Overview of customer communications
Customer communications on Easol
On Easol, there are several emails that are automatically sent to your customers. These emails are designed to streamline communications and improve overall customer experience.
- Booking confirmation
- Guest invite
- Check-in reminder
- Balance reminder and confirmation
- Trip details
- Payment instalments
- Welcome email
How to preview automated customer emails
- From the admin dashboard, go to Settings > Customer Emails
- Here, you'll find a list of all automated customer emails. Click preview to see a sample email.
How to configure the reply to email settings
All automated emails are sent from email@example.com, however, you can set a "reply-to" email address so that you will be notified when a customer replies to an email.
To set the reply-to email address:
- In the dashboard, go to Settings > General.
- Under Customer Contact Info enter your reply-to email address (e.g. firstname.lastname@example.org).
- Click Save.
Types of automated emails
Once a customer makes a booking on your site, an automated booking confirmation email will be immediately sent to their email address. This email includes a receipt and notes any outstanding balance.
Note: If a customer loses their confirmation email they can always log in to their account to view their booking or you can manually resend the email from the dashboard.
Example of booking confirmation email
If a customer booking is for more than one guest or the guest attending is different from the person who made the booking, the customer who booked can choose to invite the guests to access the booking and, if you have activated check-in for your experiences, to enter their own information.
Example of gust invite email
If you have activated check-in for your experiences, an automated email will be sent to remind the customer to complete any missing information. If the customer who made the booking invited other guests to the booking, they will also receive check-in reminders. Check-in should only be used to capture either non-urgent information or information a guest will not have at the time of booking (e.g. flight number or passport number). For urgent information, use the allocation instead.
Reminder emails are sent three times leading up to the deadline you set in your experience:
- 14 days before before check in deadline
- 7 days before check in deadline
- Day of check in deadline
Note: Check-in reminders will not be sent if you've configured check-in to be completed immediately after booking. You can see the check-in status for your customers at any time under bookings.
Example of check-in reminder email
Balance reminder and confirmatio
If have enabled deposits for your experiences, your customers will automatically receive reminders pay their balances. Balance reminder emails are sent three times leading up to the deadline you set:
- 14 days before deadline
- 7 days before deadline
- 1 day before deadline
Once a customer has paid the remaining balance, a confirmation email will be automatically.
If customers do not pay their balance within the deadline, your brand's terms and conditions will apply.
Note: You can see the payment status for your customers at any time under bookings.
Example of balance reminder email
If a customer has paid the full balance of their booking and completed check-in, they will receive a trip details email 7 days before before the departure date. The email contains a summary of their booking and a printable e-ticket.
Example of trip details email
If a customer has booked using payment plans, there are three types of automated emails that are sent to them:
- Successful instalment payment - Sent automatically after a successful payment
- Failed instalment payment - Sent after failed attempt (up to 3 attempts) to charge card on file
- Instalment payment reminder - Sent as a reminder about upcoming automatic payment.
Unlike other customer emails, welcome emails must be manually set up for each experience. Once activated, welcome emails will be sent automatically when a customer books an experience. Welcome emails are a great way to get your customers excited about the experience they have just booked, provide vital information and cover any FAQs.
Note: If a customer loses the welcome email, you can manually resend the email from the dashboard.
An example timeline
|Provides a receipt to confirm the customer's booking||Immediately after booking|
Invites guests entered by the customer who made the booking to access the booking and enter their own information
|Once the customer who made the booking entered the guests’ details and chose to invite them to the booking.|
|Welcome email||Provide more information relating to booking and next steps.||Immediately after booking|
|Balance reminder||First reminder for customer to pay an outstanding balance||14 days before deadline|
|Check-in reminder||First reminder for customer to complete check-in information||14 days before deadline|
|Balance reminder||Second reminder for customer to pay an outstanding balance||7 days before deadline|
|Check-in reminder||Second reminder for customer to complete check-in information||7 days before deadline|
|Check-in reminder||Final reminder for customer to complete check-in information||Day of deadline|
|Balance reminder||Final reminder for customer to pay an outstanding balance||1 day before deadline|
|Trip details||Provides final trip summary and e-ticket||7 days before departure|