Byline Entertainment Booking Confirmation Letter Made Easy

Sign entertainment booking confirmation letter

in this video we're going to look at the confirmation letter confirmation letters allow you to provide personalized information to your guests PDF documents are created and can be sent via email multiple guests contact letters can be set up by late arrival letter follow-up letters return guest letters to create your templates or your confirmation letters you go to the utilities tab to set up options and then under the guest contact tree here select confirmation letter make sure that you modify and tick the box here where it says use PDF format version for both email and print and select save click on the PDF format button here and you'll get a blank screen ready to insert information so we can see on here we're going to insert a letter description building information and we've got three paragraphs that we can complete the closing salutation and some information for when we need to email our confirmation letter what you'll also see over on the right hand side here is a number of merge fields that are available and we can insert these into our letter in order to personalize this letter to our guests so we'll just have a look at how we can insert some information here we come up with a letter description of course we'll just name this one as our follow-up letter and we can start to type in information you may have already got a an existing follow-up letter you've written in a word document if you have you can copy and paste information into these fields here what we also want to do as I mentioned earlier is insert a merge field so if we want to insert one here as it says you'll double click to add the merge field if I double click there we get the little merge fields and symbols showing in here we would then fill in the rest of our information so I'd fill in a lot more information there fill in my merge fields as necessary I also have the option of course to fill in an email message settings so a subject and just a short message we can also print logos on the top of our confirmation letters here in order to do so you tick the box there to show a print logo and then we click on the button here to navigate and identify our logo we can then see a copy of the logo sitting at the top of there and that would appear at the top right of our confirmation letter there remember to select save when you have looked at your information when you have completed your information click back onto the PDF format button here to access your letter again when you've finished completing your information remember to click on the preview button here and it will allow you then to look at your formatting for your pick for your letter I'm just going to select a letter I've already created or inserted I can do that by clicking on the select letter option here pick up the other letter that I have available and you can see this one here has a bit more information available we just have a look at the preview of this one you'll see there's a bit more information showing in there so I'll just show you how to access these and through a booking as well in the bookings area here we'll just option jump into one of our bookings showing here if we want to have a look at this one here under the reports option and confirmation letter will select my one that has been completed and we have a copy here with all the information specific to this booking so the guests name their booking number and the room or the apartment type that they've booked their stay dates some information then of course about their accommodation and any payments made you can also email that letter to your guests so make sure that you have a valid email address and showing here select the email option at the bottom and from here select an email the default confirmation letter when you select create email again that allows you to select the appropriate letter I like that one there and click on select and we get a copy of our little blurb here as part of the confirmation letter that we set up and the confirmation letter showing here and if we click on view attached file again it will show us a copy of the attachment in a PDF format to be sent with that email once you're ready to send of course you'll click on the send button there just close out of this one come back to our booking there you can also send multiple confirmation letters by using the email feature at the bottom here please and see our bulk email video on how that will work for you so in this video we've looked at setting up confirmation letters how we insert our information on the template there and how to access them through the bookings area you