Sending automated emails from SuiteOp is great for email notifications, guest upsell approval messaging, and more. There are some steps to get initially set up with email before you can start sending.
In summary, you need to add an email address (including the domain) for your emails to be sent from (in the White labeling page). Then you need to create a template for the email content (click Manage templates after your choose Send an email as the action). In your Workflow you'll be asked to select a template, sender, and recipient for the email. Detailed steps below 👇
Step 1: Create your email domain
You'll need to set up an email to be the "sender" for your automated messages.
Under Portals in the navigation, go to White labeling
Click the Email domains tab
Enter your domain under Manage domains
Add the 3 CNAME records in your DNS settings (GoDaddy, Squarespace, and Namecheap are some examples). This gives us the system the ability to send emails from your domain.
Press Validate DNS when done. If these don't turn green right away, wait a few minutes and click Validate DNS again, it can take some time to process.
Step 2: Create an email sender
Once you've validated your domain, it's time to add a sender. This is who your emails will come from, you can add multiple senders to your account. This doesn't need to be a real email that you use.
On the same page (White labeling, Email domain tab), click + Add in the Mange Senders section
Select the domain you just created, add your email, name, and a reply to email if you'd like. Then click Create verified sender
Step 3: Build your workflow
Now that your email sender is all set up, you can build your workflow with the email action.
Go to the Workflows page
Click + New workflow in the top right corner
Set up your workflow as you usually would, when you get to the Action step, select Send an email from the dropdown
You'll be presented with the below options:
Select an email template from the dropdown. If you have none, click Manage templates to create. Use our pre-built templates or build your own. To add dynamic variables from the reservation, property, upsell, etc. click + Add variable button on the top right. Click Save template to save, I recommend saving periodically, if you click out of your template your progress will not be saved.
Select an email sender, this is the email address the email will be sent from
Select the email recipient, who should get this email when the workflow runs. Choosing from Custom (enter any email address), Guest (guest related to the workflow trigger), or User (any user from your organization)
Step 4: Assign to Properties & Activate
Finalize the workflow with the following steps.
Assign to properties in the assignment tab
Check the box to turn the workflow Active
Click the Run on Existing Triggers button to run on existing reservations, tasks, etc. Otherwise, only new objects will trigger emails.
What if you aren't receiving emails from your workflow?
If your emails are not being received you should double check your settings.
Ensure the correct properties are assigned
Check if there are any conditions added to the action that would filter out your specific use case
Check that the Workflow is set to Active
Click Run on Existing Triggers to sync with current possible triggers
Check your email domain and sender are active in White labeling
Some ideas to get you started
Here are some ideas for possible Workflows, we also have a Workflow Library of pre-configured options in SuiteOp. When you click "Add new" try starting with a template instead of a trigger to check them out.
Upsell approvals: create an email that sends to the guest upon Upsell approval, letting them know it has been approved. You can even filter by Upsell types and create different email for each upsell.
Trigger: Upsell
Action at: Approval time
Review requests: create an email requesting a guest fill out the check-out survey after their reservation has ended
Trigger: Reservation
Action at: Check-out time, 15 minutes after
Welcome email: create a welcome email sent to all guests after they check-in, this could showcase specific upsells using deeplinks to their guest portal, or remind them of house rules
Trigger: Guest status
Action at: Check-in