The confirmation email is a personalized email communication that your guests' will receive just minutes after the room or property they booked with you is synced into Duve. The confirmation email can be edited to include important information regarding the guest's reservation and the host. It enables you to give a personal touch in your first communication with the guest in a smart way, all while saving you time.
How to set it up?
In settings, click on the "Confirmation Email" page. A window will open with the modification options for the confirmation email. To edit the email, click on "View/Edit email template". You will then be able to select different "areas" in the template to edit.
Important: If you click the toggle switch to enable the Auto Confirmation Email, the system will start sending the Confirmation Email to new reservations (already existing reservations will not receive it). Do not enable until you are ready to send the communication to your guests.
Editing your Confirmation Email
The email is able to be modified within the template. Each "area" of the Confirmation Email has a purpose, whether it is for an image, free text, dynamic parameters, etc. The order of the areas cannot be rearranged, but information inside can be edited and the areas can be hidden if not relevant. Click on an "area" of the Confirmation Email to have the left side bar appear, and then begin editing.
Images in the template can always be replaced by simply selecting "Replace Image" or "Upload Image" from the left side bar and selecting a different image from your computer.
Logo Image: You can adjust the maximum pixel height of the image by adjusting the number.
Cover Image: You can upload your own image or use Duve's pre-uploaded stock images.
Mixed Area Image: You can replace the set icon images in the areas that have both text and images. The images cannot be removed from the, only the entire "area" can be hidden.
Free Text Boxes
In the areas where you can edit text, you can follow the templates Duve has provided, or you can write any relevant information for your guests. The free text boxes allow you to freely write information to your guests, without any specific format.
Check-In & Check-Out Dates
The check-in and check-out dates area is formatted using the dynamic parameters to show the guest their reservation information. The area cannot be modified. If for any reason you would like to remove it from the email, you can simply hide the area.
List of Dynamic Parameter Fields
Using dynamic parameters in the Confirmation Email is a great way to personalize and include information that is unique to each guest. To add another line of a dynamic parameter, click "add row" and select from the dropdown menu. To remove a row, click on the trash bin icon next to it.
Bulleted Text Box
This text box is formatted with bullet points to add any important final notes or policies to the email, such as check-in/out hours, cancellation policy, amenities information, etc. To have a new bullet point show, press enter to move the cursor to the next line, and start typing.
Host Contact Information
The area at the bottom of the Confirmation Email is the place to add any information regarding the host such as contact information, location, as well as social media direct link icons. To add contact information, copy and paste the information from the dynamic parameters. To add social icons, enable the toggle switch.
If you don’t want to show an area in the confirmation email, you can simply hide the section by ticking “Hide area” in each line of the email.
If you want to re-show the hidden area, tick “Hidden area” at the top right and you will see your hidden areas again, or untick the box for the specific area.
The areas of the email are unable to be removed completely, because the email is in a templated format, but they can be modified to best suit your guest's needs.
IMPORTANT: You need to click “Translate” after you finished customizing your email (at the top). Doing so will allow Duve to talk the same language of your guests! We currently support 17 languages. To read more about the translation feature, click here. edit the here*
Finished? Let’s go!
After you have finished editing your confirmation email, click on "Save" in the top right and go back to the main page of the Confirmation Email settings.
Here you can choose to exclude specific booking sources or reservations statuses from receiving the Confirmation Email.
To set this up, click on “Booking sources & Status’s”. In the popup, for every reservation status, you can choose which booking sources will receive the automated Confirmation Email, and which will be excluded.
After you have finished creating your Confirmation Email, you can preview what it will look like for any room in your account or a "demo room" by clicking "Preview" in the top right corner. Enter your email and you will receive a sample confirmation email.
Please note that it is just a preview, so it will not reflect any real reservation.
Your last step is to enable the auto-confirmation email. Like all of the Duve features, the online check-in is by default OFF. After you enable and click save, the system will start sending the Confirmation Email to new reservations (already existing reservations will not receive it). Do not enable until you are ready to send the communication to your guests. If for any reason you would like to disable the Confirmation Email, you can do that here at anytime.