Email Export / Mail Merge

Bulk Email Extract with Guest Profiles

To obtain email addresses to send out bulk/mass emails to previous guests, go to Back Office > Guest Profile Email Export. This feature will extract email addresses from guests profiles and load them into a .csv or XML file, making it easy to import them into a third party bulk mailing software.

Note: Only email addresses for guest profiles that have an email address, allow emails to be sent, and do not have Place guest on unwelcomed list checked will be included in the export.

File Name - Enter a file name for the extracted information. The file is saved automatically in the Property Share directory when the extraction is complete.

Export Type - Select the format for the export. CSV Format (Comma Separated/Excel) exports the file in comma separated value format. XML Format creates an XML (eXtensible Markup Language) file, including the Meta Data format required to use the Import option in G-Lock's EasyMail program. Review your bulk email program for the format required for importing the email addresses. InnQuest Software technical support can only assist with the extraction of the email addresses. Contact your bulk email program assistance with importing the extracted information.

Only Certain Records (Query Wizard will be used) - Check this option to enter a query so only email address for specific guest profiles will be extracted. For example, you may want to only extract addresses from a certain state, for a certain rate type, or with a birthday in a certain range. This allows you to target your marketing efforts to certain previous guests.

EasyMail - Also export First name... - Unchecked, only email addresses are extracted. No other reference information is pulled to let you know who the email address belongs to. When checked, the first and last name, prefix (title), company name, spouse name and last checkout date are included export file along with the email address.

Open File for View after Exporting (Excel, Notepad, Web Broswer) - When selected, the export file created automatically opens for review. The default program on the workstation for CSV and XML files, usually Excel and Notepad respectively, will be used to view the file. A program may need to be selected the first time a file format is opened.

Once the file is created, it can be emailed to a third party to complete mass emailings or used with a third party bulk emailing software. G-Lock Software's EasyMail is one of many bulk emailing software options. With EasyMail, email messages are sent directly to each user (no BCC or Carbon Copy) directly to their own mail server. You are notified immediately if there is an invalid email address. You have the ability to send text or HTML mail to each user. In addition, you can use their name and merge it right in your email message.

For more information and to purchase EasyMail, review the G-Lock website at www.glocksoft.com.

Mail Merges

Mail merges can be done in roomMaster using the Import/Export wizard, a separately purchased add on, by exporting data to a CSV file. A CSV file is a straight text file with each field separated by a comma (Comma Separated Value). To access the Import/Export Wizard, select Tools & Utilities > Import and Export. You can then export the data you need and then, using your application (Word, Excel, Contact Manager Software), you can mailmerge with a CSV file. You must consult the manual of your other application for "Importing" or "Mail Merge" for more information.

You can also export names and addresses (Guest Profiles) by selecting Reports > Groups, Guest History Profiles > Guest Profile Labels option. Once the labels are generated, you can select the "CSV" or "Postal" label type.