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Set Up Pre-Arrival Emails

Quick Setup

Turn on Pre-arrival Emails, choose a preset, and send a test email. This takes about 5 minutes.

This guide helps you schedule pre-arrival emails and personalize what guests receive.

SettingWhat It ControlsWhat Guests See
Pre-arrival EmailsTurns emails on or offReminders arrive before check-in
Schedule presetWhich days emails sendTiming matches your policy
Send time (local)Daily send hourEmails arrive at a consistent time
Sender nameName in the From fieldA recognizable hotel sender
Email subject + bodyMessage contentClear instructions and next steps
Template variablesPersonal detailsEmails feel personalized
Test emailPreview outputYou can confirm layout and links

Step-by-Step Setup​

  1. Go to Pre-Arrival → Email.

  2. Turn on Pre-arrival Emails.

    ✓ Status shows Active and scheduling options unlock.

  3. Choose a Schedule preset.

    • Standard: 7, 3, 1 days
    • Extended: 14, 7, 3, 1 days
    • Minimal: 1 day
    • Custom: Pick any days from 1-30

  4. If you choose Custom, select the days to send.

    ✓ At least one day stays selected.

  5. Set the Send time (local).

    ✓ Emails use your hotel's local timezone.

  6. Enter Sender name, Email subject, and Email body.

  7. Add Template variables to personalize the message.

    • Click a variable to copy it.
    • Paste it into the email body.

  8. Click Send Test Email and enter a test address.

    ✓ The test email shows your latest changes.

  9. Click Save Settings.

    ✓ You should see "Settings saved successfully!"

Template Variables​

Use these variables in the email body:

VariableWhat It Shows
{{guestName}}Guest full name
{{arrivalDate}}Check-in date
{{departureDate}}Check-out date
{{roomType}}Room type
{{confirmationNumber}}Confirmation number
{{checkinLink}}Online check-in link
Include the check-in link

Guests need {{checkinLink}} to start online check-in.

Send a Test Email​

Use this after you update the subject or body.

  1. Click Send Test Email.
  2. Enter a test address.
  3. Click Send.

✓ Check your inbox for the preview.

Troubleshooting​

Emails are not sending​

What you see: Guests do not receive pre-arrival emails.

Fix:

  1. Confirm Pre-arrival Emails is on.
  2. Make sure at least one day is selected.
  3. Verify the reservation has a guest email address.
  4. Wait for the next scheduled send time.

Save is blocked by security issues​

What you see: A warning says the email has security issues.

Fix:

  1. Remove <script> tags and javascript: links.
  2. Remove inline events like onclick.
  3. Click Save Settings again.

Send time looks wrong​

What you see: Emails arrive at the wrong hour.

Fix:

  1. Go to Settings → Essentials → Hotel Basic Details.
  2. Confirm your Timezone.
  3. Return to Pre-Arrival → Email and check Send time (local).

Still Stuck?​

Contact success@vouch-technologies.com if:

  • ❌ Emails still do not send after the steps above
  • ❌ You see system errors when saving
  • ❌ The issue lasts longer than 30 minutes

Helpful to include:

  • Screenshot of the settings screen
  • The time you expected emails to send
  • Steps you already tried