Automating Document Requests and Forms via Guest Portal

Overview

Triggered Correspondence options for the Guest Portal enable automating the sending of Form Letters, Interactive Form Letters, or Document Requests to the Guest Portal.

Triggered Correspondence can be setup to send at a specific time of day for selected reservation criteria, at the time of an action being performed, or a set period of time before or after an action occurs.

Monitored Triggers include a due date for an action to be completed by the recipient, with the option for reminders and the ability to track progress on the 'Triggers' tab of a Reservation or the Monitored Triggers checklist. 

Monitored Triggers are only available when the Trigger Type is set to 'X Periods before or after an action,' and the Correspondence Type is 'Guest Portal.'

Guest Portal Triggered Correspondence and Monitored Triggers can be used to automate requests for travel documentation, passports, visas, vaccination certificates, financial statements, or additional forms of identification, as well as sending contracts to sign or digital forms for completion.

The filters and exclusions below can be added to Triggered Correspondence rules.

Guide

Go to Setup > Correspondence > Triggered.

1. Select Add.
   
    
2. Enter a Name for the Trigger.
3. Select Next.
   
    
4. Select the Trigger Type.
5. Select and enter the Trigger Rules.
   Rule options may differ from those shown here, depending on the Trigger Type selected.
6. Select Next.
   
    
7. Select the Correspondence Type as Guest Portal.
8. Select a Form Letter Template.
   Select Monitored Trigger and action criteria (Optional).
   Select Enable Reminders and criteria (Optional)
9. Select Next.
   
    
10. Add Date Filters (Optional).
    Select Date Ranges for Date Made, Reservation Staying, and Reservation Arriving.
11. Select Next.
    
     
12. Select the required Reservation Filters.
13. Select the required Reservation Status to include.
14. Select Next.
    
     
15. Select who to send the Correspondence to.
    Some options may not be available, depending on the previous Trigger setup selected.
    Recipients will default to the Primary Guest and cannot be altered for Guest Portal Triggered Correspondence. Select the Sending From option (Optional).
16. Select Next.
    
     
17. Select the Exclusions (Optional).
    Expand an Exclusion Type.
    Set the required Exclusions.
    Repeat for all required Exclusions.
18. Select Save/Exit.
    
     
19. Select Yes or No if prompted with an option to update current and future reservations with the new Triggered Correspondence Rule.
    This prompt will only occur if the Trigger Type is set to 'X Periods before or after an action' or 'Specific Time of Day' and will update all current and future reservations to receive the new Triggered Correspondence if Yes is selected.
    
     

Outcome

The selected template will now be sent to Guests via the Guest Portal at the scheduled time and will display in the Reservation under the Triggers tab.