Vikey

Find out how to customize emails to be sent to your guests for check-in

You can customize the emails you send to your guest in order to request them to check in online:

new booking email (with the link to check in online)

reminder email (sent if the guest has not yet checked in)

completion email (email with opening links)

- new booking email (with the link to check in online)
- reminder email (sent if the guest has not yet checked in)
- completion email (email with opening links)

Select “Settings” and then “Custom Emails” from the menu on the left of the dashboard

1. Select “Settings” and then “Custom Emails” from the menu on the left of the dashboard

Click on the “New email” button, this will automatically open the area for naming the new email you are creating.

1. Click on the “New email” button, this will automatically open the area for naming the new email you are creating.

You can select in which language to set up your personalized email. We recommend creating at least one in Italian and one in English. To change the language, simply click on Italian and select a new language and then flag “Enable template language”

1. You can select in which language to set up your personalized email. We recommend creating at least one in Italian and one in English. To change the language, simply click on Italian and select a new language and then flag “Enable template language”

To see which are the default texts sent by Vikey to the guest, click the bottom of the “Prepopulate” page (Vikey Mini, if you have devices at your facility; Vikey Digi if you only have the Digital plan).

1. To see which are the default texts sent by Vikey to the guest, click the bottom of the “Prepopulate” page (Vikey Mini, if you have devices at your facility; Vikey Digi if you only have the Digital plan).

Default texts will appear which you can edit or write from scratch

1. Default texts will appear which you can edit or write from scratch

To better customize your emails you can make use of special dynamic words called TAGs. By using them, they will auto-populate with information related to the booking. ex: ##Guest-name## will auto-populate with the name of your guest

1. To better customize your emails you can make use of special dynamic words called TAGs. By using them, they will auto-populate with information related to the booking. ex: ##Guest-name## will auto-populate with the name of your guest

Remember to click “Save” at the bottom of the page after making changes.

1. Remember to click “Save” at the bottom of the page after making changes.

Additional section: If you have activated integrations, remember to associate the customized email instead of the Vikey default’s. Follow these steps to associate the email correctly

Select “Settings” from the left-hand menu and then go to “Integrations”:

1. Select “Settings” from the left-hand menu and then go to “Integrations”:

Go to the profile of the unit for which you want to insert the new template and click on edit:

1. Go to the profile of the unit for which you want to insert the new template and click on edit:

Select the drop-down menu below the area Enable Mail Communication and set the new template, then click on Save.

1. Select the drop-down menu below the area Enable Mail Communication and set the new template, then click on Save.

Please note that the changes are not retroactive, so all reservations already on the dashboard will have to be associated manually.

Additional section: Manually edit of already imported reservations

Select “Reservations” from the menu on the left of the dashboard

1. Select “Reservations” from the menu on the left of the dashboard

Click on the reservation to be changed and select the section Notifications &gt; Enable Email Notification; in the area “Which email do you want to send?” enter the template you have created and at the end wait for the completion bar at the top right.

1. Click on the reservation to be changed and select the section Notifications &gt; Enable Email Notification; in the area “Which email do you want to send?” enter the template you have created and at the end wait for the completion bar at the top right.