Send Confirmation Letters in Bulk (Cloud) 🎥

Send Confirmation Letters in Bulk (Cloud) 🎥

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When you need to send confirmation letters to multiple guests at once—rather than opening each reservation individually—Visual Matrix Cloud provides a bulk-send feature. This tool lets you select guests by date or filter, choose the delivery method (email, print, or both), and distribute all letters in a single action. This is especially helpful during high-volume periods or when sending confirmations for groups or booking windows.
Path: Front Office > Supervisor > Res Mgmt > Confirm Letters

Instructions

Use these steps to filter the reservations you want to target and send confirmation letters to all selected guests at once. This process ensures consistent communication and saves time compared to sending each letter individually.

1. Click on Confirm Letter from the right-side Tools.



2. Choose how you want to filter reservations using the Search By dropdown. This determines which reservations the system will scan and which guest contacts will be included:
  1. Arrival Date: finds guests based on when they are scheduled to arrive.
  2. Reservation Date: finds guests based on when the reservation was created.
The system will use each matching reservation to pull the guest’s current contact information for sending the confirmation letter.



3. Enter the date range that applies to your selected filter. All reservations matching the criteria will appear in the list.
4. (Optional) Check Central Reservations Only if you want to limit results to reservations created through your Channel Manager.



5. Select the Delivery Option:
  1. Mail Only: Generates printed letters.
  2. Email Only: Sends letters electronically without printing.
  3. Mai/Email: Prints and emails when applicable.


6. Click Print to send or print the confirmation letters. If Email Only is selected, no physical printing will occur.



Still Need Help With This Topic?

Ask Yourself:
  1. Is my confirmation letter template configured correctly in the system?
  2. Did I select the correct filter in Search By (Arrival, Reservation Date, Channel, etc.)?
  3. Does my date range match the group of reservations I intended to target?
  4. Did I choose the appropriate Delivery Option for my workflow?
Support May Ask You:
  1. What Search By filter did you select?
  2. What date range did you enter?
  3. Did you select Only show bookings from the 2-way?
  4. Was the Delivery Option set to Print, Email Only, or Combined?
  5. Did the system display any error messages after clicking Print?
  1. Set up Confirmation Letters (Cloud)
  2. Automatically Send Confirmation Letters When Saving a Reservation (Cloud)
  3. Send Cancellation Confirmation Email (Cloud)
  4. Upload HTML Letters in Visual Matrix (Cloud)