Configure Night Audit Automatic Guest Correspondence (Cloud) šŸŽ„

Configure Night Audit Automatic Guest Correspondence (Cloud) šŸŽ„

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The Automatic Guest Correspondence settings allow the system to send predefined email messages to guests automatically based on specific events. These automated emails can be used to communicate with guests at key moments of their stay, such as before arrival, after checkout, or when a reservation is cancelled. Each message uses a custom letter template that must first be created in the Management section. Once configured, the selected correspondence will be sent automatically when the corresponding event occurs.
Path: Accounting > Night Audit > Default Settings

Available Automatic Correspondence

The system allows automated emails for several types of guest communication.

Arrival Reminder
- Sent to remind guests of their upcoming arrival.
- The email body uses the selected letter template, and the confirmation letter is attached to the message.

Cancellation Regrets Letter
- Sent automatically when a reservation is cancelled.
- This message confirms the cancellation and can provide additional information to the guest.

Thank-You Letter
- Sent after the guest checks out.
- This correspondence is typically used to thank guests for their stay and maintain post-stay communication.

Birthday Letter
- Sent automatically on the guestā€™s birthday based on the date stored in the guest profile.



Understanding the Settings

Each correspondence type can be configured with the following options.

Auto-Send
- Enables the automatic sending of the selected guest correspondence.
- When enabled, the system will automatically send the email during the Night Audit when the corresponding event occurs.

Email Subject
- Defines the subject line of the email sent to the guest.
- For some messages, the system will automatically append the reservation confirmation number to the subject line.



# Of Days
- Defines how many days before or after the related event the email should be sent.
- A positive number sends the email before the event (for example, before arrival).
- A value of 0 sends the email during the Night Audit when the event occurs.
- This setting can be used with any automatic correspondence type.

Letter Selection
- Allows selecting the Custom Letter that will be used for the email.
- These letters must be created beforehand in the Management Property Settings Letters section.



Saving the Settings
- After configuring the desired correspondence options:
- Select the Save icon.
- The configuration will apply automatically to future reservations.



Tips & Use Cases

Tips
- Ensure the letter templates are created first before enabling automatic correspondence.
- Verify that guest profiles contain valid email addresses so messages can be delivered.
- Use arrival reminders to reduce missed arrivals or last-minute confusion about reservation details.

Use Cases
- Front Desk/Reservations: Automates routine communication with guests without requiring manual emails.
- Management/Marketing: Maintains guest engagement through arrival reminders, post-stay thank-you messages, or birthday greetings.

Still Need Help With This Topic?

Ask Yourself:
- Has the correspondence letter been created in the Management section?
- Is the Auto-Send option enabled?
- Does the guest profile contain a valid email address?

Support May Ask You:
- Which correspondence type is configured
- Which letter template is selected
- Whether the guest profile contains an email address

Configure Custom Letters (Cloud)
**Night Audit in Visual Matrix Cloud
Run Night Audit (Cloud)
FAQ - Accounting / Night Audit Process

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