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Send Triggered Correspondence at a specific time of day

Triggered Correspondence can be setup to send at a set time of day for reservations that are arriving today, departing tomorrow or currently in-house.

 

Overview

Triggered Correspondence can automate sending of SMS, email, EDM Campaigns, Guest Portal correspondence or Document Requests, and the Trigger Type 'Specific Time of Day' can be scheduled to send at the selected time each day or a set day of the week.

This Trigger Type can be used to send weekly reminders to annuals or long-term tenants, daily notices for property events including bar or restaurant specials, live entertainment and themed dinners, key property information or instructions for daily arrivals or departures and much more.

✎ 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.

 

★ Hint: Select the Back button used in the Triggered Correspondence wizard to return to a previous step and adjust settings before saving. 'Back' button to make changes in a previous step.
✎ Please Note: Specific Time of Day triggers sit at the lowest priority in the sending queue. During periods of high sending volume they may be sent later than the configured time. For the full priority order, see Triggered Correspondence.

 

Guide

In the side menu of RMS, go to Setup > Correspondence > Triggered.

  1. Select 'Add'.
    RMS Triggered Correspondence list screen showing existing triggers with the Add button selected to create a new Triggered Correspondence rule.
     
  2. Enter a Trigger Name.
  3. Select 'Next'.
    RMS Triggered Correspondence wizard on the first step with a Trigger Name field completed (for example, Daily In-House SMS) and the Next button clicked to continue.
     
  4. Select the Trigger Type as 'Specific Time of Day'.
  5. Select and enter the Trigger Rules.
  6. Select 'Next'.
    RMS Triggered Correspondence wizard on the Trigger Type step with Specific Time of Day selected and trigger rules configured, such as send at 10:00 AM and repeat daily or on selected days of the week, before clicking Next.
     
  7. Select the Correspondence Type.
  8. Select the Correspondence Template.
  9. Select 'Next'.
    RMS Triggered Correspondence wizard on the Correspondence step showing Correspondence Type options (e.g. Email, SMS, EDM, Guest Portal) and a Correspondence Template selected for the automated message, with Next chosen to proceed.
     
  10. Add Date Filters (Optional).
  11. Select 'Next'.
    RMS Triggered Correspondence wizard on the Date Filters step with optional filters such as Arrival Date, Departure Date, or Created Date available to narrow which reservations receive the message, and the Next button clicked.
     
  12. Select the checkbox for the Reservation Filters.
  13. Select 'Next'.
    RMS Triggered Correspondence wizard on the Reservation Filters step showing checkboxes for options like Arriving Today, Departing Tomorrow, In-House, or specific Reservation Statuses, with relevant filters ticked and Next selected.
     
  14. Select a Sending From option (Optional).
  15. Select 'Next'.
    RMS Triggered Correspondence wizard on the Sending From step displaying optional sender settings such as From Email Address, From Name, or SMS Sender ID, with a selection made and Next clicked.
     
  16. Select the Exclusions (Optional).
    1. Expand an Exclusion Type.
    2. Select the Exclusions and choose theLeft arrow (<) button used to move selected items into the Exclusions list so they are excluded from the Triggered Correspondence.button.
    3. Repeat for all required Exclusions.
  17. Select 'Save/Exit'.
    RMS Triggered Correspondence wizard on the Exclusions step showing expandable Exclusion Types (such as Companies, Rate Types, or Channels) with selected items moved into the Exclusions list using the left arrow (<) button, and Save/Exit clicked to create the trigger.
     
  18. Select 'Yes' or 'No' when prompted with an option to update current and future reservations with the new Triggered Correspondence Rule.
RMS confirmation dialog asking whether to apply the new Triggered Correspondence rule to current and future reservations, with Yes and No buttons available for the user to choose.

 

 

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