FAQ - Management / Letters (PMS)
Confirmation Letters
How does the system determine which confirmation letter to send to a guest?
The system uses the reservation’s status to determine the type of confirmation letter sent. You can review and adjust these settings in Management > Property Settings > Letters.
HTML Letters
Can I add images to an HTML confirmation letter?
Yes. Images can be added using standard HTML <img> tags. However, images must be hosted online and referenced using a full public URL (https://...). Visual Matrix does not store or upload image files.
Example:
Why are my images not displaying?
Images may not appear for several reasons:
- The image URL is incorrect or incomplete
- The image is not publicly accessible
- The email provider is blocking images by default
Visual Matrix does not provide support for HTML formatting, image hosting, or troubleshooting image display issues.
HTML Confirmation Letters Not Sending After Moving to Cloud
This issue occurs because HTML letters used in Visual Matrix Desktop were stored on the local server where the database was hosted. When transitioning to Cloud, the database is transferred, but the HTML files stored on the server are not included.
As a result, the system may still show the HTML box checked and a file name, but the Cloud environment cannot access those original files.
To resolve this, you will need to upload each HTML letter again:
- Click Browse for each letter
- Select the correct HTML file
- Click Save before moving to the next letter
Each HTML letter must be re-uploaded individually to restore functionality.