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Pre-arrival email

Details of the different functions within the pre-arrival email

Screenshot 2026-06-11 at 10.55.54

  • Switch on this email = once switched on it will allow the email to send (after 'save' is selected at the bottom of the email message).
  • Attach Additional PDF document = allows you to attach 1 document to the email (there are size specifications). 
  • Attach additional PDF document (as above).
  • Apply to all units in the category = email will apply and copy over to all in that specific category. 
  • Apply to all units in all categories = email will switch on and copy over to all units across the whole site. 
  • Send X days before arrival = email will automatically send to your guest at the days set, providing other rules of the pre-arrival email are met. 
    *Please note, if left as 'Select' it will not send out automatically, but you can push this out manually to a guest from the 'email' tab within their booking.
  • Send to OTA Bookings = these will go to Campsites.co.uk and Pitchup bookings & any Airbnb or iCal bookings where you've added in the customer email address to their booking . *Please see Note for Airbnb
  • Only send if security/damage deposit is in place = If you have authenticate and authorise enabled with Stripe or Opayo this function is possible. This will only send the pre-arrival if the guest has authorised their card.
  • Do not send to provisional bookings = if no payment has been made on a booking the guest will not receive the automated email. 
  • Only send if balance paid in full = email will only send if the balance has been fully paid. 
  • Only send if booking has been confirmed = the email will only send if the booking has been confirmed by you on the Dashboard or on the manage bookings list. 

    Screenshot 2023-11-10 at 15.12.52

Please note: if a guest makes a booking after the email is due to send, this will fire off automatically once a payment has been recorded. 

Other rules ticked will also apply to the booking. 

For example, if the pre-arrival is set to send 2 weeks before arrival and a guest books 1 week before arrival the email will send once a payment has been made. 

If 'Only send if the booking has been confirmed' is ticked, this will then fire off the email once you confirm the booking. 

Please Note Airbnb Bookings: 
Airbnb has stopped allowing you to send pre arrival emails to the Alias address. If you have set your account to automatically send these emails, then they will show as DROPPED (not received). This is visible in screen shot 5.