Administrative email functions

Administrative emails are system generated notifications used for account management, profile creation, import alerts, and loyalty or corporate user actions. These emails are not marketing messages they support operational workflows across the CRM and Guest Portal.

Administrative Emails are automatically triggered by CRM or Guest Portal events such as:

Admin creating a new user.
Guest signing up or resetting their password.
Import jobs completing:
- Guest, reservation, points, rewards and transactions.
Loyalty member sign-ups and secure code requests.
System notifications for upgrade acceptance.
Invite friends workflows.

These emails ensure users get the right operational messages without manual intervention.

Supported administrative email types

Below is the full list of available system email types from your HTML UI:

Email type: CRM label	Purpose
Admin add user.	Sent to new admin users created in CRM.
Admin reset password.	Sent when an admin resets their password.
Requested secure code.	Secure code email for CRM login verification.
Import guest notification.	Notification when guest imports complete.
Import reservation notification.	Notification when reservation imports complete.
Upgrade notification.	Alerts for upsell upgrade confirmations.
Guest signup.	Sent to a guest when they register.
Guest reset password.	Sent when a guest requests password reset.
Import point notification.	Notification when point imports complete.
Loyalty sign up verification.	Verification email for new loyalty members.
Import reward notification.	Notification when reward imports complete.
Import transaction notification.	Notification when transaction imports complete.
Invite friends.	Email used in the referral workflow.

📌 Note: Availability varies by client configuration and enabled modules.

Access administrative email setup

All administrative email configuration is managed in one place.

Follow the steps below to learn to how to access administrative email setup:

From the left navigation menu, click CRM Setup.
Click Administrative Email Setup.
The page displays all existing administrative emails across all languages.
Use Search to locate a specific template.
Use Add Email Template to create a new email shell.

Administrative email templates explained

Administrative emails follow a two-stage process, follow the instruction below:

Create an email template shell

Select email type.
Select language.
Select base designer template.

Edit and activate a new email template shell

Select email template.
Add a subject and the body content of the email and insert personalization tags if required
Click Save.
Ensure the template is active.

This allows one email type to have multiple language versions, each managed independently.

Create a new administrative email template

Follow the steps below to create a new administrative email template.

From the left navigation menu, click CRM Setup.
Click Administrative Email Setup.
Click Add Email Template this is located in the top-right.
In the email type dropdown, select the system email you want to configure for example a Guest SignUp Email.
In the language dropdown, select the language for this template.
1. A separate email must be created per language.
Click Select Template to choose the designer layout starter layout or custom theme options.
Click Save and Close.

After creating a new administration email template:

The CRM automatically creates the template shell.
It becomes visible in the main Administrative Email Setup list.
The email is not active and contains no content yet.
You must now edit the email to configure the content.

Edit an administrative email template

Once a template shell is created, follow these steps to configure content:

From the left navigation menu, click CRM Setup.
Click Administrative Email Setup.
Locate the email you want to edit.
1. Use Search if needed.
Click the Email Name to open it.
Update the template:
- Subject line.
- Email body content.
- Add personalization tags.
  - Guest name, reset link or secure code.
Save your changes.
Ensure the email is Active.
- Toggle appears within the designer.
Click Save and Close to finalize.

📌Note: Administrative emails do not send unless active.

Delete an administrative email template

Only delete templates that are no longer needed.

From the Administrative Email Setup list, locate the template and click Delete on the right side.
Confirm the deletion when prompted.

System behaviors

Outlined below are some good to know system behaviors.

System emails are triggered automatically: Administrative emails cannot be scheduled they fire immediately based on system events.
Language behavior:
- If multiple languages exist, the system sends the template matching the user’s profile language (guest or corporate user).
- If no match is found, the default language email is used.
Personalization tags:
- Many templates require system personalization tags.
- Examples:
  - Reset password link.
  - Secure code.
  - Loyalty verification code.
  - Administrative user credential details.
- If tags are missing, the email will display incomplete information.
Administrative emails are not marketing emails: They do not require marketing consent and do not count toward subscription status or opt-in preferences.
Email type cannot be changed later: If the email type is incorrect, delete the template and recreate it.

Frequently asked questions

Outlined below are some frequently asked questions.

Do administrative emails require opt-in consent? No. These are operational messages and bypass marketing consent requirements.
Can customers modify the available Email Types? No. Email Types are system-defined.
Can a template be created without selecting a Designer Template? No. Every administrative email requires a Designer Template to render properly.
Are these emails available for testing? Yes users can send test emails from the Designer after editing the template.
Does deleting an email affect system functionality? Yes if an email is deleted, the system cannot send that notification until a new one is created.