TravIT Support Services

Now that you have all your client contact details in one place wouldn’t it be nice to be able to email them all from FrontDesk. This allows us to keep records of all this communication in one place.
This is a really powerful marketing tool and is fantastic for CRM (Customer Relationship Management)

This function can be used for Specials, Newsletters or notifications. You can even target specific Categories, if this has been correctly captured.

To access mass emailing, you must be logged in as Supervisor. If you wish to send emails by profile, it is essential that some thought be given to the various flags as described below and that the consultants flag the contact / traveler correctly.

File ->Other Registers->Mailing List Register

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Click New and complete the relevant Search criteria

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Consultant The email address attached to this consultant will be used to send the email
Description is an internal reference or description, i.e. Dive Bulk Email List
Using the browsers, select the relevant criteria for the category required

Rather create multiple Mailing Lists based on specific interest groups that one large nondescript group.
If you wish to send emails by profile, it is essential that some thought be given to the various flags as described below and that the consultants flag the contact / traveler correctly

Click the Update Members button

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This will retrieve all contacts based on your Search criteria
TIP: Please note you can always go back an adjust your Search criteria at any time

Once all your contacts have been scanned you Mailing list should look like this

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It is advisable to scan the list for any obvious problems, incorrect email addresses etc.

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If you should find a problem, click on the line to open up the relevant contact / traveler and correct the information contained within the Contact details

Click the Email tab and complete relevant fields

• From Type in the from email address
• Subject This is the subject line that will head the email
• Attachment Use the browser to locate the document you wish to email. It is important to note that to have the document embedded in the email, it must be in an html format (usually with the file extension ‘htm’). The document file size should be kept as small as possible
• Message This will appear in the body of the email
• Send test email to Type in an email address to test how the document will look once emailed. Click on ‘Send Test Email now’ to test it.

Click the Process tab

• Ensure that ‘Activate TEST mode‘ is ticked (usually ticked by default) and then click on “TEST Send mail to mailing list recipients‘. The system will automatically batch the emails into groups of 10 or more (up to a max of 100) and send the specified test email address a copy for every batch. Once you have sent a test mail list, check this screen for integrity, e.g. “recipients with bad email addresses” etc. You can correct a contact and then go to the ‘Members’ menu and then click on ‘Update Members’ to get the corrected emailing list
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• Once you are satisfied that everything is correct, you are ready to go LIVE. Select the ‘members’ tab. All the members that were sent a test email are flagged as ‘Test sent successfully”. You must re-flag these as ‘Not Sent” before you send your live mail. Do so by clicking the ‘Member options” button, and selecting the “Flag All members as ‘not sent’” option. Now select the ‘process’ tab. Click on ‘Activate Test mode’ to remove the tick and then click on ‘Send mail to mailing list recipients
• We suggest that if the mailing list is large, you send it after hours or during non-busy periods. Also keep any attachment documents as small as possible and manually increase the batch size to at least 50.