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Set Up Pre-Arrival Emails

Quick Setup

Turn on Pre-Arrival Email, pick a preset, and send a test email. This takes about 5 minutes.

This guide helps you schedule pre-arrival emails and personalize the message.

SettingWhat It ControlsOutcome for Guests
Pre-Arrival EmailTurns emails on or offGuests receive reminders
Schedule presetDays before arrivalTiming matches your policy
Send timeLocal send hourEmails arrive consistently
Template variablesPersonal detailsEmails feel personalized
Test emailPreview outputYou see the final format

Step-by-Step Setup​

  1. Go to Pre-Arrival Email

  2. Turn on Pre-Arrival Email

    ✓ The scheduling options unlock when the toggle is on.

  3. Choose a Schedule preset

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

  4. If you use Custom, select at least one day

    ✓ You can add or remove days by clicking them.

  5. Set the Send time

    ✓ Emails send in your hotel's local time.

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

  7. Use Template variables to add guest details

    • Click a variable to copy it.
    • Use Search to find a variable faster.

  8. Click Save

    ✓ You should see a confirmation message.

Template Variables​

Use these variables to personalize each email:

VariableWhat It Shows
{{guestName}}Guest full name
{{arrivalDate}}Check-in date
{{departureDate}}Check-out date
{{confirmationNumber}}Booking reference
{{checkinLink}}Online check-in link
Always include the check-in link

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

Send a Test Email​

  1. Click Send Test Email

  2. Enter the email address where you want to receive the test

  3. Click Send

    ✓ Check your inbox and confirm the layout and links.

Troubleshooting​

Emails are not sending​

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

Fix:

  1. Confirm Pre-Arrival Email is on
  2. Verify the reservation has a valid guest email
  3. Check your schedule includes at least one day

Save is blocked by validation​

What you see: A validation panel asks you to fix content issues.

Fix:

  1. Remove unsupported HTML from the email body
  2. Replace unknown fields with template variables
  3. Click Save again

Send time feels off​

What you see: Emails arrive at the wrong hour.

Fix:

  1. Go to Settings → Essentials → Hotel Basic Details
  2. Confirm your Timezone
  3. Return and re-check Send time

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