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View Can I Automatically Send an Email Confirmation after Saving a Reservation

Category:HWeb Agent

Can I Automatically Send an Email Confirmation after Saving a Reservation


Yes - absolutely.  This process ensures that all reservations are confirmed electronically as soon as, or soon after they are saved, and it does not require Agent action or intervention.

Here are the steps needed to setup automatic reservation emailing, assuming SMTP and email confirmation templates are already configured:
 

To enable automatic email

  • Go to TOOLS - CONFIGURATION - ADVANCED FEATURES - EMAIL&FAX.
  • Under ‘On new reservation save’
    •  Set "Send action" to "Primary only"
    •  Set "Send delay (mins) to "10"
    •  Set Template to the alias being used for normal reservations
You may want to enable "use request queue" at this point as well.  By doing so, the HWebagent will never send an email directly from the individual workstation.  Instead the Request Queue will be used.  The Request Queue is described later in this article.
 
By Default ALL service types and ALL directions will get an email each time a new reservation is saved.  The Send Delay outlined above is used so that the Agent has enough time to complete entry of the second leg of a roundtrip (if desired) and any additional time to make adjustments to reservation once the first save is completed. It is possible to disable the auto-email feature for a specific direction (such as Arrivals, Hourly, Charter, etc.) or for a specific service type (such as: Limo, Exclusive Sedan, Bus, etc.) by following the steps below:

To create an Email confirmation Template

  • Go to TOOLS/CONFIGURATION/TEMPLATES
  • The TEMPLATE TYPE is Email Confirmation 
  • Press tab then click on create new template(F1)
  • Choose an appropriate TEMPLATE ALIAS
  • Double click inside PRIMARY FILE box and select EmailOneWay.txt .  This is a default file that is found in the template folder.  It can be edited to the customers needs.  It will be what is in the body message of a oneway confirmation email.
  • Double click inside the HEADER FILE and choose EmailHeader.txt
  • Click UPDATE then SAVE CHANGES TO DB
  • You have to follow the same steps to create a Round trip confirmation email, but instead of selecting the EmailOneWay.txt file, choose the EmailRoundTrip.txt file.  All other steps are the same.  

 Be  sure to use the same TEMPLATE ALIAS name for both one way and roundtrip confirmations

To enable auto email per DIRECTION:

  • Go  to TOOLS - CONFIGURATION - FARE AND SERVICES - DIRECTIONS
  • Scroll to the right in order to locate the column labeled ‘Auto Email?’
  • Place checkmarks in the directions you WANT to enable emails and no checkmarks in the ones you don’t.
  • Press APPLY/OK then (F11) to refresh configurations
 

To enable auto email per SERVICE:

  • Go to TOOLS/CONFIGURATION/FARE AND SERVICES/SERVICES
  • Scroll to the right in order to locate the column labeled ‘Auto Email?’
  • Place checkmarks in the directions you WANT to enable emails and no checkmarks in the ones you don’t. 
  • Press APPLY/OK then (F11) to refresh configurations
 

About the Request Queue

When automatic email is enabled, these emails are not sent from the individual work stations automatically, instead they are sent to what is called the Request Queue.  The Request Queue is monitored by the HWebBridge (which performs the actual email delivery).  The Request Queue must be enabled in the HWebBridge as well.  This involves the editing of the HWeb or HWebBridge.ini.  Edit the INI and change the value of REQUESTLISTENABLE=0 to REQUESTLISTENABLE=1.  Save file and restart HWeb Bridge. If you are not currently running or using HWeb Bridge, please contact Hudson Tech Support for futher assistance.

Monitoring the Request Queue

The Request Queue can be monitored via a HWeb Dispatcher Grid.  In the HWeb Dispatcher select FILE/NEW/REQUEST VIEW.  With this grid you can filter the columns to include completed, failed, and/or pending requests.


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