The communication settings is the page where some of the emails, registration forms and email services can be set up.

Default Registration form template

This dropdown is used to select the ‘Default registration form template’. Click on the down arrow to open the list and select the desired template. If no template has been made yet, the dropdown will be empty. Once saved, the selected template will be set as the default when printing registration forms for reservations. Upon printing it will still be possible to use a different template if desired.

pre-arrival and post-departure settings

The PMS enables hotels to automatically send out emails to guest, before the guests are due to arrive (‘pre-arrival’) and after the departure (‘post-departure’). The email itself is generated by the used template (the template is made under ‘e-mail templates’ and the specific template used is defined per channel). This makes that tailor-made communication to guests per channel can be done.
Examples of pre-arrival mails could be a detailed route to the hotel, specific information on events, etc. Post-departure mails are often used to request the guests to write a review or offer a discount for the next stay at the hotel.

Pre-arrival setup

  1. Set the hours before.
    1. This is the amount of hours counted from midnight of the arrival date. So if the mail needs to be send 2 days before arrival, around noon, the number of hours is 2 × 24 = 48 + 12 = 60
    2. the red ‘required’ indicator is removed
    3. The ‘Save’ button is activated
  2. Set the desired email address as sender
    1. default is the email address as set under hotel information
    2. Any email address can be used and will be visible to the recipient as the ‘from’ address (and might be answered to)
  3. If desired, set an email address for the CC
    1. Can be used for a copy to a department within the hotel for instance
  4. Click ‘Save”
    1. A green bar on top of the screen is shown, indicating saving was a success

Post-departure setup

  1. Set the hours after.
    1. This is the amount of hours counted from midnight of the departure date. So if the mail needs to be send 1 day after departure, at 13:00, the number of hours is 24 + 13 = 37
    2. the red ‘required’ indicator is removed
    3. The ‘Save’ button is activated
  2. Set the desired email address as sender
    1. default is the email address as set under hotel information
    2. Any email address can be used and will be visible to the recipient as the ‘from’ address (and might be answered to)
  3. If desired, set an email address for the CC
    1. Can be used for a copy to a department within the hotel for instance
  4. Click ‘Save’
    1. A green bar on top of the screen is shown, indicating saving was a success

SMTP email settings

For all emails send by the PMS, the mail server managed by Roomer is used. IF hotels want or need to use their own email server, the setup is done here. All fields need to be filled out, if needed please consult Roomer Support for assistance.
The SMTP setup can be done if a hotel has their own email server, but it also works for other email services like outlook.com or Gmail.com.

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