Email a group of guests (Emailing)

Included — no add-on neededBackofficeFor managers

Needs: Any backoffice user with access to the location

The Emailing page sends a personalised plain email to guests you pick — for example everyone booked on a day you have to close early, or a handful of regulars. For designed marketing emails, use Newsletters instead.

Where to find it

Backoffice › Communication Centre › Emailing. The page is titled Email communication and works in three steps: Find & select, Compose, Send.

What it does

Find & select (Recipients)

  • Search Guests — search your guest directory by name, email or phone and tick guests to add them.
  • By Date — load everyone with a reservation on a date (or Select a range instead, up to 31 days), optionally with Filter by Experience.
  • Select all / Deselect all, and Send to all with email for your whole directory.
  • Guests without an email are marked No email and skipped.

Compose

  • Reply-To — where guest replies go (optional).
  • Subject and Message. Click a variable chip to insert Guest Name, Restaurant Name, Restaurant Email, Restaurant Phone or Restaurant Address.
  • Links: write [Book again](https://...) or [Email us](mailto:...) — only http, https and mailto.
  • Preview shows a sample for one recipient.

Send

  • Review and send email opens a confirmation ("You are about to send an email to …"). Click Send now.

How to email guests booked on one day

  1. Open Emailing and choose By Date.
  2. Pick the date (and experience, if needed). Tick the guests, or use Select all.
  3. Under Compose, fill in Subject and Message, for example "Dear {{guestName}}, …".
  4. Optional: set a Reply-To address.
  5. Click Preview to check, then Review and send email › Send now.

Good to know

  • Up to 50 selected guests are emailed straight away; you see "Successfully sent N emails".
  • More than 50 guests, or Send to all with email, are sent in the background ("Sending emails in the background"). Progress shows as "Sent X / Y". In this mode only guests who gave marketing consent receive the email; others are skipped automatically. So the number sent can be lower than the number you selected.
  • Sending can't be undone.
  • The email uses your logo and colours from Email Templates.
  • Every email appears in Email Activity (template "Custom Communication").

Troubleshooting

The Send button stays disabled The checklist under Before sending tells you what's missing: "Select at least one guest with an email", "Add a subject line", "Write your email message", or "Enter a valid reply-to email or leave it empty".

"Date range cannot exceed 31 days" / "Start date must be before end date" Shorten or correct the date range.

Far fewer emails were sent than guests selected For background sends (more than 50 recipients or Send to all), guests without marketing consent are skipped. To reach a specific small group regardless, select 50 or fewer guests at a time — and only for service messages, not marketing.

"Email campaign failed" or "Failed to send emails. Please try again." Nothing or only part was sent. Check Email Activity before trying again, so guests don't get it twice.

"Enter a valid email format (example@domain.com), or leave it blank." Fix the Reply-To address or clear it.