You can control who receives the pre-defined emails automatically from your iBex system.


Note for PMS Users: If you want your customers to receive your own emails you would change the settings here after you have made your own email template and set it to be sent out when required.


You setup your email preferences in the Auto-Email Rules option in the Email section in the menu.


This screen defines who will get auto emails when bookings are created, confirmed or cancelled and is shown as a table where you can tick/untick boxes to prevent an email being sent out under different scenarios.


In this grid, “You” refers to your head office or account owner - iBex allows us to configure separate email addresses for the head office and each individual property in the account.



The fields and functions on this screen are explained below:


Column Definitions:


New Bookings – This column is for new bookings that are created. The OnReq subcolumn refers to bookings received on request and the Cnfrm sub-column refers to bookings received with instant confirmation.


On Request Bookings – This column is for existing bookings that were received on request. The Op Cnfrm sub-column refers to on request bookings confirmed by the operator. The Op Cancel sub-column refers to on request bookings that have been rejected or cancelled by the operator. The Prop Cnfrm and Prop Cancel are the same but being confirmed, rejected or cancelled by the property.


Cnfrm Bkngs Cancel – This column is for existing confirmed bookings that have been cancelled either by the operator or by the booking party.

Row Definitions:


From iBex to You - An email addressed as coming from iBex and addressed to the email address in the Operator screen.


From You to Property- An email addressed as coming from the email address in the Operator screen to the email address in the Property screen.


From You to Customer - An email addressed as coming from the email address in the Operator screen to the email address supplied by the customer.


From You to Agent - An email addressed as coming from the email address in the Operator screen to the email address in the General Email field in the Details screen for the agent/sales channel.


Front Screen Activate – This means that any booking, request or cancellation which is made on your booking page on your website will follow these rules.


Back Screen Booking Activate – This means that any booking, request or cancellation made directly in your iBex system follows these rules (although this can be over-ridden when making bookings, etc if required).

You can also add links to the emails…


Attach Brochure – If ticked, this will include a link to the printable brochure in the email notification to the various parties.

To view your brochure, select View Property Brochure in the Manage Property section in the Menu Bar.


Attach Receipt – If ticked, this will include a link to the printable booking receipt in the email notification to the various parties (recommended).