Booking Confirmation Email

With Clock PMS, it takes only a few clicks to generate and send booking confirmation emails based on a preconfigured email template. All booking information on these emails is either set in advance or automatically retrieved from the respective bookings in the system.

For your convenience, we have divided the confirmation email into 17 sections to show how Clock PMS creates a confirmation email for each booking in the system:

1 – Page Header

A text here can appear on all your booking confirmation emails, if preconfigured:

  • Go to 'Other' – 'Settings' – 'Languages and Texts' and click 'Booking Confirmation - Cancellation - Page';
  • Fill in the desired text in the 'Page Header' field;

2 – Guest's Name

The name here is automatically filled-in by Clock PMS using the guest's name from the relevant booking.

3 - Confirmation Email Text

This is an introductory text to accompany the details of a booking. In order to preconfigure it:

  • Go to 'Other' – 'Settings' – 'Languages and Texts' and click 'Booking Confirmation – Page';
  • Type in the desired text in the 'Confirmation email text' field;
  • 'Save';

4 – Self Service Portal Link

This link appears on your booking confirmation emails, if the Self Service Portal add-on is installed.

5 – Hotel Logo

To learn how to have your hotel logo displayed on your booking confirmation emails, see: Google Map / Logo.

6 – Hotel Contact Info

The hotel contact info appearing in this section is to be entered into:

  • the 'Page – Hotel contacts label' field of the 'Booking Confirmation – Page' screen;

7 – Confirmation #

The confirmation number coincides with the number of the booking in the system.

8 – Hotel Name

The hotel name in this section is the one set in the 'Hotel name' field of the 'Account Info' screen.

9 – Booking Details

These booking details are retrieved from the relevant information stored in the system for each booking.

10 – Guarantee Option

In order to have this section on a booking confirmation email, a guarantee option must have been selected for the booking. For more info on the guarantee option, see: Guarantee policies.

11 – Required Deposit

The amount shown in this section is automatically calculated as per the settings for the relevant guarantee option. For more info: Guarantee policies.

12 – To Pay

This is the outstanding amount of the required deposit to be paid.

13 – Total Booking Price

Clock PMS calculates the amount in this section based on the room and other applicable charges for the booking.

14 – Map Location

To learn how to have your map location displayed on your booking confirmation emails, see: Google Map / Logo.

15 - Guarantee Option's Title and Description

When a guarantee option is selected on the booking creation/edit screen, the guarantee option's title and description can appear on the booking confirmation email, if you:

  • Go to 'Other – Settings – Languages and Texts' and click 'Guarantee Option Description/Translation'
  • Type in the display names and descriptions of your guarantee options in the relevant fields;
  • 'Save'

16 – Hotel Policy

Follow the steps below in order to have the hotel policy displayed on all your booking confirmation emails:

  • Go to 'Other – Settings – Languages and Texts' and click 'Booking Confirmation – Hotel policy'
  • Type in the title and description of your hotel policy in the relevant fields;
  • 'Save'

17 – Page Footer

As with the Page Header section, a text here can appear on all your booking confirmation emails, if preconfigured:

  • Go to 'Other – Settings – Languages and Texts' and click 'Booking Confirmation – Page'
  • Fill in the desired text in the Page Footer field;
  • 'Save'

Email subject

With Clock PMS, the subject of all booking confirmation emails can be set in advance, as follows:

  • Go to 'Other – Settings – Languages and Texts' and click 'Booking Confirmation – Page'
  • In the Confirmation Email Subject field, type in the text to be used as a subject of your confirmation emails;
  • 'Save'




Search support:

Sign up for a free demo account now!
Want to know more?