Turn an enquiry into an action to follow up
At the front desk, a conversation often leaves something to do: check a service, call someone back or prepare a detail before arrival. Recording the information alone may not be enough; you also need to remember the next step and its deadline.
FastReplyMail tasks are reminders with a title, deadline and notes, linked to a guest or an incoming booking. They help keep follow-up work visible within the context of the relationship and stay.
Following up on a question contributes to the quality of your sales response. Taking care of an agreed detail contributes to the welcome. These everyday actions can support trust, loyalty and direct booking opportunities through the team’s work.
Link the reminder to the person or stay
A task linked to the guest supports the relationship: for example, a reminder to contact someone after checking information they requested. Their profile provides the available context, alongside their offer, stay and communication history.
A task linked to the booking concerns that particular stay: preparations to check before arrival or an agreed detail to revisit. The booking record also contains dates, accommodation and other information imported from connected systems.
Choosing the relevant link makes it easier to understand which enquiry a reminder concerns. The team can read the action alongside the information needed to carry it out.
Explore the guest profile → · Explore bookings and check-in →
Record what to do, by when and with what context
The reminder’s three elements serve a practical purpose:
- Title: identifies the action, such as “Contact the guest about their restaurant enquiry”.
- Deadline: indicates when to follow up on the task, in relation to the conversation or stay.
- Notes: retain useful details, such as a question to check before replying.
Example: a guest asks about a service before confirming. Record a check and a deadline for getting back to them; note what needs clarifying. When you resume contact, you have a precise reference for following up.
The reminder supports organisation. Checking the service and replying remain staff actions, based on the property’s actual information.
Identify deadlines that need attention
The overdue tasks are highlighted by indicators in the software header and lists. Users can identify a deadline that needs attention and view the reminder associated with the guest or booking.
These indicators bring attention back to a commitment while working in the software. A clear title and understandable notes also make the context more useful when the conversation is picked up later in the front desk workflow.
The notification is internal to the software: a task does not send a message to the guest or perform the recorded action by itself.
Two examples: checking a deposit and sending an offer at the right time
Has the bank transfer deposit arrived on time?
The guest has booked and must pay a deposit by bank transfer by the agreed date. Add a reminder linked to the booking to check the payment.
Use a title such as “Check deposit bank transfer”, set the check deadline and note the expected amount and agreed payment date. When you return to the task, check whether the deposit arrived on time and decide whether to contact the guest. The reminder prompts staff to check; it does not automatically check the bank account.
An offer for next spring, 15 days ahead
A guest tells you they are planning a stay next spring and asks you to send a proposal 15 days before the planned stay. You can create a task linked to their profile even without a booking yet.
Use a title such as “Send the spring stay offer”, set the deadline 15 days before the planned date and keep the period and guest’s requirements in the notes. At the agreed time, review the context, check the options and prepare the offer to send.
This is a practical way to turn interest expressed today into a direct booking opportunity tomorrow, respecting the guest’s request. The reminder helps you remember to make contact; preparing and sending the proposal remain staff actions.
See how to prepare a personalised offer →
Distinguish tasks from automated communications
A task reminds you of an action to perform. An automation configures a message to send when defined conditions and timings are met. They are different tools that can contribute to the same guest journey.
For example, record an internal booking check. To email a reminder to guests who have not completed online check-in, use a booking automation with the necessary components active, choosing recipients, timing and templates.
Creating a task does not trigger an email, SMS or WhatsApp message. Automated communications require their own rules and a configuration check.
Start with your front desk’s commitments
Tasks are part of working with guests and bookings in the CRM component of FastReplyMail. Booking information depends on compatible systems connected to the property.
In a demo, we can start with an enquiry to follow up and an arrival to prepare for. We will see how to link titles, deadlines and notes to the right context, helping the team sustain conversations and the thoughtful details that define your hospitality.