Set up payment reminders

In case a guest has not paid their open due amount, you can send a payment reminder. 
In the Reminder process, there are three key requirements which need to be set up to send out payment reminders automatically:

• Reminder level
• Reminder set
• Notification Manager task

Configure a reminder level

A reminder level defines which reminder you are sending.
It determines the tone of the message (for example, friendly for the first reminder, firm for the final one).

Each reminder level is used by a Notification Manager task to send the reminder automatically.

To configure a reminder level:

1. Navigate to the Finance Manager, expand Configuration and select Reminder level.
2. Click Create reminder level.
3. Complete the below fields:
   1. Name: enter clear name, for example, 15% Agent Commission or Standard Partner Fee
   2. Code: enter a short, unique code.
   3. Description: optional
   4. Is last reminder level: enable this option if this is the final reminder in the process. If required, this can be used to automatically cancel the reservation.

Configure a reminder set

The reminder set groups your reminder levels and defines when each reminder should be sent and paid.

To configure a reminder set:

1. Navigate to the Finance Manager, expand Configuration and select Reminder set.
2. Click Create reminder set.
3. Complete the below fields:
   1. Name: enter clear name, for example “Regular.”
   2. Code: enter a short, unique code.
   3. Description: optional
   4. Reminder on hold type:
      1. Per reservation - If reminders are set on hold, no reminders will be sent to this reservation at all.
      2. Per payment term - If reminders are set on hold, no reminders will be sent on the concerning payment term. But reminders can still be sent out for other payment terms.
4. Click Create.

Configure the reminder logic

In this section you determine the logic for the reminders. This can be done by indicating when the reminder should be sent and when that reminder should be paid.

1. Navigate to the Finance Manager, expand Configuration and select Reminder set.
2. Select the relevant Reminder set.
3. Navigate to the Reminders section.
4. Click Create reminder.
5. Complete the below fields:
   1. When the instalment or previous reminder amount is not paid
      1. Define when the reminder should be added.
      2. For example, to add a reminder one day after the due date, enter:
      3. ”1 Day(s) after Due date of instalment or reminder”
   2. With the following reminder level
      1. Select the reminder level you want to apply.
      2. The reminder has to be paid in
      3. Define the payment deadline.
      4. For example, if the guest must pay within five days after the reminder has been sent, enter:
      5. ”5 Day(s) after Due date of instalment or reminder”
   3. Optional configuration:
      1. Open amount
         Can be used in case you never want to generate reminders if the due amount is below any value, for example €1.
      2. Reservation status
         Can be used to include or exclude specific Reservation statusses.

Configure the reminder schedule

The reminder schedule determines how often the system checks for reservations that require a reminder.

To configure the reminder schedule:

1. Navigate to the Finance Manager, expand Configuration and select Reminder set.
2. Select the relevant Reminder set.
3. Navigate to the Reminder schedule section.
4. Click Create reminder schedule.
5. Define how often and add which time(s) the reminder scheduler should automatically check the reservations to add reminders where needed.
6. Specify the criteria of the reservations that should be checked by the reminder scheduler.
7. Enable the reminder schedule by clicking on Enable reminder schedule.

Now the Reminder scheduler is running and automatically adding reminders to reservations. However, to actually send out the reminder email to guests, a Notification Manager task should be set up.

Configure the Notification Manager task to send out the reminder email

1. Navigate to the Notification Manager and select Tasks.
2. Click Create task.
3. Navigate to the Reminder schedule section.
4. Complete the below fields:
   1. Name: enter clear name, for example, First Reminder
   2. Context: select Reservation
   3. Type of trigger: select Periodic
   4. Description: optional
5. Configure the interval when the reminders should be sent.
   Important: the Notification Manager task should run after the Reminder scheduler.
6. Add a condition to ensure the email is sent only after a reminder is added.
   Common conditions include:
   1. Reminder issue date equals Today
   2. Reminder reminder level (template id) equals First letter (= name of the Reminder Level)

If the task is executed based on those conditions, it means you will send out a reminder if the Reminder Level First letter was added to the reservation today.