Custom Emails in the Aggregator

The Custom Email Manager allows hotel chains to centralize the creation and management of email templates from the Aggregator engine (******_agr).

When creating or editing a template in the Aggregator, you can select the hotel booking engines to which you want to apply it. This allows templates to be shared with selected properties, ensuring consistent communication across the entire chain without having to configure each booking engine individually.

In addition, each hotel can retain its own sender settings and decide whether to use the shared template as its default.

2. Template Types

The system supports two types of templates:

• Default templates: Use the system's standard structure and adapt visually to each hotel's identity, for example, through its logos and colours.

• Custom templates: Allow you to customise email content and design using HTML to meet the chain's specific requirements.

Before saving a custom template in the Aggregator, you must complete the subject and message body in all active languages of the chain.

3. How to Share a Template from the Aggregator

To distribute a template across the different hotels in the chain:

1. Go to the Emails section in the Aggregator.

2. Create a new template or edit an existing one.

3. Select the email type and the corresponding recipient.

4. Configure the content, design and, where applicable, sending times.

5. Select the booking engines of the properties to which you want to apply the template.

6. Complete the required translations if you are creating a custom template.

7. Save the configuration.

The template will be shared with the selected booking engines.

Important: The same booking engine cannot be linked to two templates with the same combination of email type and recipient. If a property already has a template assigned with that combination, it will appear greyed out and disabled in the selector.

4. Configuring Sending Times

Some email types allow you to configure when the email should be sent. These settings are managed exclusively from the Aggregator.

• Delay: Allows you to set the waiting time before sending failed payment, cart abandonment and abandoned process emails.

• Days before check-in: Allows you to configure how many days before arrival the pre-stay email will be sent.

• Days after check-out: Allows you to configure how many days after departure the post-stay email will be sent.

If a template is shared, these settings cannot be modified from the individual booking engine.

5. How the Template Works at Each Hotel

When a property inherits a template from the Aggregator, it is labelled Shared.

In the individual booking engine, the content, email type and sending time settings are locked. To modify these fields, you must access the Aggregator.

6. Recipients of Confirmation Emails

When using a shared template from the Aggregator, the recipients configured in the Aggregator and those configured in the individual booking engine are combined.

This means the email will be sent both to the chain's centralised recipients and to each hotel's own recipients.

7. Recommendations

To ensure that communications work correctly across all hotels, we recommend:

• Reviewing the chain's active languages before saving a custom template.

• Checking which properties are selected when creating or editing a template.

• Reviewing the Default Template field in each individual booking engine.

• Checking sending times in the Aggregator for scheduled emails.

• Sending a test email by selecting a specific property.

• Checking sender details and recipients at both Aggregator and hotel level.