tab to the selected recipients.

    Select the Sender Email Address.

    Optional: Add Attachments.

    Select 'Attachments'.

    Select the  'Add' icon.

    Select the Attachment Files and choose 'Ok'.

    Select the  'Save/Exit' icon to store the changes made.

    Select 'Email/Exit'.

    Print: 

    Select the  'Print' icon.

    Follow the Browser Print Pop-up.

    Save: Select the  'Save' icon.

    Select the 'Exit' icon to return to In/Out Movements.

    A record of the correspondence sent will be available on the 'Correspondence' tab of the Reservation and the Guest Profile.

    A Read Receipt will be available for emailed correspondence.

    Delete

    The updating of the read receipt will be determined by the recipient's mail server.

    Use

    1. Go to Reservations > In/Out Movements in the Side Menu of RMS.
    2. Optional: Select a Date Range.
    3. Select a Reservation view.
    4. Select the checkbox for a Reservation.
    5. Select the 'Correspondence Options' icon.
    6. Select 'Send Letter'.
    7. Select the checkbox for an existing Form Letter.
    8. Optional: Select the checkbox 'Emergency Form Letter'.
    9. Select the 'Open' icon.
    10. Select the  'Email', 'Print' or 'Save' icon.
      1. Email:
        1. Select the 'Email All' icon.
        2. Select the Sender Email Address.
        3. Optional: Add Attachments.
          1. Select 'Attachments'.
          2. Select the 'Add' icon.
          3. Select the Attachment Files and choose 'Ok'.
          4. Save/Exit.
        4. Select 'Email/Exit'.
      2. Print: 
        1. Select the 'Print' icon.
        2. Follow the Browser Print Pop-up.
      3. Save: Select the 'Save' icon.
    11. Exit.


    Delete

    An Emergency Form Letter will send to the email address on the Guest Profile regardless of the Communication Preferences on the Guest Profile.

    Changes made to the Form Letter or Email Body will only apply to this send and will not change the Form Letter setup.

    The 'Email' icon will only send the Form Letter on the active tab to the selected recipients.

    The 'Email All' icon will send the merged Form Letters to the Primary Guest Profile on each selected Reservation.

    • Guide
    • Add Button

    Guide

    Go to Reservations > In/Out Movements in the Side Menu of RMS.

    Optional: Select a Date Range.

    Select a Reservation view.

    Select the checkbox for a Reservation.

    Select the  'Correspondence Options' icon.

    Select 'Send Letter'.

    Select the checkbox for an existing Form Letter.

    Optional: Select the checkbox 'Emergency Form Letter'.

    Delete

    An Emergency Form Letter will send to the email address on the Guest Profile regardless of the Communication Preferences on the Guest Profile.

    Select the  'Open' icon.

    Select the  'Email',  'Print' or  'Save' icon.

    Email:

    Select the  'Email All' icon.

    Delete

    The 'Email' icon will only send the Form Letter on the active tab to the selected recipients.

    Select the Sender Email Address.

    Optional: Add Attachments.

    Select 'Attachments'.

    Select the  'Add' icon.

    Select the Attachment Files and choose 'Ok'.

    Select the  'Save/Exit' icon to store the changes made.

    Select 'Email/Exit'.

    Print: 

    Select the  'Print' icon.

    Follow the Browser Print Pop-up.

    Save: Select the  'Save' icon.

    Select the 'Exit' icon to return to In/Out Movements.

    A record of the correspondence sent will be available on the 'Correspondence' tab of the Reservation and the Guest Profile.

    A Read Receipt will be available for emailed correspondence.

    Delete

    The updating of the read receipt will be determined by the recipient's mail server.


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