Keeping in touch with your Customers

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Keep in touch with your customersAs a business, keeping in touch with your customers is a great way to get repeat business year after year. Sending emails about special offers or newsletters by email or regular mail are wonderful ways to let your customers know about what is going on with your business.  This is great if you are a seasonal business, such as a vacation rental, tour business, or watersports rental, to communicate with customers as your season is ending or during the off season.  You can easily extract your customer’s contact information in the WebReserv System by running a Customer Report.

Creating the report to use for an email marketing campaign can be completed in a few easy steps.

1.     Gather the data and select the options

Go to Frontdesk – Reports.  Choose Customer Report from the list.  On this page, you have different options for the report.

Customer Report Options
Customer Report Options

Name Range: Choose the range for the report by sorting by letter.  The default is A – Z which will generate a report of all your customers.  If you want to only search for customers with only A and B names, then adjust this range accordingly.

Date Range: As an option, you can input a date range.  This will generate a report of customers that were entered in the system during that time frame.

Opt-Out: If selected, this will remove contact information from customers that choose to opt-out of marketing emails. It will only add customers that indicated they do want to receive emails from you.

Report Fields: You can choose to add additional columns to the report, such as Birthday or Anniversary information.  Select Change Fields to add additional columns to the report.  See below for information on the Field Selector.

2.     Select the Report fields (optional)

By clicking on Change Fields in the Report Fields section, you can add or remove columns for your report.  If you have gathered Birthdays or Anniversary information on your customers, then you can add that information to this report as well.

To adjust the fields, simply drag the selection from Additional Columns box to the Selected Columns box.  You can also remove the Selected Columns by dragging to the Additional Columns box.  Once you are satisfied with your selections, save your changes.

Report Field Selector
Report Field Selector

3.     Download the Report

You have two options for viewing the report.  In order to capture the contact information easily, you will want to use the CSV format for upload.  This will give you the ability to upload the information directly into an email program such as Constant Contact.  Click View to access the report.

Viewing and Printing Options
Viewing and Printing Options

A box will pop up to ask you if you want to Open or Save the report.  Save it to a folder on your computer.  You will also have the option to Open the file into program such as Excel.  Choose the option that works best for you.

4.     Send the Email

Finally, open your preferred email program such as Constant Contact.  These types of systems usually have a contact upload using the CSV format.  Follow the steps to upload the contact list you just saved into your email program.  Create your email content and send the email.  Congratulations!  Keeping in touch with your customers has never been easier.

To sign up for a free WebReserv account, please click here.

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