Yes! In OpenKey HOST, there are two ways you can send Pre-Arrival Confirmation emails, depending on whether your hotel's Property Management System (PMS) is integrated with OpenKey.
With PMS Integration
If your hotel's Property Management System (PMS) is integrated with OpenKey, all reservations arriving for the next few days will show in the COMMUNICATIONS tab of OpenKey HOST.
1. Log into OpenKey HOST with your management credentials.
2. Click on COMMUNICATIONS on the left-hand side of the screen and locate the RESERVATIONS section.
3. Locate the guest(s) to which you would like to manually send a Pre-Arrival Confirmation Email and check the box next to their name.
4. Click SEND EMAIL.
5. Click SEND to confirm. The emails will be sent immediately after you click this button.
You will see a pop-up message in the upper-right-hand corner of the screen letting you know the email was sent successfully.
Without PMS Integration
If your hotel's PMS is not integrated, you can still send Pre-Arrival emails to your guests.
The EMAIL FORM section offers 1) the Pre-arrival Link to your hotel's specific Pre-Arrival Web Form and 2) a form to send individual pre-arrival emails to guests.
1) Pre-arrival Link
If you prefer to create your own one-day-out pre-arrival email, you can embed this link into your Call to Action. Guests can then click on this to be brought to the same web form as available in OpenKey's pre-arrival emails. Please note, the booking number will not automatically populate when you embed this link, as it does when clicked from OpenKey's emails. You can code this option into your email template by adding an HTML tag for reservation numbers. The link will look similar to this in your code:
https://arrival.openkey.co/sample_openkey_link?booking={{sample_html_tag_reservation_number}}
2) Email form
This section allows hotels to send one-off emails to guests (or to themselves for testing purposes). The reservation number is required and must not correlate to any bookings already in the system. If you are testing, please use a reservation number that differs from your regular bookings (ex: TEST123456).
1. Log into OpenKey HOST with your management credentials.
2. Click on COMMUNICATIONS on the left-hand side of the screen.
3. Enter the guest's information into the Communications Tab to receive the OpenKey Pre-Arrival email. This email will allow the guest to submit a pre-arrival confirmation.
4. Type in all the required information.
5. Click SEND EMAIL.
For information on the available email templates and activating/deactivating the Skip the Front Desk option, check out this article: Pre-Arrival Communication Email Template Options.