Make each reply an opportunity for a direct relationship
A stay enquiry often contains more than two dates: accommodation questions, service requests and clues to what the guest wants. Reading carefully and replying relevantly is the first step in building trust.
FastReplyMail lets you read connected email inboxes in the software, move from a message to composing an offer and share it via WhatsApp too. Each tool supports reception: gather context, present the offer and continue the conversation.
Direct contact gives the property room to explain the stay’s value and answer personally. It can support direct booking opportunities and an ongoing relationship. Reducing distribution costs may support margins, taking acquisition and contact-management costs into account too.
Read email inboxes alongside enquiries
Connect your property’s inboxes through IMAP or POP3 and read them inside FastReplyMail. Choose a default folder for each inbox and, if useful, a dedicated menu item for direct access.
The view shows folders with message counts, sender, recipients, subject, date and read/unread status. Search within folders, read HTML or plain text and delete multiple messages. An option can mark messages as read when opened.
Email inboxes and structured enquiries remain separate workflows. In email, read what guests or portals wrote; in enquiry management, find structured data from connected channels.
Reading mailboxes is separate from composing messages using templates. Your email application remains the tool for managing folders and labels.
Turn an email into a personal proposal
The command “Reply with an offer” opens the Composer with the original message alongside it. Answer questions while preparing dates, accommodation and proposal content.
With AI active, extraction helps prefill first and last names, email, phone, dates, adults, children’s ages, pets and board basis where present. It also records email or a recognised portal as the source. Check extracted details before proceeding.
For example, a family asks about a room and restaurant. Start from the email, check dates and guests, review integration-supported options and reply to both needs. The enquiry text remains the basis for personalisation.
With AI, also prepare drafts in editable template areas using property information and available data. Staff reread, correct and decide when to send.
Use your property’s sender identity
For outgoing mail, use the platform SMTP or your property mailbox’s custom SMTP server when configured and enabled. SMTP is the service used to send email.
With a custom connection, offers, newsletters and automated messages use that service with the property’s sender and reply-to address. Contact remains recognisable and guests know whom they are replying to.
Mailbox and sending-service setup include connection tests. Successful configuration enables the connection but does not guarantee inbox delivery, which also depends on the mail systems involved.
Share the offer on WhatsApp and continue the conversation
From an offer, open WhatsApp or WhatsApp Web with prefilled text to check and send. You can also copy the offer’s web URL to share in the conversation.
Guests can access the proposal in the channel they are using. With an integrated booking engine, each rate has its own booking button: conversation leads to a viewable offer and a practical direct-booking step.
For example, after an emailed offer, a guest asks for it on WhatsApp too. Open sharing, check the recipient and message, and finish sending in the app. Continue discussing questions there.
Checking and sending remain staff responsibilities. FastReplyMail does not collect replies in an integrated WhatsApp inbox or send WhatsApp messages automatically: the conversation continues in the app or WhatsApp Web.
Start from the guest profile and previously sent messages
With CRM, guest details and history sit alongside quick actions. “Contact via WhatsApp” uses text templates with a preview, while “Send offer” opens the Composer with available data.
Prepare recurring wording in templates and adapt it to the person’s context. Text format is for WhatsApp messages; HTML and simplified templates support different email communications.
CRM also includes the Sent Messages list, with recipient, subject, template, sender, status and date. System-managed messages can be viewed and forwarded to guests via WhatsApp. This history covers FastReplyMail communications, not conversations held inside WhatsApp.
Explore guest profiles → · Discover templates and content →
Interpret post-send signals correctly
FastReplyMail offers and messages provide statuses and detected opens. These help follow work when interpreted for what they actually indicate.
- Sent: the SMTP server accepted the message without errors; this is not certain delivery to the guest’s inbox.
- Read: an open was detected; it does not prove a person read the content. Email previews and settings can affect the figure.
- Booked, for offers: requires a compatible system to return the offer reference in the imported booking. Bookings completed another way are not automatically attributed.
WhatsApp sharing does not make replies readable inside FastReplyMail. Use available history and the actual conversation to decide how to continue.
Explore dashboards and statistics →
Choose how to follow up
For personal follow-up, reopen an offer, review the guest profile and record a task with a due date. Automatic emails require configured rules and templates; newsletters use mailing lists and dedicated CRM features.
These workflows distinguish replies to enquiries, agreed contact and marketing communications managed according to available consent. Thoughtful content and timing help build trust and opportunities to return.
Discover tasks and reminders → · Explore newsletters and lists → · Explore automation →
Start with how you communicate with guests
Inboxes, offers, Composer and templates are part of the FastReplyMail base product. The CRM enables guest profiles, sent messages, lists and newsletters. AI data extraction and draft generation require the corresponding active component.
Tell us which inboxes you use and how you move from email to proposal and conversation. A demo can show a reception workflow that reduces copying and gives more attention to relationships and direct booking opportunities.