Bookeasy Help Manual

ENewsletters

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ENewsletters

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ENewsletters

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E-Newsletters can be sent to operators/visitors anytime you wish. Each E-Newsletter will feature your branded e-banner at the top of the page and can include articles with text and pictures. E-Newsletters are a great way to stay in touch with your operators and capture the interest of visitors to attract more business!

 

 

enewletter

 

Creating an E-Newsletter

1.If starting from the Main Menu, click on E-Newsletters (under the heading Website & Marketing).

2.Click On Add New E News Item at the bottom of the screen and complete the fields as described below:

 

Field

Instruction on how to complete the field

E-News Date

This will automatically be default to today’s date and is used for sorting. Please note: this will appear at the top of the E-Newsletter so if required change this date to the date that it will be sent. Please ensure that the date is entered in the following format DD/MM/YYYY.  You can update the date afterwards by clicking on Edit.

Heading

Enter the heading of your E-Newsletter.  You can update the heading afterwards by clicking on Edit.

Banner

Enter in the name of your banner without the .jpg - this area is used to have a specific banner for each newsletter.  If nothing is entered it will default to your ebanner uploaded initialy.  You will need to upload your banner image through Uplaod Images (Main Menu).

Image Name

If you would like an image to appear to the left of the article enter the image name here. The image should be no larger than 150 pixels by 150 pixels and must be saved in jpg format i.e. house.jpg. You will then need to upload the image using the Upload Images Function.

Article

Click into the Article Box below and start to type in your text, use the Content Manager at the top to add in hyperlinks etc...

 

3.Press Save to record this information. This will create an E-Newsletter with 1 article. Follow the instructions below to add additional articles to an E-Newsletter.

Adding a New Article or Additional Articles to an Existing E-Newsletter

Once you have created an E-Newsletter with 1 article it is possible to add additional articles. As a standard, each article can display 1 picture that appears to the left of the article text.

1.From the Main Menu click on E-Newsletters (under the heading Website & Marketing).

2.The E-Newsletters that have been created will appear in the E-News List. Locate the E-Newsletter you want to add an article to and click on the text Add New Article.

3.Complete all fields (as above) and click Save at the bottom to create the new article.

4.Repeat these steps if you wish to add more articles. Please note that the articles appear in chronological order so you will need to add the article that you wish to appear at the top in first.

Editing E-Newsletters

1.From the Main Menu click on E-Newsletters (under the heading Website & Marketing).

2.The E-Newsletters that have been created will appear in the E-News List. Locate the E-Newsletter you wish to make changes to and click on the text Edit.

3.A list of the articles that have been created for this E-Newsletter will then display. Click on the one you wish to edit.

4.The Heading, Date and Banner fields will appear above the article lists - you can edit these fields too.

5.Edit the article or heading information as required and Click Save to record your changes.

Inserting Images Inside Text Areas of E-News Articles

If you need to insert an image inside the text area of the article (instead of the standard position to the left of the article) please follow the procedure below:

1.First prepare your E-News image. Save the image in a file or on your network as a jpg and save it with a name that has no spaces and in lower case i.e. house.jpg. Try to ensure the image is no larger than 150 pixels wide or high (you may want to make the image even smaller).

2.Then upload your image. From the Main Menu click on Upload Images (under the heading Website & Marketing). Click on Browse and select the image from the File that it is saved in. Then press Click Here To Upload File Or Picture. This will upload the image to Bookeasy and you will now need to link it to your E-Newsletter.

3.Return to the Main Menu and click on E-Newsletters. The E-Newsletters that have been created will appear in the E-News List. Locate the E-Newsletter you want to add an image to and click on Edit.

4.A list of the articles that have been created for this E-Newsletter will then display. Click on the one you wish to add an image to. In the Article field, place your mouse where you want the image to appear and click on the little icon of a mountain and the sun (when you hover over it says "insert/ edit image"). A Pop up box will appear – complete fields as per the instructions below.

5.Complete the URL field by entering your URL (i.e. http://svc024.wic437d.server-web.com/images/shortname/filename.jpg

6.You will need to replace the word “filename” with the name of your image. The text you insert will look something like this:

7.http://svc024.wic437d.server-web.com/images/margaretriver/house.jpg

8.Complete the Alt Text field. This text will appear when you hover the mouse over the image. For this example we might use the word house.

9.Click Save at the bottom to record changes.

10.To edit any of this information you can click on the image from the E-Newsletter and click on the little icon of a mountain and the sun (when you hover over it says "insert/ edit image"). Edit as you wish and click Save at the bottom to record changes.

11.You can move the image from its current position by clicking on the image and dragging it to the desired position. You will need to click Save at the bottom to record changes.

Uploading a (new) E-News Banner

(This will be your default banner if you don't add anything into the banner image field)

The Bookeasy team will upload an E-News banner for you as part of your installation. If you would like to replace this banner or upload a specific banner to an enewsletter please follow the instructions below:

1.To upload  a banner you will need to prepare the image first. The banner must be a jpg image and can be no more than 600 pixels wide and no higher than 150 high.

1.Default Banner - The banner must be named and saved as: ebanner.jpg.

2.Specific Banner - The image name needs to be entered into the Banner field when creating/editing your e-newsletter and uplaoded with this name. (Do not enter in .jpg into the Banner field): IE: memberbanner

3.Then upload the E-News banner using the Upload Images function

4.To view your new E-News banner click on View from your list of E Newsletters (you may need to press refresh to view the new e banner image).

To View an E-Newsletter

It is important to view E-Newsletters to check that they read and display correctly.

1. From the Main Menu click on E-Newsletters (under the heading Website & Marketing).

2. The E-Newsletters that have been created will appear in the E-News List. Locate the E-Newsletter you wish to view to and click on the text View. The E-Newsletter will display as it would when sent to visitors or operators.

Using Replacement Text to Personalise E-newsletters

When creating an E-newsletter it is possible to personalise them using the details stored in your operator or visitor database. To do this, follow the instructions below:

1.When creating an E-newsletter you can insert any of the “Replacement” text that appears in red at the top of the article field i.e. BFIRSTNAME (to insert the visitor/operator first name) in the Article field to personalise the E-newsletter. Insert replacement text where required.

2.Don’t forget to press Save to record your changes! When the E-newsletter is sent it the replacement text will be overridden by the relevant details of the operator/visitor details stored in your database.

Sending an E-Newsletter to Operators using Mail Merge

E-Newsletters can be sent to selected operators stored in your database using the Mail Merge function.

1.From the Main Menu click on E-Newsletters (under the heading Website & Marketing).

2.The E-Newsletters that have been created will appear in the E-News List. Locate the E-Newsletter you wish to send and click on the text Select under the heading Merge Operators.

3.You will now have the opportunity to select which Operators you would like to send your e news to using the criteria displayed. The search criteria is explained below:

All Operators - Tick this box to display all Operators linked into your database (current and not current operators).

Current Operators – Tick this box to display Operators who appear on your website (current operators).

Operator Type – This field displays a drop down list this gives you the opportunity to search by a specific Operator Type i.e. Accommodation.

By Name - Enter part of an operator’s name to search for a specific operator.

4.Select your criteria and press Search. A list of operators that match your search criteria will then display. Each operator will display a green tick on the right-hand side, please un-tick any operators that you don’t want to send this E-newsletter to.

5.Click on Send Mail at the bottom of the list to mail out to the selected list.

6.The email addresses of operators that this E-newsletter was sent to will now appear in the E News Log.

Sending your E-Newsletter - To Clients

E-Newsletters can be sent to selected clients stored in your database using the Mail Merge function.

 

1.From the Main Menu click on E-Newsletters (under the heading Website & Marketing).

2.The E-Newsletters that have been created will appear in the E-News List. Locate the E-Newsletter you wish to send and click on the text Select under the heading Merge Clients.

3.You will now have the opportunity to select which visitors you would like to send your e news to using the criteria displayed. The search criteria is explained below:

Name: Enter all or part of a clients name or first name if required.

Client Type: Select from the client types you have in your database to view clients of a specific client type.

E-Newsletter: Tick this box if you would like to view a list of clients that wish to receive your E-Newsletters.

Outstanding Enquiry: Tick this box if you would like to view a list of clients with outstanding enquiries.

All Clients: Tick this box to view a list of all clients.

 

State, Country, Postcode: For sending to clients within specific areas by state, country and/or postcode.

 

Bookings Made Between:  Click on the calendar and select the date range you require.  This will select only clients that have made a booking within the date range you have entered.

4.Select your criteria and press Search. A list of clients that match your search criteria will then display. Each client will display a green tick on the right-hand side, please un-tick any clients that you don’t want to send this E-newsletter to.

5.Click on Send Mail at the bottom of the list to mail out to the selected list.

E News Log

The E-News Log displays an archived list of E-newsletters that have been sent and the email addresses they have been sent to.

Send to “Where did you hear of us?” Groups

Staff will have the option send e-newsletters to clients that are allocated a particular booking source.

1.Click on E-Newsletters in the Website & Marketing section of your Staff Console.

2.Search for your E-Newsletter or create a new one.

3.Click on Select in the Merge Clients column of the E-Newsletter.  The Select Mailing List for E-Newsletter page will be displayed.

4.Select the Booking Source from the Booking Source field and click Search.  A list of the clients that have the selected Booking Source will be displayed.

Note: You can combine the Search Options to make your search more specific.

5.Un-tick the tick box for clients that you don’t want to send the E-Newsletter to and click Send Mail.  The E-Newsletter will be sent to the selected clients and you will directed to the E-News Log.

Linking within an enewsletter (setting up anchor links)

If you need to link to a place within the enewsletter you will need to setup anchors.  You can follow the steps below:

1.Edit the article you wish to link to and click on the place where you with to link to.

2.Click on the anchor and enter a unique name for the link (for example Health_Checks).  Do not use spaces.

3.Click OK

4.Edit the article you wish to link from.

5.Highlight the text that you wish to link from.

6.Click on the hyperlink icon.

7.Select from the drop down box Protocol = Other

8.Enter in the box next to it:  # (hash symbol) and the name of the anchor (ie.  #health_checks)

9.Click OK

10.You should be able to view your enewsletter and test your link.