Automatic emails: 3 tips to save time and improve the guest experience
During peak season, the front desk is often under pressure. New team members have little time to get up to speed, while guests arrive with plenty of questions. Automated emails can help ease that pressure by answering guest queries before they arrive, freeing up your staff to focus on providing personal, memorable service.
An automated email is a personalised message triggered by filters you set. This means you decide exactly how broadly or specifically you want to communicate. Here are three tips to make the most of them:
1. Communicate proactively
A pre-arrival email can prevent many questions at reception. For example:
- Can guests submit their car registration numbers in advance?
- Does your restaurant have a new menu, and should guests book a table early?
- Are there roadworks near your park that guests should be aware of?
By sharing this information ahead of time, you reduce phone calls and emails. Guests appreciate the clarity, and your team enjoys greater peace of mind.
💡 Tip: Set up automated emails in multiple languages, for UK parks this often means English, Dutch, and German, so that international guests feel just as welcome.
2. Promote your channels and community
Automated emails are not just practical, they can also help boost your marketing reach. Use them to encourage engagement:
- Facebook works well with parents.
- Instagram and TikTok are ideal for younger guests and families.
- Get your entertainment team involved, perhaps a TikTok from the waterslide or an Instagram takeover during a themed evening.
Timing is key. For example, send an email highlighting your social channels to families with children about a month after they book. This builds excitement, "pre-fun", and expands your reach. You can also include tips on local attractions and events, helping guests discover the best of the region.
3. Increase sales with upselling
Automated emails are also a simple way to generate extra revenue through upselling. Add buttons that allow guests to book extras directly, such as:
- Beds made up, ready for arrival
- Fresh bread rolls delivered daily
- Bike hire for exploring the area
Is your restaurant fully booked? Offer meal delivery instead. Even a straightforward option such as pizza or fish and chips adds convenience for guests and extra income for your park.
Ready to get started with automated emails?
With ParcVu powered by Booking Experts, you can set up automated emails quickly and tailor them exactly to your needs.
👉 Want more ideas or help setting it up? Get in touch, we will be happy to support you.