The Pre-Arrival email is your opportunity to inform your guests that the event is starting very soon and that if they have any last-minute changes, they should now contact the hotel directly.
To schedule the pre-arrival emails for a specific event, you simply go to the Event Edit page and scroll down to the “Email Settings” section. The first choice in that section is now “Pre-Arrival.”
By default, this setting is toggled off for all events. Simply click the toggle to the right of the box to turn it on. Once on, it will default to automatically sending the Pre-Arrival emails five days before the event start date. You can adjust how many days prior to the event start date you want to start the automation.
Starting on the set days before the event, at 6 am Eastern Time each day until the event start date, EventPipe’s system will automatically generate and send Pre-Arrival emails to all eligible reservations.
Eligible reservations include all confirmed reservations with a hotel confirmation number. If a reservation becomes eligible for a Pre-Arrival after the set days before the event, then that reservation will receive their pre-arrival notification at 6am ET the following day up until the actual start date of the event. Though the scheduling repeats each day, guests will only receive one Pre-Arrival email per eligible reservation.
FAQ
Q: Does this go in the Activity Log?
A: All Pre-Arrival email sends are logged at both the Event level activity log and the Reservation level activity log. They’ll be logged with the user “EP System”.
Q: Will guests get repeat pre-arrival emails if it runs each day?
A: No, Pre-Arrival emails will only be sent once per reservation.
Q: Can I still send Pre-Arrival Emails manually?
A: Yes, whether you have this setting turned on or off, you can still send PreArrival emails manually any time you choose from the overflow menu where you do today. It’s important to note that if a reservation has already received a Pre-Arrival email, they will not receive a second one when you manually send.
Q: How do I enable this for my Company?
A: This setting is now available on all your events, although it’s toggle off on each event.
Q: What if I want to set a default value for all my events?
A: EventPipe doesn’t allow for a default to be set for all events at this time, however this does work with the “Copy Event” feature, whereby if you copy and event (or an event you use as a template) with this setting on, then it will remain on the copy of that event. This essentially means you can set a default by getting your current events and event templates set the way you prefer.