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Activate the Email 2-Way module

Information on activating the Email 2-Way module in RMS.

 

Overview

Email 2-Way provides properties the ability to send and receive replies to emails sent in RMS using the Message Centre.

The Email 2-Way module is an optional feature included in the base RMS subscription, and must be activated within the Module Market before it can be used.

Once activated, a unique 'Reply To' email address will be added to emails sent from RMS.

When a guest replies to the email sent from RMS, the reply will be received in the Message Centre and converted into an Email Conversation.

Email Conversations are recorded on the Guest Profile and Reservation Correspondence tab.

Users can view the complete email thread and reply directly in the Message Centre.

Email replies received in the Message Centre will not be in the Property's email inbox.

The Module Market can be accessed only by System Administrators.

✎ Please Note: The Email 2-Way module will be activated for all Properties in the RMS database.
★ Tip: Save email signatures as an image and insert them into email replies sent via the Message Centre.
✎ Please Note: RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

 

Guide

In the side menu of RMS, go to the Module Market.

  1. Select the Module Type 'Communications'.
  2. Select the Toggle on the Email 2-Way module.
    Screenshot of the Module Market in RMS with the Module Type filter set to Communications, showing the Email 2-Way module listed and its toggle switch highlighted to activate the module.
     
  3. Read the Terms & Conditions.
  4. Select 'Activate Email 2-Way'.
    Screenshot of the Email 2-Way activation dialog in RMS showing a Terms & Conditions section and the Activate Email 2-Way button highlighted to enable the module for all properties in the database.
     

Configure Email Signature

Properties can opt to setup a Property Email Signature.

In the side menu of RMS, go to the Module Market.

  1. Select Activated.
  2. Select Small screenshot snippet of the Configure icon/button next to the Email 2-Way module in the Activated section of Module Market. 'Configure' on the Email 2-Way module.
    Screenshot of the Module Market in RMS with the Activated view selected, showing the Email 2-Way module listed and the Configure button highlighted to open its settings.
     
  3. Select Small screenshot snippet of the Configure link or icon beside a specific property in the Email 2-Way configuration screen. 'Configure' for a Property.
    Screenshot of the Email 2-Way configuration screen in RMS showing a list of properties with a Configure option next to each one, with one property’s Configure button highlighted to set its email signature.
     
  4. Add the Email Signature.

  5. Select 'Save/Exit'.
    Screenshot of the Email 2-Way property configuration window in RMS showing an Email Signature editor area filled with signature content and the Save/Exit button highlighted to store the property email signature.

     

2-Way Email Operations

Emails sent in RMS will include a unique 'Reply To' email address that will allow the email replies to be received in the Message Centre instead of the property's email inbox.

Animated screenshot of sending an email from RMS showing the email compose window with a unique Reply-To address, then an incoming reply appearing in the Message Centre instead of the property’s external email inbox.

 

When an email reply is received in the Message Centre, the email record on the Correspondence tab will be converted to an Email Conversation.

Users can send and receive email replies or view the entire email thread in the Message Centre Email Conversation.

Animated screenshot of the RMS Message Centre showing a new email reply arriving and the corresponding entry on a reservation’s Correspondence tab changing from a single email record into an Email Conversation with a threaded view of all messages.

 

Attachments can be added to the reply email and will be available as a hyperlink that guests can select to download the attached file.

Animated screenshot of an Email Conversation in the RMS Message Centre showing a user adding a file as an attachment to a reply email, and the attachment appearing as a clickable hyperlink in the sent message for guests to download.

 

Users can right-click an Email Conversation and mark it in the Message Centre and mark it as 'Unread' to leave it for another User or as a reminder to action at a later stage.

Animated screenshot of the RMS Message Centre showing a user right-clicking an Email Conversation and selecting Mark as Unread from a context menu, with the conversation changing to an unread state to indicate follow-up is required.

 

 

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