Group Campaigns and acknowledgements are communication tools used to send marketing and informational emails to an entire group or subset of a group. The content, timing and recipients of campaigns and acknowledgements are customizable.
The following list the types of campaigns:
Pre-Arrival: An email sent shortly prior to arrival to reservation holders. For example, you can setup a reservation reminder pre-arrival email that includes important information such as hotel confirmation numbers, check-in information, hotel directions, offers to upgrade, extend stays or hotel amenities.
Post-Stay: An email sent after departure. Examples include:
A "thank you" note.
Post-stay survey.
Discount offer on their next stay.
Upsell: An email that promotes specials on upsells, extended stays, hotel services and other attractions to existing reservation holders.
Announce Event: An email to a group of people announcing that event housing is open for reservations, and provides the link for attendees to book online in the contracted block.
Quick Notify: Use this email for any quick notes or last-minute changes or reminders to attendees, such as the cancellation policy.
Registered / Not Booked: If any planners have integrated their registration system with Passkey, this email will alert those who have registered but not yet booked their hotel reservation. This campaign helps to avoid attendees booking around the block.
Planner E-Mail: An email to the event planner(s) to inform them of important information about the Attendee Website link, Event Dashboard, event dates and event milestones.
Booking Contact Quick Notify: Use this email for any quick notes or last-minute changes or reminders directed to Booking Contacts.
TIP: Depending on where you view the campaigns, the Planner E-Mail may have a section separate from the campaigns.
The following list the types of campaigns:
Sub-block deadline reminder: An email sent to the event's Sub-block contact to remind them of the reservation deadline date. The email can be scheduled to be sent a specific number of days prior to the Sub-block reservation deadline date or on a specific date.
The following list the types of acknowledgements:
New: Sends an email when a new reservation is created.
Modify: Sends an email when an existing reservation is modified.
Cancel: Sends an email when an existing reservation is cancelled.
Within an event, you can customize the acknowledgements by Attendee Type.
Summarized acknowledgements sent to Booking Contacts on group booking reservations. These acknowledgements are never sent to individual guests and are optional.
Note: This section only appears when the Group Booking feature is enabled in the Organization defaults or Hotel Profile defaults.
The following list the types of acknowledgements:
New: Sends a summarized email to the Booking Contact when a group booking is created.
Modify: Sends a summarized email to the Booking Contact when an existing group booking is modified or individual reservations are cancelled.
Cancel: Sends a summarized email to the Booking Contact when an existing group booking is fully cancelled (i.e. all of the individual reservations are cancelled).
Within an event, you can customize the acknowledgements by Attendee Type.
These campaigns are accessible by organizations and targeted to hotels participating in Citywide events.
Note: When the Hide from Hotels setting is used in an event, this section is read-only and not editable.
Hotel Welcome Email (Non-Integrated): Used to announce the event to non-integrated hotels and provide basic event details and dates, along with links to supporting materials.
Hotel Welcome Email (Integrated): Used to announce the event to integrated hotels and provide basic event details and dates, along with links to supporting materials.
Hotel Reservation Notification: Used to notify non-integrated hotels of any unprocessed reservations and provide clear instructions on accessing RezHub. Although multiple campaigns of this type may be created at the Library level, only one may be used at the event level. NOTE: This campaign is active until the last date of inventory.
IMPORTANT: Please ensure that this campaign is added and enabled in order for non-integrated hotels to receive this in your events.
Hotel Notify: Similar to Quick Notify, this communication is sent to hotels. Possible uses are last minute information on the event or a reminder on how reservations should be processed.
IMPORTANT: Please ensure that the Hotel: Profile field Reservation Contact Email is up to date, as this email will be used to identify the recipients of these campaigns, for hotels participating in the Citywide event.
Note also that all of the Hotel Communications may be further customized at the event level.
Campaigns can be defined in multiple areas within Passkey:
Libraries. Define a Library of campaigns that are available to Bundles and events.
Bundles. From the Libraries, add campaigns to Bundles to aid in the event creation process.
Create Events. Allows enabling campaigns during the create event wizard.
Events. Allows adding and editing campaigns within each event.