Rental Manager VR is designed for easy use by Vacation Rental Owners and Real Estate managers. View current bookings on the calendar, calculate rental fees, send pre-formatted email to one or all guests. Create custom MS Word mail merge documents. Send update email for new rentals or cancelations easily.

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E-mail Template

 

The "E-mail Template" form can only be accessed from the "E-mail Selection" form. Click the "Edit Template" or "Create Template" from the "E-mail Selection" form to display the "E-mail Template" form.

The "E-mail Template" form is used to create, edit, or delete e-mail templates. You can insert "merge fields" into these templates so that the e-mail you send to the guest displays information that has been saved to the guest database.

  Email Template Form
 

Top fields of the E-mail Template form:

Subject: This is the file name that will be displayed in the "E-mail Selection" form as well as on the "subject" line of the e-mail you are sending to the guest. Enter descriptive text in this field that is the subject of the e-mail.
Email Template Top
Insert Merge Field:
These are fields you can insert into the e-mail that correspond to information contained in the guest database. When these fields are inserted in the e-mail they will display as all capital letters in the template but change to the guest information for that field when the e-mail is sent to the guest.
For example: FIRSTNAME LASTNAME in the template might show Jack Jackson in the e-mail..
Each of these fields is described below:

Merge Fields:

Name Fields
The "Name Fields" list contains merge fields for guest personal information such as name, address, telephone number, and etc..
Name Fields
 

The "House Fields" list contains the property name and the number of people scheduled to stay in the property.
House Fields
 

The "Date Fields" list contains merge fields for the guests scheduled arrival and departure.
Date Fields
 

The "Money Fields" list contains merge fields for the various fees and costs for the calculated guest.

The "Misc Fields" has a field which will put the current date in the merged e-mail

Money Fields
 

E-mail Body:

While composing the e-mail body remember that the merge field text does not appear in the e-mail you will be sending to the guest. If the information is blank in the database a blank will appear in the e-mail body. The image below shows an e-mail that will send a price quote. If you are planning to use a signature file with your e-mail you do not need to close the e-mail template with a signature (i.e.. Best Regards, Jack B. Nimble).

Selection of one of the merge fields described above will insert the merge field into the e-mail body at the current cursor position.

E-mail Body

Bottom of form:

Save Template: Saves the template as a plain text file.
Close: Close the "E-mail Template" form. The "E-mail Selection" form will be displayed.
Clear All: Clears everything out of the "Subject" and "E-mail Body"
Edit Template: Opens a list box that will display all current templates. Select one of the templates from the list by double clicking it and the selected template will be displayed. If you accessed the "E-mail Template" form with the edit template button this list is automatically displayed.
Delete Template: Permanently deletes the displayed template.
E-mail Template buttons

Tutorial:

Follow these steps to construct an address verification e-mail template:

  1. If any text is currently displayed in either the "Subject" or "E-mail Body" click the "Clear All" button.
  2. In the "Subject" field type in 'Address Verification'.
  3. In the "E-Mail Body" type in 'Please verify your address by replying to this e-mail.' Press the 'Enter' key.
  4. Click the "Name Fields" drop down box and select 'Honorific'.
  5. Click the "Name Fields" drop down box and select 'FirstName'.
  6. Click the "Name Fields" drop down box and select 'LastName'. Press the 'Enter' key.
  7. Click the "Name Fields" drop down box and select 'AddressOne'.
  8. Click the "Name Fields" drop down box and select 'AddressTwo' Press the 'Enter' key.
  9. Click the "Name Fields" drop down box and select 'City'. Press the 'Backspace' key.
  10. Type in a comma. Press the 'Spacebar'.
  11. Click the "Name Fields" drop down box and select 'State'.
  12. Click the "Name Fields" drop down box and select 'ZipCode'.
  13. Press the 'Enter' key twice.
  14. Click the "Save Template" button.
  15. Click the "Close" button to view the "E-mail Selection" form.

You have finished creating the "Address Verification" e-mail. "Address Verification" should appear in the list of available pre-formatted templates of the "E-mail Selection" form.


The "E-mail Body" of the finished template should look similar to:
Please verify your address by replying to this e-mail.
HONORIFIC FIRSTNAME LASTNAME
ADDRESSONE ADDRESSTWO
CITY, STATE ZIPCODE


A Merged version of this e-mail would look like:
Please verify your address by replying to this e-mail.
Mr. Jack Nimble
1223 Quick Drive Apt. 1234
Fastlane, CA 12223



If you selected a signature file it would be added to the end of the merged e-mail. Create a signature file using the "Outlook Signature" form. The entire merged e-mail should look similar to:

Please verify your address by replying to this e-mail.
Mr. Jack Nimble
1223 Quick Drive Apt. 1234
Fastlane, CA 12223


Best Regards,

Happy Homeowner


Special Note:

If you use the "ANDSPOUSE" field in a template it will input "and " along with the spouse name if it is not blank. The same template above would look like:

Please verify your address by replying to this e-mail.
HONORIFIC FIRSTNAME ANDSPOUSENAME LASTNAME
ADDRESSONE ADDRESSTWO
CITY, STATE ZIPCODE

If Jack has a spouse named Jane. The merged e-mail would look like this with a signature file. To create a signature file use the "Outlook Signature" form.

Please verify your address by replying to this e-mail.
Mr. and Mrs. Jack and Jane Nimble
1223 Quick Drive Apt. 1234
Fastlane, CA 12223


Best Regards,

Happy Homeowner

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