Automatic emails: 3 tips to save time and improve guest experience

In peak season, the front desk is often under pressure. New employees have little familiarisation time, and guests have lots of questions. With automated emails, you can reduce that pressure. That's because you give guests answers to their questions before they arrive, while leaving your team time for personal service.

An automated email is a personalised message that you send based on filters you set. This way, you decide exactly how broadly or specifically you want to communicate. These 3 tips will help you get the most out of it.

1. Communicate proactively

A pre-arrival mail prevents many questions at the counter.

• Can guests give their license plate number in advance?
• Does the restaurant have a new menu, and is it reservation smart?
• Are there any road works around your park?
  
  

By sharing this kind of info in advance, you avoid phone calls and e-mails. Guests appreciate the clarity, and your team has more peace of mind.

💡 Tip: set up automatic emails in multiple languages (often Dutch, German and English) so international guests feel just as welcome.

2. Promote your channels and community

Automatic emails are not only practical, but also commercially interesting. Use them to increase your reach:

• Facebook is popular with parents.
• Instagram and TikTok are ideal for reaching young people and families.
• Involve your entertainment team in creative content, such as a TikTok about the water slide or an Instagram takeover.
  
  

Choose the right time: for example, send an email with socials to families with children a month after booking. That way, the pre-fun starts and your reach grows. Also include tips for regional activities, so guests discover how fun a vacation in their own country can be.

3. Increase sales with upselling

With automated emails, you can easily generate additional sales through upselling. Place a button in the email that allows guests to directly book extras, such as:

• Beds made on arrival
• Fresh rolls daily
• Bicycle rental
  
  

Is your restaurant full? Offer delivery meals. A simple pizza or French fries option in an automated email provides convenience for the guest and extra revenue for you.

Getting started with automatic emails?

In Booking Experts, you can set up automatic emails easily and completely as you wish. Want more tips or help setting up? Feel free to contact us; we are happy to think along with you.