You may have some emails you send out to your guests on a regular basis. Rather than write each email from scratch over and over, you can simply save it as a custom template!
Quick Links
Create a Custom Email Template
Create a Custom Email Template
- To create a custom template, on Firefly's main menu navigate to Settings > Email Templates.
- On the top right of the Email Templates page, click New Custom Template.
- The email template editor will load so you can give the template a name, subject, and body.
- Name: only seen internally, what staff choose when selecting a template.
- Subject: seen my your guests in their email's inbox and on the email's Subject line.
- Body: this is your message to your guests, you may use copy/paste to pull text from another template in Firefly or an outside source. The text editing capabilities are very similar to many word processing programs and apps so your options for customizing the look and feel should be familiar - our teams are always ready to help if you have any questions!
- Use placeholders to personalize, just like you do when you edit a standard email template.
WARNING: If you use copy/paste share text from another email template in Firefly, you must redo placeholders in the copied text.
Highlight the copied placeholder then select it from the Insert Placeholder box.
If you do not replace a copy/paste placeholder, the guest will see the exact text displaying in the template (brackets and placeholder description) instead of their personalized information.
- Click Save to finalize the creation of your custom email template. You can come back to edit your template as often you desired so you do not have to get it "just right" in one sitting.
- After saving, you will be taken to back to the Email Templates page. Scroll to the bottom to see all your custom templates.
Use a Custom Email Template
A custom email template may be used in the very same manor as standard email templates: from the main menu's Guest dropdown or from a guest's reservation.
The Email Guests feature, on the main menu, is for sending bulk or mass emails to multiple guests as once. This feature even has filters to help you find just the guests you are looking for.
When working in a reservation's details page, you can quickly send a custom template email to the guest from the Guest tab.
Send a mass email to multiple guests:
From the main menu, click on the Guest dropdown then select Email Guests.
The New Email page opens and your bulk email can be ready to send in just 4 steps:
- Use the available filters to find applicable reservations you wish to email
- Select guests using the blue Select All shortcut or click on the box of each desired guest from the provided recipients list
- Click the Load From Template dropdown to select the desired custom email template. The email's subject and body are populated from your custom template.
- Click Send to share the email template as-is, or make one-time edits to the email template before sending. Edits made during template use do not permanently save to the template. Placeholders automatically insert the personalized information for each recipient.
TIP: You may choose to send a test email to any email address of your choosing. This can be done at any time or just prior to sending a mass email. When "Send test email" is selected, you will see the following pop-up: 
Send an email to a single guest from a reservation:
- On the Guest tab of a reservation, click email guest.
- Since the guest is preselected when initiating an email from a reservation, you will just need to select your custom template using the Load From Template dropdown.
- The email's subject and body are populated from your custom template.
- You may click Send to use the email template as-is, or make one-time edits to the email template before sending. Edits made during template use do not permanently save to the template. Placeholders automatically insert the personalized information for each recipient.