Automatic email system: stay connected with your customers

¡HolaOlas! automatically sends emails to your customers and yourself for every important booking step.

This system allows you to stay informed and provide a professional customer experience without manual intervention.

Here are all the automatic emails sent by ¡HolaOlas!:

1. Confirmation email - Customer

• Sent immediately after successful payment
• Contains all booking details
• Serves as official booking proof

2. Notification email - Provider

• Sent immediately after successful payment
• Notifies you of the new booking
• Satisfaction guaranteed when you make your first direct sales

3. Pre-arrival reminder email - Customer

• Automatically sent the day before the booking
• Reminds important details (address, time, etc.)

4. Access code email - Customer

• Sent manually from your dashboard
• Reserved for hotels with self check-in
• Contains door code

5. Updated confirmation email - Customer

• Sent manually if you modify a booking
• Contains updated information

Sent immediately after successful Stripe payment to the customer.

Email content:

• Unique booking number
• Date and time (or arrival/departure dates for hotels)
• Number of participants (adults/children)
• Amount paid, payment type (deposit or full)
• Remaining balance and automatic charge date (if deposit)
• Address or meeting point
• Your contact details (phone, WhatsApp, email)

Language: Email is automatically sent in the customer's language.

Sender: Email comes from your business name (with direct reply to your email).

Tip: Configure your contact details in Settings > Business profile so they appear in the email.

Sent immediately after successful Stripe payment to you (the provider).

Email content:

• New booking confirmed
• All booking details
• Customer contact details (name, email, phone)
• Customer special requests (if provided)
• Direct link to your dashboard

Language: Email is sent in your preferred language (configured in your settings).

Satisfaction guaranteed: Receive this email and enjoy the satisfaction of your first direct sales without commission.

Sent automatically the day before the booking (hotels and excursions).

Email content:

• Personalized welcome message
• Full address with Google Maps link
• Arrival or start time
• Important information (parking, access, rules)
• Your contact details

Why it's useful:

• Reduces no-shows and delays
• Reminds practical details to customer
• Creates positive anticipation

Language: Sent in customer's language.

Tip: Add important information (parking, access) in the Additional Details section of your experience so they appear in this email.

Sent manually from your dashboard for hotels with self check-in.

When to use:

• You have enabled "Self check-in (door code)" in your hotel
• You have entered the access code for a booking
• You want to send this code to the customer

How to send:

1. Go to Dashboard > Bookings

2. Click on the relevant booking

3. In the "Access code" block, enter the code

4. Click "Send code by email"

Email content:

• Access code in large format
• Access instructions (if provided)
• Accommodation name

Language: Sent in customer's language.

A timestamp "Code sent on..." appears after sending to avoid duplicates.

Sent manually from your dashboard after modifying a booking.

When to use:

• You have modified a booking (date, participants, etc.)
• You want to send an updated confirmation to the customer

How to send:

1. Modify the booking in your dashboard

2. Click "Resend confirmation"

3. Choose "Send as update" in the modal

Email content:

• "Updated confirmation" indication
• All updated booking details
• Identical to initial confirmation email

Language: Sent in customer's language.

Advice: Use this function to inform customer of any important changes.

For all emails to work properly:

1. Configure your contact details

In Settings > Business profile:

• Business name (appears as sender)
• Phone (displayed in emails)
• WhatsApp (if you use it)
• Contact email (for replies)

2. Fill in your experience details

In the creation/editing form:

• Full address or meeting point
• Google Maps link
• Check-in/check-out times (hotels)
• Important information

3. Choose your preferred language

In Settings: set your language to receive your notification emails.

For your customers:

• Immediate and reassuring confirmation
• All details in one place
• Automatic reminders to forget nothing
• Direct contact with you

For you:

• Instant notification of each sale
• Fewer repetitive questions
• Professional image
• Considerable time savings
• The satisfaction of your first direct sales

Everything works automatically after each payment - you don't have to do anything.

To clarify:

• They don't allow customer to cancel/modify automatically
• They don't trigger additional payment
• They don't replace your cancellation policy

Any modification or cancellation goes through direct contact between you and the customer.

1. Verify your contact details

Test with a test booking to see how your emails appear.

2. Fill in all details

The more information you provide in your experience, the more complete and useful the emails are.

3. Send access codes on time

For hotels, send the code a few hours before arrival (not too early, not too late).

4. Use updates

If you modify a booking, resend an updated confirmation to avoid any confusion.

5. Personalize your responses

Customers can reply directly to you - be responsive and professional.