After configuring GuestPass, automate emails and SMS messages with guest login credentials to the portal.
The system includes two pre-configured GuestPass email templates:
An automated template that can be sent on a desired date.
An on-demand reservation template that can be sent directly from the reservation.
Both emails include GuestPass information and login details. Email templates are fully customizable, and you can configure additional emails or SMS messages to send to guests
GuestPass email template
When you create a reservation, the system automatically creates a GuestPass account for the lead guest. You can send the guest an automated email with their GuestPass username and password on the day they book or on another date of your choice.
The system includes two pre-configured GuestPass email templates:
Automated template: Send this template on a desired date.
On-demand reservation template: Send this template directly from the reservation.
To preview or edit the GuestPass email templates:
Go to Communications > Template Builder.
Choose to view the Automated Templates or the Standard Templates.
Search for "GuestPass" in the description to find the template.
If you don't see the preconfigured GuestPass template in your system, you can create the system default templates.
Click the "Create Default Templates" button located above the grid. This will automatically populate your CiiRUS system with the preconfigured email templates; any duplicates or unwanted templates can be deleted from the system by clicking the "Trash" icon.
Preview the email template
To preview or edit the GuestPass template, click "Edit" icon.
When the Template Builder opens, use the available tokens and styling tools to make any necessary changes.
Note that the following tokens are required to provide the login details:
Portal URL: [guestportalurl] - This token will populate with a link for the guest to click to open GuestPass.
Portal username: [guestportalusername] - This token will populate with the email address of the lead guest associated with the reservation. The email address is always the username and can't be modified.
Portal password: [guestportalpassword] - This token will populate with the password, which is auto-generated by the system.
Be sure to click the "Save" button after making any changes.
You can fully customize your templates and even set up an SMS message with the guest's GuestPass information. You can also include the GuestPass details in your booking confirmation email instead of sending a separate email.
Send on-demand GuestPass email
In addition to automated messaging via the CRM, GuestPass login details can be sent by a CiiRUS user to a guest on demand.
To do so, locate the applicable reservation:
Click the "ellipses" (three vertical dots) icon
Select "Send Confirmation"
Choose the GuestPass email
Either preview or send directly to the guest
Reset GuestPass Portal Password
Should the guest's password need to be reset for any reason, it can be done so against the guest record in the CRM.
Using the search bar at the top of any screen, quickly locate the guest's profile:
Type the guest's last name and click the search icon
Click the "person" icon next to the guest name to open the profile
Open the GuestPass Account panel
Click "Reset password" and then "Email to Guest"
Resetting the password will automatically reflect the new password on the previously configured email templates using the tokens.