Thank you for choosing to try the RESnWEB Pre-arrival email module!
The currently available features of the module — all of which are optional to use — include:
Weather forecast
⏰ Pre-arrival emails are sent every day at 2:00 PM.
The setup steps are as follows:
1. Images
In the Images menu, you can upload the general header image for the email and, if you would also like to recommend programs to guests, the related program photos as well.
Minimum image size: 800 × 400 px
Maximum file size: 2 MB
Supported format: JPG
2. Settings
In the Settings menu:
You can select the header image of the email
In the Settings box, you can define the email sending schedule, specify for which booking languages the pre-arrival email should be sent, define the default recipient email address for test emails, and determine whether the accommodation should receive notifications about completed registration forms and under what conditions.
IMPORTANT: Emails are sent 1, 2, or 3 days before the guest’s arrival, depending on the accommodation’s settings. Guests who book within this timeframe will also receive the pre-arrival email, even if the booking is made before 2:00 PM on the arrival day itself. For example, if the emails are scheduled to be sent 3 days before arrival, and the guest books at 1:00 PM on the arrival day, they will still receive the pre-arrival email at 2:00 PM.
In the Email greeting text box, you can enter the general message of the email, which will appear below the header image and greeting. Do not forget to add translations.
In the Parking information box, you can enter informational text related to parking (optional) — translations are required.
In the General information on the arrival form box, you can add information that you would like to display at the bottom of every printed registration form, alongside the privacy notice text (displayed by default), and have accepted by the guest with a signature (also optional) — translations are required. These details will appear on both the online and printed registration forms.
In the Check-in form menu, you can define which guest data you would like to request through the online registration form. Guests will only see the fields on the registration form that are marked as active with a check mark.
4. Events
By clicking the +Add button located in the upper-right corner, you can create program recommendations for guests.
You can define the event name, a short description, its validity period (both by date range and days of the week), and the website (landing page) where guests can read more detailed information about the program — translations are required.
Finally, you can select the photo associated with the program from the images uploaded earlier.
IMPORTANT: Guests will only see events in their email that are relevant to the dates of their stay, from the day of arrival until the day of departure.
5. Email
Here you can define which features should be active in the accommodation’s pre-arrival email by checking the Active box next to each feature.
By clicking the Send test email button located in the upper-right corner, you can send a test email.
6. Guests
Here you can add external guests - guests who did not book through RESnWEB - to the module, and you can also find completed registration forms here.
If you are also using our Survey module, external guests only need to be uploaded once, in the Pre-arrival / Guests menu. To do this, simply enable and save the connection between the two modules in the Surveys / Guests menu. As a result, external guests registered in the Pre-arrival / Guests menu will automatically receive the satisfaction survey questionnaire on the day after their departure.
IMPORTANT: Internal guests — guests who booked through RESnWEB — automatically receive the pre-arrival email. Only those guests who have completed the registration form will appear in the Guests menu list.
7. Overview
In this menu, you will be able to activate the Pre-arrival module once all settings have been properly configured.
More detailed setup instructions can be found under the Help sections within the admin interface. Once all settings have been completed, we recommend running a few tests using the Send test email function in the Email menu. If you notify us, we will also be happy to review your setup before activation.
IMPORTANT: The admin interface (https://resnweb.net/hoteladmin) has been fully optimized for the Google Chrome browser, therefore we recommend using it in Chrome. The guest-facing interfaces, of course, function perfectly in all browsers.