Send messages and print the confirmation or voucher

Send a message from the booking when the customer needs their confirmation again, a reminder to pay, word that their documents are ready, or any note of your own. Every message is kept in the booking's Messages tab.

Before you start

• Anyone who can see the booking can write their own message. The ready-made messages (Booking confirmation, Payment reminder, Documents ready) need permission to edit bookings, record payments or manage documents.
• The ready-made messages come from your templates (Settings → Message templates), in Arabic and English, for each channel.
• The channels that work are set in Settings → Connections. The customer needs a mobile for WhatsApp and SMS, and an email for email.

Steps to send a message

1. Open the booking and go to the Messages tab. Press Booking confirmation, Payment reminder, Documents ready or Write a message. You can also press Send on WhatsApp at the top of the page.
2. In Send a message, check Message: one of the templates, or Own message. The window says the message goes in the customer's preferred language.
3. Choose the channel in Send by: WhatsApp, Email or SMS. Only the channels the customer can be reached on are shown.
4. Read the preview. For your own message, type it in the box.
5. To add a link the customer can open without signing in, press Travel voucher or Booking confirmation next to Add a link the customer can open. The message becomes your own text with the link added, so you can edit it.
6. Press Open in WhatsApp (for WhatsApp) or Send.

After you send

The system tells you what happened:

• Message sent: the message went out.
• WhatsApp is open with the message. Press send there.: your agency's WhatsApp works by click-to-chat. A WhatsApp window opens with the message ready; press send in it.
• Message saved to the log. Sending is not set up for this channel yet.: nothing went out; connect the channel in Settings → Connections.
• The message was not sent: …: the provider refused it; the reason follows.

The message appears in the Messages tab with the channel, the text, the time, the recipient and a status: Sent, Logged only, Ready in WhatsApp or Failed. Ready-made messages are also written in the Timeline. With no messages yet, the tab shows No messages yet.

Steps to print the confirmation or the voucher

1. Open the booking and press More actions (the three dots), then Print confirmation or Print voucher.
2. In Document, keep or change the choice: Booking confirmation or Travel voucher.
3. In Language, choose العربية or English. It starts with the customer's language.
4. Press Print. The document opens in a new tab with the message Opened in a new tab. Print or save it as PDF there.

The Booking confirmation lists the trip, the travellers, the lines and prices, the payments received, the balance with its due date and your booking terms. The Travel voucher lists the flights, the hotels with the rooms and guests, the day-by-day plan and your emergency phone; on a cancelled booking it says it is not valid.

If something goes wrong

• This template is not set up for this channel yet. Add it in Settings, or pick another channel.: there is no template for this message and channel. Send stays off; choose another channel, or add the template in Settings → Message templates.
• Write the message first: your own message is empty.
• This customer has no phone number or This customer has no email: add the contact on the customer record, or choose another channel.
• The link is still loading: wait a second and press the voucher or confirmation link again.
• The ready-made message buttons are missing: your role does not include editing bookings, payments or documents. You can still use Write a message.

More checks are in Booking problems and fixes.