Batch Texting

The Batch Texting command allows you to send a text message to MULTIPLE guests, (for example guests currently in-house or with reservations on specified dates), all at once (rather than individual messages, one at a time). It is often used in conjunction with the Texting Custom Messages (Stay) feature, which allows you to generate custom re-usable text messages that may then be selected quickly and easily on the Batch Texting screen. You may however also compose a new text message each time you use the Batch Texting option, if desired.

The Batch Texting command is found in the Manager's Commands Screen area, which contains features that are typically used by a Manager, rather than a regular Staff member.

Note: The Batch Texting screen should be used in parallel with the Guest Communication screen. The batch texting option is intended for immediate use (such as a tornado warning), and guest communications is for scheduled texting (for example a general message regarding check in). If you do use the Batch Texting screen to send automated text messages, be aware that you do not repeat send the message(s) using the Guest Communications screen. Both will be sent, not one or the other. (Guest communications texts are independent and separate to any other texting options within Skyware, thus if you schedule a text message using the guest communications screen it will be sent regardless of if you choose the same text message to be sent from elsewhere within the system).

 

 

 

 

From the Full Menu => Other section, click Manager's Screen.

 

Click the icon on the left for the Full Menu.

Full Menu Icon OR Full Menu option when viewed using the modern light look of Skyware

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table OR Full Menu popup version seen in Modern Light look of Skyware

Select Other => from the Other section.

Other section of the Full Menu OR Other section of the Full Menu with the Other => command selected, NEW look for Skyware

This will take you to the Other Front Desk Tasks menu, which has four sections, Other List 1, Other List 2, Documents and Web.

Other Front Desk Tasks Menu OR Other Front Desk Tasks Menu in the NEW look for Skyware

Select Manager's Screen to be taken to the Manager's Command screen.

Manager's Commands Menu OR Managers commands menu in the NEW look for Skyware

OR:

Select Manager's Screen from the Quick Menu on the left side of the screen, to be taken to the Manager's Command screen.

Quick Menu with Manager's Screen option selected OR Quick Menu with Manager's Screen option selected, NEW look

 

The Manager's Command screen menu has two sections, Manager's Configuration and Manager's Maintenance.

Manager's Commands Menu Screen OR Managers commands menu in the NEW look for Skyware

Select Batch Texting from the Manager's Maintenance section.

Manager's Maintenance section of Manager's Commands menu with Batch Texting command selected OR Manager's Maintenance section of Manager's Commands menu with Batch Texting command selected, NEW look for Skyware

 

When selected the Batch Texting screen will open.

Batch Texting screen example, NEW look for Skyware

First choose whom will receive the text.

Use the radial buttons to select ONE option from:

Send a text to all in-house guests OR

Send a text to all reservations arriving on (specify the date using the calendar field) OR

Send a text to all guests departing on (specify the date using the calendar field) OR

Send a text to all guests in-house on (specify the date using the calendar field) OR

Send a text to all guests within the selected group (specify the group from the drop-down list of groups available).

Send a text to all guests marked Do Not Disturb (DND) and are in-house (DND as marked on the housekeepers dashboard only).

Note: Only ONE group may be selected. One group MUST be selected if this option is chosen.

 

These options allow you to send a text to guests currently in-house, guests that will be in-house on a particular day, guests expected to arrive or depart on a particular day, or guests associated with a particular group booking. By default, the "Send a text to all in-house guests" option is selected.

 

Once you have selected whom will receive the text message, the body of the text message must be generated.

If you have a previously prepared custom message that you wish to send, use the drop-down menu next to the Select a Custom Message option to select the correct message from the available options. The messages available in this list are generated using the Texting Custom Messages (Stay) screen, and may be re-used as often as needed.

If not, use the Create a Text to Send field to enter in the desired message.

Note: As it is a text message, no custom fonts or grids may be used - plain text only. however, TOKENS, representing information such as arrival, departure, or room number may be added into the body of the text using the format (*TOKEN NAME*) to help tailor the message to the individual guests receiving it. Tokens use a specific ID to pull the individual data from your Property. Ensure that you enter the correct token ID desired - for example there may be several last names associated with a stay - the token ID means that you can specify the correct last name to use, rather than all. Skyware has many token IDs available. As such, the token ID may not be easily recognizable for what it represents once it has been embedded into the text. Be sure to enter your selection carefully. (Please contact Skyware if you are having trouble using or locating the desired token ID).

 

Once you have selected the recipients and generated the text message to be sent, click the button Process Batch Texting to send it.

Note: As stated on the screen, there will be a one second delay between each text for better delivery results. Please allow time for the texts to be sent out. This delay is to help ensure that the texts are not seen as spam by the receiving services.

 

Date Updated May 01, 2024