Home → Arctic Reservations → Getting Started: Configuring your Installation → Step 12: Email Settings
1.13. Step 12: Email Settings
Although you are ready to start accepting reservations at this point, there are a few more configuration steps that will help make Arctic Reservations more personalized to your company. To setup your email settings, including message appearance and content, go to the Email menu on the left of the screen. Here you will see the four different areas for being able to customize and manage your guest correspondence. Arctic Reservations includes extensive options for customizing your email communications:
- Email designs: Email designs allow you to create HTML designs with images and nice formatting. This feature can be accessed by clicking the "Email" menu and choosing "Designs".
- Email templates: The email template system allows you to customize the text and wording of the emails that Arctic Reservation sends so your clients receive personalized emails from your company and reservationists. This feature can be accessed by clicking the "Email" menu and choosing "Templates".
- Email triggers: The email trigger system allows you to schedule client emails that will be sent automatically by Arctic throughout the reservation process from pre-booking inquiry and abandoned reservation emails, to post booking payment reminders and registration emails and even post trip evaluation and thank you emails. The possibilities are endless. The trigger feature is also accessed by clicking the "Email" menu and choosing "Templates". The "trigger" options are at the bottom of the "Browse Templates" page.
- External Email Configurations: The external email feature allows you to set up Arctic to track and record all of the email correspondence to and from your clients sent outside of Arctic Reservations. This feature can be accessed by clicking the "Email" menu and choosing "External".
The most important section of the "Email" settings is the "Templates" section. This section allows you to create email templates that specify the content to be used in all day to day correspondence with clients and guests. You can also create email triggers that allow Arctic to do some of the heavy lifting by automating some of your basic correspondence with your clients so that you don't even have to think about it - things like payment reminders, inquiry follow-ups, abandoned reservation follow-ups etc. Arctic will track when the emails should be sent and what information your clients should get.
The "Designs" section will allow you to create email designs that will customize the look and feel of the messages. If you have multiple business groups with their own individual logos and contact information you will be able to assign designs to the business group they will be used for. You can create multiple designs for each business group as well. For instance if you want your invoice emails to look different than your trip confirmation emails you can create the two designs and then specify which design you want to use for each email template you create.
To learn more about the email designs, see the "Creating Email Designs" and "Using the Advanced Design Creator" sections of the "Email" chapter.
The "External" section of email settings allows you to configure Arctic and your external email client so that Arctic can track and record all external correspondence between you and your clients. Arctic will associate and record these emails with each client's customer record. (Note that the availability of this feature depends on your email provider.)
You can also specify company email addresses for Arctic to use when sending your email correspondence. To access the "Manage Senders" section of the email settings go to the "Settings" page under "Email" and click the "Pencil" icon next to "Manage Senders". This section will allow you to add email addresses that are used by your business, i.e. info@rafting.com or reservations@hiking.com, etc. For more information on creating email senders, see the "Adding Email Senders" section of the "Email" chapter.