ZaK - Communication: automatic and manual emails (NEW)



The messaging center is the place from which you will be able to set up events, to which you can associate a previously written message, to allow it to be sent automatically.
Once you have created your models (templates) in the section below, you can choose to set them up for automatic sending or to send them manually from other sections.

☞ Docs: ZaK - Templates: your text models

Automatic Sending - Creating Events

Like the templates section, this section will appear empty, and all events that are to be created will be shown here.

By clicking on the gear button in the upper right corner, you can choose the failback language, that is, the language in which the email will be sent in case the email does not have a translation available in the client's nationality. It is therefore advisable to set it to English!

The first step in setting up automatic message sending is to create an event, with certain conditions, which ZaK will monitor to automatically send the associated message once the event requirements are met.

First, click on the "Add New Event" button in the upper right corner.
A window will open where you can decide:

  • Name of the event
  • Event type
  • The associated message
  • The matching logic
  • Event requirements

Event types

There are several types of events, and different parameters correspond to each. The various types are:

  • New reservation - When you receive a new reservation
  • Check-in in + days  - When there are X days until the check-in
  • Check-out after + days - When X days have passed since the check-out
  • Check-in/Check-out done - Check-in/check-out is done within a reservation
  • Option/offer is expiring in + days - When there are X days until a reservation in option/offer expires
  • Option/offer expired - When a reservation in option/offer expires
  • Issuing of a fiscal document - When a fiscal document is issued
  • Incoming payment in + days - When there are X days until you receive a payment
  • Payment received - When you receive a payment
  • Missed payment since + days - When you don't receive a payment after X days
  • zCrm  Estimate Request - When you receive an estimate request from zCrm
  • zCrm Estimate - When you send an estimate from zCrm
  • zCrm Estimate sold - When a customer accepts a quote and proceeds to reservation

Once you have chosen the type of event, you can move on to choosing the parameters. You can set more than one requirement, and you can decide whether to trigger the event in one of two possible cases:
  • All requirements are met
  • If only one of the requirements is met

For example, with the event created in the images above, the message named "test" will be sent if upon receiving a new reservation, it meets all of the following criteria:
  1. The reservation is either Confirmed, in Option, or in Offer;
  2. The treatment is either B&B or Half Board;
  3. The reservation comes from the Online Reception or Channel Manager.

Warning!!! Configuring multiple parameters that are inconsistent with each other will result in the message not being sent!!!

Manual sending

The new messaging center involves the addition of a new feature in several sections of ZaK:

You can find this icon in 5 sections within ZaK:
  • In the summary on the left in the reservation detail
  • In the Finance > Payments section, accessible from each transaction
  • In the Finance > Documents section, retrievable from each document
  • In the zCrm requests section, available for all requests without a estimate and to which you have not responded
  • In the top bar in the detail of a zCrm estimate

By pressing the button from any of the aforementioned sections, you will be asked to choose from which messaging channel you want to communicate (Email, SMS, WhatsApp).

The message sending window, which is integrated with the new text models system, will then open.
The window looks like this:

A box with the client's contact appears at the top.

The left side shows all the pre-written messages in the system (filterable by language and category), and a free-write button if you do not want to send a text template.

Finally, on the right is a preview of the message you are going to send, with the possibility to edit its subject, text, and language (in case it is a text template with multiple translations available). You can also make a new translation on the fly for one of the already existing templates, simply by choosing the new language in which you want to send the message.

Sending a message from this interface is as simple as selecting the message you want to send, the language in which to send it, and clicking "SEND."