If you decide to send pre-arrival communications from the Communication tab automatically, the pre-arrival communication will follow this process.
The Communications Tab offers hotels a platform to send Pre-Arrival emails to guests one day prior to arrival. These emails and text messages include a Call to Action button. The email communication will navigate to a web form where guests can begin the mobile confirmation. This web form can be opened on a desktop or mobile device, there will be a QR code that will allow the process to begin but only on a mobile device. The guest will be able to scan the QR code from the desktop which will direct them to the pre-registration form to confirm their reservation details, add their mobile number, submit an Estimated Time of Arrival, and consent to terms and conditions.
SETTINGS:
This section enables hotels to turn Automated Pre-Arrival Emails on (only applies if reservation data is housed in OpenKey via a PMS integration) For the guest to receive the communication for the new pre-registration process, they will need to have the box checked to send emails automatically.
To see the full process for the updated registration process click here
If your hotel's PMS is integrated with OpenKey HOST.
- Arrivals will show under RESERVATIONS in the Communications Tab of OpenKey HOST
- Any guest with an email and or a mobile number on file can receive an email and a text message inviting them to confirm their check-in details
- Once the email and or text message is sent, the guest’s information will move to the bottom of the tab under “EMAIL SENT”
- These emails are simple ways for the guest to provide their phone number, and ETA prior to arrival.
By checking "Send pre-arrival emails automatically," these emails will be sent 24 hours prior to check-in time or if the res is made day of arrival, it will send the communication every 30 minutes. For example, if the res was made and pushed into HOST at 10:15 am, the communications would sent at 10:30 am or if it was created at 10:35 am, the communication would be sent at 11:00 am. By unchecking this box, emails will not go out automatically, but you can still manually send them from the RESERVATIONS table. See manual process Manually send pre-arrivals
RESERVATIONS
This section houses the PMS arrivals for the next 3 days. This does not mean that the reservations are not in our system for next week, next month, or next year, they are there but will not show in this section until 3 days of the arrival date.
Emails Sent
This section houses all arrivals that have been sent an OpenKey Pre-Arrival Email but have not yet checked into the OpenKey HOST system or surpassed their check-in date. With PMS-integrated properties, once a guest checks in, they will disappear from this section.
Once the guest has confirmed the reservation, those reservations will then appear in the GUST tab under Email Confirmations at the bottom of the page.
REMINDER: Integrations are only one-way, meaning OpenKey DOES NOT automatically communicate back to the Property Management System. Any action taken in OpenKey must be verified/completed in your PMS.