How Do I Set up a Pre-stay Mail

Modified on Wed, 02 Nov 2022 at 09:14 AM

Pre-stay emails are an important tool in providing guests with details in preparation of their stay at your property. With RoomRaccoon's PMS, you can easily send and personalise pre-stay emails.

The Pre-stay emails include: 

  • Check-in and Check-out times.

  • The number of stay nights.

  • Information about points of interest and activities they can do on your property as well as within surrounding areas.

How Do I Activate My Automatic Pre-Stay Email?

  1. Click on the documents tab on the left side of the screen.

  1. Select the language you would like to use.

  1. Scroll down to the pre-stay email and click on it.

  1. Fill out the necessary information for the email and select whether it should apply to all your rooms or just one.

  1. You can then create your customised message by adding presets from the right-hand side. This data will then automatically be included in the mail depending on each reservation.

For example: 

Dear %guest_firstname%  %guest_lastname%

We would like to welcome you to your stay.


  1. You can then view what your pre-stay email will look like at the bottom.

  1. Click Save. 

Setting Up Automatic Mail Outs

  1. Click on the Settings tab at the bottom left of the screen to access your account settings.

  1. Scroll down to the email settings. 

  1. Here you can adjust the time period for when the email will be sent.

  1. Remember to click on save at the top right of the screen!

Good To Know

  • Read more on when emails are sent out automatically here.

  • If your guest cannot find the pre-stay email, RoomRaccoon recommends checking the spam folder as email providers block emails from companies resulting in emails landing in the spam inbox. 

  • You can set which mandatory fields guests should fill in during the online check-in. For more on creating mandatory guest fields, click here

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