Trusted by Nordic hotels
The Challenge Hotels Face
Booking confirmations seem simple, but manual processes create real problems. Staff forget to send them during busy periods. Different team members use different templates, creating inconsistent brand experiences. Confirmations go out hours or even days late, leaving guests uncertain whether their reservation was actually processed. Some guests never receive confirmations at all due to human error—leading to awkward situations at check-in and damaged trust. The manual approach also means confirmations lack personalization: generic emails that don't acknowledge the guest's specific room type, special requests, or the occasion they're celebrating. Meanwhile, staff spend valuable time copying reservation details into email templates, time that could be spent on higher-value activities. The cost of manual confirmations extends beyond labor: late or missing confirmations generate support calls, increase booking abandonment rates, and undermine the professional impression guests should have from their first interaction with your property.
The Scale of the Problem
8% of bookings
Never receive confirmation emails due to manual process failures
Hotel operations audit data
4+ hours weekly
Staff time spent manually sending and managing confirmation emails
35% of support inquiries
Are guests checking on their reservation status
Front desk call analysis
12% higher cancellation
Rate for bookings without immediate confirmation
Booking behavior research
How Opally Helps
Opally's Email and Messaging automation sends beautiful, personalized booking confirmations instantly—the moment a reservation is created in your PMS. Every confirmation includes accurate reservation details, relevant property information, and personalized touches based on the booking type. Business travelers see express check-in options; couples celebrating anniversaries receive acknowledgment of their special occasion; families get information about kids' amenities. The system handles all booking sources: direct reservations, OTA bookings, phone reservations entered by staff—every booking gets confirmed within seconds. Confirmations go out via the guest's preferred channel (email, SMS, or WhatsApp), ensuring they actually receive and read the information. If guests reply with questions or changes, AI handles common requests or routes to staff with full context.
Relevant Features
Instant Trigger System
Confirmations send automatically the moment a booking is created in your PMS.
Eliminates delays and ensures 100% of bookings receive immediate confirmation.
Dynamic Content Templates
Confirmations automatically include relevant details based on booking type and guest profile.
Every confirmation is personalized without manual customization effort.
Multi-Source Support
Works with direct bookings, OTA reservations, phone bookings, and group blocks.
Every booking source receives consistent, professional confirmations.
Channel Flexibility
Delivers confirmations via email, SMS, or WhatsApp based on guest preference.
Ensures confirmations reach guests on their preferred communication channel.
Modification Handling
Automatically sends updated confirmations when reservations change.
Guests always have current booking information without staff intervention.
How to Get Started
Template Design
Configure your confirmation template with branding, dynamic fields, and personalization rules.
PMS Integration
Connect Opally to your property management system to receive real-time booking notifications.
Channel Setup
Configure email settings and enable SMS/WhatsApp delivery for guests who prefer messaging.
Personalization Rules
Define content variations for different booking types, room categories, and guest segments.
Testing & Launch
Test with sample bookings across all sources, then enable automatic sending for all reservations.
Expected Results
Perfect Confirmation Rate
Every single booking receives a confirmation—no exceptions.
100% confirmation delivery
Instant Delivery
Confirmations arrive seconds after booking, not hours or days.
Under 30 seconds average
Staff Time Savings
Eliminate manual confirmation email work entirely.
4+ hours saved weekly
Reduced Support Calls
Guests stop calling to verify their reservation status.
35% fewer status inquiries
Lower Cancellation Rate
Immediate confirmation reduces booking abandonment.
Measurable retention improvement
“With Opally, our receptionists save 12 hours per week on emails. I'm so happy that every hour my receptionists save on writing emails - they can instead spend talking to, having fun with and providing presence to the guests.”
Hotel Types Most Affected
Frequently Asked Questions
Does it work with bookings from all sources?
Yes—direct website bookings, OTA reservations (Booking.com, Expedia, etc.), phone bookings entered manually, and group reservations all trigger automatic confirmations.
Can we customize the confirmation design?
Absolutely. You control the template design, branding, content blocks, and personalization rules. The system fills in booking-specific details automatically.
What happens when a booking is modified?
The system automatically sends an updated confirmation with the new details whenever a reservation changes in your PMS.
How do guests receive confirmations?
Primarily via email, but you can also enable SMS and WhatsApp delivery for guests who provide mobile numbers or indicate messaging preference.