Sending an email from CheckFront

Sending an email from CheckFront

Introduction

Often in the operation of your campsite you will want to communicate with your customers. Whether something as simple as sending a copy of a booking receipt or something more complex such as following up on a issue with their stay, communicating within the CheckFront system allows a record to be kept that is physically linked to the booking in question.
Where possible, all communication related to a booking should be recorded within the CheckFront system attached to their booking. 
CheckFront offers a few different options to facilitate customer communication. This guide explores the main options you will use for your campsite. 

If you require any additional support, then please contact facilities@scoutsqld.com.au 

Standard Email

The most common way to send an email within Checkfront is directly from the customer booking page. The email function in Checkfront can be found on the left-hand-side menu.
Note that to use this function, the customer will need to have a valid email recorded against their booking.

By clicking on this function, it will bring up the E-mail customer page
 

The options on this page include:

1) Edit the email recipient, this will default to the customer email. However, you can send an email to anyone by using the “Custom Recipient” option or by using any of the pre-populated email addresses from anyone set up as an administrator within CheckFront
(This can be useful when following up or sharing booking information with other team members)

 
2) Edit the email sender, this will default to the email bookings@scoutsqld.com.au however you also have the option to use the email address that you are using to log into the system. Any customer replies, will go back to the email you choose and not the CheckFront system
 

3) The subject line will default to a summary of the booking information. This can be changed to anything, as it is a free text field, however it is recommended that you include the booking id as a minimum in any subject line.

4) “cc” field, you have the option to add any additional email addresses for people you want to include in the communication. There is no option to “b.c.c.” in CheckFront

5) You would then enter the email message; this is a free text field so anything can be typed 

 
6) The last useful option before sending an email is the option to “Include invoice in e-mail”. When this option is checked, it will re-send a copy of the booking confirmation, displayed immediately below whatever text you type. This is particularly useful if you need to re-sent an invoice, or if you have made a change to their booking and need to send them an updated booking confirmation. 
 
Once you have finish preparing the email message, then click on the send button. 
A copy of the message information will be stored in the notes section of the booking, with details of when it was send and by who.

 
This is how the email will be received by the customer:
 

It is recommended that you enter details of any customer replies into the note section on the booking page, This keeps a record of all communication in the same place.


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