CiiRUS One: User ManualManagement Company Newsletters & TemplatesUsing the Email Template Editor and Sending Quick Email Blasts

Using the Email Template Editor and Sending Quick Email Blasts

Newsletters & Templates is where you can create and edit email templates that CiiRUS uses to send to your guests and home owners.

To access Newsletters & Templates, go to:

  1. Management Company
  2. CRM - Manage People
  3. Newsletters & Templates

Screen Layout

Below is the Newsletters Templates Screen.

  1. As you can see, templates are listed by the template description, template email subject line and template category
  2. To Create a New Template, press this button
  3. To Create a Default Template, press this button
  4. To the left of the list of templates are the feature buttons used to, modify, send and delete templates

News Letter Category.

It's important to apply the correct category to your newsletter template.

The category determines which distribution list to send the news letter to.

For example, if you were to have some event for only your staff to attend, then you would set Staff as the category and CiiRUS will know to send the email to people listed as Staff in your contacts.

List of Categories.

The Newsletter categories and their purpose are as follows:

  • Home Owner:  Assign this category to any emails that are to be sent to the Home Owner that are not attached to a reservation. For example, the Owner Statement Cover Letter.
  • Staff: Assign this category to any emails that are to be sent to Staff Members in the system. Everyone who’s checked as a staff member under Management Company > Contacts will receive this email.
  • Past Guest: Assign this category to any emails that are to be sent to all past guests in the system.
  • Future Guest: Assign this category to any emails that are to be sent to all guests scheduled to arrive.
  • Email Quote Template: Assign this category to any email that is to be sent directly from the Total Quote Summary after saving a quote in the system.
  • Guest Booking Confirmation: Assign this category to any email that is to be sent directly to the guest from a confirmed reservation. These types of emails are sent on demand / manually from a specific booking.
  • Owner Booking Confirmation: Assign this category to any email that is to be sent directly to the owner from a confirmed reservation. These types of emails are sent on demand / manually from a specific booking to the owner.
  • Payment Reminder: Assign this category to any email that is to be sent to the guest if they have an outstanding balance and the payment reminder set in the Total Booking Summary. This can be overridden by creating a CRM Balance Due Reminder email.
  • CRM Template: Assign this category to any email that is to be sent automatically from the CRM Module. Using the CRM, email rules (Management Company > Emailers & Rules) can be configured so the system knows when to send the email. This category could include marketing, promotional and transactional emails to the guest.
  • eCiiGN: Guest Rental Agreement: Assign this category to any email that is to be sent to the guest where an electronic signature is required. The Rental Agreement should include the booking terms that the guest must agree to and electronically sign. The template will convert into a PDF and store against the booking in the system.
  • eCiiGN- Power of Attorney: Assign this category to any email that is sent to the owner where electronic signature is required. The Power of Attorney is written authorization to represent or act on the Owners behalf regarding business, utilities payments, some other legal matter. The template will convert into a PDF and store against the Owner’s Profile in the system.
  • eCiiGN- Management Contract: Assign this category to any email that is sent to the owner where electronic signature is required. The Management Contract is an agreement between the Management Company and the owner. The template will convert into a PDF and store against the Owner’s Profile in the system.
  • eCiiGN- Rental Supplier Agreement: Assign this category to any email that is sent to any Booking Agent where electronic signature is required. The Rental Supplier Agreement is between the Management Company and Booking Agent to establish terms and conditions between both parties.
  • eCiiGN- CC Auth Form (Owner): Assign this category to any email that is sent the owner where electronic signature is required. A credit card authorization form is a document, signed by a cardholder, that grants the Management Company permission to charge the owners credit card for a period of time as written in that document. The form is often used to give the Management Company the ongoing authority to charge the cardholder on a recurring basis — whether that’s monthly, quarterly, or more sporadically.
  • eCiiGN- NDA (Non-Disclosure Agreement): Assign this category to any email that is sent to a Staff Member and/or Booking Agent where electronic signature is required. A Non-Disclosure Agreement is a contract by which one or more parties agree not to disclose confidential information that they have shared with each other as a necessary part of doing business together.
  • eCiiGN- Work Order Approval (Basic): Assign this category to any email that is sent the owner where electronic signature is required. When creating a new Work Order via Work Orders – Basic  Module (Management Company > Work Orders- Basic),  a form can be sent to the owner to approve and sign off on potential work to be conducted
List of Categories.

Email Templates can be created, stored and sent directly from the software. The Templates are used to send personalized emails to selected guests, owners, staff and sales leads. A software feature or the CRM would use the template to automatically send specific emails to a selected a group of individuals when certain conditions are met.

Some of these would include:

  • Booking confirmation emails
  • Arrival Departure
  • Quotes
  • Emails blasts to your homeowners or staff
  • Marketing emails activated by the CRM feature
  • Customer confirmation emails activated by the CRM feature
  • Mailing campaigns activated by the CRM feature

Over 100 tags can be used and inserted into any template

Quick create and send an email blast

1. Create A New Template

2. Create Default template

3. Send A Test Email of that template to ensure it looks correct before sending it to your clients

4. Send the selected newsletter email to the distribution list

5. Edit Existing Templates

6. Edit selected Description, Email Subject and Category

7. Delete The Highlighted Template

 

Note: If the template is intended for the CRM only step 1 and 4 are required. The CRM takes care of the selecting and email scheduling.

Edit Email Template

  1. Select the Edit Templates icon

Available Template Tags as of 2/14/2018


Category: Booking Details
Arrival Date
[arrivaldate]
Arrival Information
[arrivalinfo]
Arrival Time
[arrivaltime]
AOA category of the booking
[bookingaoacategory]
Booking Category Code
[bookingcategorycode]
Booking Category Desription
[bookingcategorydescription]
Booking Comments
[bookingcomments]**
"Booking agent, from your Contacts"
[bookingcontact]
Booking ID
[bookingid]
Departure Date
[departuredate]
Departure Information
[departureinfo]
Departure Time
[departuretime]
Guest Portal password
[guestportalpassword]
Guest Portal username
[guestportalusername]
Number of Guests
[numguests]
Number of Nights
[numnights]
Original booking ref
[originalbookingref]
Pool Heat (Yes / No)
[poolheat]
Supplier / Agent Ref
[supplierref]
Category: Financial Details
Amount paid by guest to date
[amountpaid]
Remaining balance due
[balancedue]
Balance due date
[balanceduedate]
Link to credit card pagment page
[cclink]
Currency Code (e.g. USD)
[currencycode]
Currency Name (e.g. US Dollar)
[currencyname]
Currency Symbol (e.g. $)
[currencysymbol]
Down payment amount (online booker)
[downpayment]
Link to down payment page URL
[downpaymenturl]
Amount of latest payment
[lastpaymentreceived]
Amount owner will get after MC amount
[owneramount]
Table of Guest Payments Received
[payments]
Table of Pricing Details / Extras
[pricing]
Link to security deposit payment page URL
[securitydepositurl]
ID of security deposit
[securitydepositid]
Security deposit description
[securitydepositdescription]
Amount of security deposit
[securitydepositamount]
Security deposit required?
[securitydepositrequired]
Grand total excluding tax
[totalextax]
Grand Total including tax
[totalinctax]
Total Tax
[totaltax]
Category: Guest Details
Guest Address
[guestaddress]
Guest Email address
[guestemail]
Guest name
[guestname]
Guest Telephone Number
[guesttelephone]
Category: Guest Folio
Guest Folio repeating rows location
[guestfolio]
Start of guest folio repeating rows
[repeatguestfoliostart]
Extra code
[code]
Extra description
[description]
Extra item price
[mcitemprice]
Extra tax 1 amount
[mctax1amount]
Extra tax 2 amount
[mctax2amount]
Extra tax 3 amount
[mctax3amount]
Extra total tax amount
[mcitemtotaltax]
Extra total ex tax
[mctotalextax]
Extra total inc tax
[mctotalinctax]
Extra quantity
[qty]
Extra tax 1 percent
[tax1percent]
Extra tax 2 percent
[tax2percent]
Extra tax 3 percent
[tax3percent]
End of guest folio repeating rows
[repeatguestfolioend]
Total amount received from guest
[guestfolioreceivedpaymentstotal]
Balance outstanding from guest
[guestfoliobalancedue]
Total amount payable by guest ex tax
[guestfoliosummctotalextax]
Total tax 1 amount
[guestfoliosummctax1amount]
Total tax 2 amount
[guestfoliosummctax2amount]
Total tax 3 amount
[guestfoliosummctax3amount]
Total tax amount
[guestfoliototalmctaxamount]
Total amount payable by guest inc tax
[guestfoliototaltaxtotal]
Category: Other
Todays Date
[date]
Default method chosen by guest
[paymentmethod]
URL to Terms & Conditions
[termsurl]
Category: Owner Details
Owner Name (First Last)
[ownername]
Category: Property Details
Alarm code
[ac]
After hours code
[afterhourscode]
Arrival and departure info
[arrivaldeparturedetails]
Beach access code
[beachaccesscode]
Bedrooms
[bedrooms]
Free text Community / Resort
[communityresort]
Fitness room code
[fitnessroomcode]
Garage code
[garagecode]
Gate code
[gc]
Vertical Image List
[imagelist]
Lock box code
[lbc]
Lobby code
[lobbycode]
Media room code
[mediaroomcode]
Plain text property description
[plaintextpropertydescription]
Pool access code
[poolaccesscode]
Property Address
[propertyaddress]
AOA category of property
[propertyaoacategory]
Property community
[propertycommunity]
Property ID
[propertyid]
Website link to this property
[propertylink]
Property Name (as you know it)
[propertyname]
Property Telephone
[propertytelephone]
Property Name as on Website
[propertytitle]
Max Number of Guests
[sleeps]
Wi-fi network name
[wifiname]
Wi-fi network code
[wificode]
Category: Your Company / Owner Details
Your MC Address
[companyaddress]
Your MC Email Address
[companyemail]
Your MC company name
[companyname]
Your MC Telephone Number
[companytelephone]
URL to your website domain
[domain]
MC Footer text (as defined in General Settings)
[footer]
Guest Portal URL
[guestportalurl]
MC logo
[logo]
Property Owner Address
[owneraddress]
Property Owner Email
[owneremail]
Property Owner Telephone
[ownertelephone]