Sending Personalised Emails & Postcards Manually (Not Templates)

Even if templates are configured for automatic sending, you can still manually email customers whenever needed. There are a couple of ways that are quick and straightforward to send personalised communications—for example, from the customer’s profile or an active booking

Email Fields

Wording – To send a personalised email, leave this blank.

To – Select the customer email address(es) to send the email. Only addresses already saved in the customer’s profile can be added

Cc – Add any additional email address(es). This may include a secondary contact’s email or another address you enter manually.

When entering multiple email addresses, separate each one with a comma.

Subject – Enter the subject line of the email. This will appear in the recipient’s inbox as the title of your message.

The subject can contain place holders.

Body – Enter the main content of the email. This is where you write the message you want the recipient to read.

The message can contain place holders.

Attach Invoices – Enable this option to attach the invoice with the email.

Available only if sending the email from a booking.

Attach Quotes – Enable this option to attach the quote with the email.

Available only if sending the email from a booking.

Attach Statement – Enable this option to attach the customers statement with the email.

Attach Terms – Enable this option to attach the Terms and Conditions wording, with the email.

Terms sent are a copy or your Terms and Agreement ONLY. It is not the Customer Signed Copy
Available only if sending the email from a booking.

Documents – Select any additional documents you wish to attach to the email.

Documents can be added in Settings > Email/SMS & Wordings > Documents.

Email Place Holders

Place holders can be inserted into the subject or body of an email. When the email is sent, each place holder is automatically replaced with the relevant value (e.g., customer’s name, booking ID, or check-in date).

To insert a place holder, click the icon at the top of the Body field.

A menu will display the available place holders. The options vary depending on where the email is created. For example, when composing from the customer’s profile, booking-related place holders will not be available.

Scroll through the list and click the desired place holder. It will be automatically inserted into the body of the email.

Place Holders will appear in curly brackets {} - example {customer_full_name}

Email Tool Bar

Using the toolbar, you have various options to design the body of your email, including:

Heading settings
Bold, Italic and Underline text.
Font selection
Text size adjustment
Text colour
List styles (bulleted or numbered)
Paragraph alignment and placement
Table insertion
Inserting hyperlinks
Picture insertion - (from your local device or a live URL)
Place Holder insertion

Sending a Postcard

To send a Booking Postcard, open the booking record and go to the Postcard tab. Select Send Postcard to launch a blank email. Do not select a template —leave the Wording field blank. Compose and send the personalised message as described above.

The Postcard feature supports multiple photo attachments, allowing users to upload images from a local device or select from existing files already uploaded to the Gallery on the booking or Pets profile..

To add an image from the Gallery select - then click on the desired image to insert it into the postcard. Then .

Photos will only display that have been included in the bookings Gallery or the Pets Galley - that the booking is for.

You can also upload a new image directly from this menu.

To upload and add a new images select -

File - Select the image from your local device.

Name - Enter a descriptive name for the image.

Pets - When a booking has more than one pet, choose the pet the photo is about.

Include In Gallery - Tick this option to make the image viewable in the Pets Gallery.

Include In Portal Gallery - Tick this option to make the image viewable to customers in their portal.

Then

Once your postcard is completed you can either or

All Postcards that have been sent or saved as draft will be visible under the Postcard tab. To view, edit or send a draft postcard, select the corresponding to the one you wish to update or send.