Custom Emails
Within GemaPark you have the ability to create a custom email and send this to your customers to advise arrivals of a certain event happening that weekend.
Create the email template
In any screen mouse over the Admin tab and choose Emails / SMS Templates from the list. If you don’t see the Admin Tab your user may not be a high enough level. Ask your manager to create the email for you.
You will be taken to the ‘Emails/SMS Templates’ screen where you will see any previous templates that have been set up:
You can edit existing templates using the yellow pencil or you can click the green +NEW to create a new email template.
You will then see the new email screen to create the template.
Name:
Add a name for you to identify the document in the emails screen and know what it means.
Subject:
Add the email’s subject line. This will be the title of the email when you send it to customers so should make sense to them and be about the email.
Content:
You then add the content of the email to the content box.
It is best if you type this in rather than cut and paste to prevent unwanted mark up being copied in.
N.B. If you want to copy and paste from another document you should right mouse click and choose Paste as Plain Text when pasting in.
We have given everyone a default email template that consists of a header and footer. This can be customised by us for you, if needed.
The template header of the email contains the customer’s name and booking reference as default.
The footer contains the existing company sign off.
Once the template is complete press save.
Before sending, press the preview button on the edit email screen or from the list of emails. Note: the preview does not show the name but this will be filled in with the lead guest name when then email is sent.
Sending the email
Navigate to the Bookings tab where emails are sent from.
Search for bookings to email using the filters on the bookings tab. For example, to search for all confirmed bookings arriving until the end of May, set Booking Status to Confirmed and Arriving Between to 01/05/2023 and 31/05/2023, then click Search.
Please note: if you have multiple parks, it is important to send the email for one park at a time. Please set the Park filter along with your other parameters.
You can also run this for people who are on site for a certain period, i.e. for a Friday – Monday break for a marketing campaign.
Tick the bookings you wish to send the email to and the blue document folder will appear on the right of the header bar. To select all matching bookings, click the tick at the top of the left column in the header bar.
Click the blue folder icon. This will open the documents screen.
The Documents section at the top shows your usual booking documents. The Emails section shows any customer emails you have set up using the steps above. Click the envelope next to the email you wish to send.
You will see the following pop-up.
From name and From Address will default to your park but you can enter different ones if you want. If you have multiple parks, it will default to the first park on your list so be sure to change this before you send.
Click Email. The system will count the number of emails and give you the message “Complete” when it is finished. Press Cancel to close the box.
When an email is sent in this way, a line is written to the customer’s history to record that it was sent.
