VRM System Office Email Address Configurations

Article ID: 39

Summary

Where to find and set different email addresses in the VRM System and their uses.

 Office and Company Level Email Addresses

Please be aware that changing certain configurations will impact others that share the same configuration.

VRM Admin Console

System Configuration > Company > Email Settings

  • This email is primarily used in the sending of the Reservation Hooked emails.
    These remaining emails are:
    • Prepay Required due
    • Prepay Satisfied, thank you
    • Balance due
    • Balance Satisfied, thank you
    • Guest Survey
  • This email setting will be moved once these remaining email events are in place in Welcome Home.
  • Custom confirmations and confirmations use this setting as the FROM address when sending messages unless we have the flag SendFromOfficeManagerEmail turned on.  If this flag is turned on, the office level manager email address will be used as the FROM address.  (This office manager email address is found under System Configuration > Company > Offices > Edit > Manager Email.)
    When using Custom Confirmation functionality, a blind carbon copy is sent to the value specified under System Configuration > Company > Offices > [Select Office] > Edit > Reservation Email.  VRM Website versions older than 6.3.0 will use the carbon copy method (which shows the email address) instead of the blind carbon copy (which hides the email address).
    Custom email confirmations only apply to short term reservations.
  • When the System Configuration > Company > Offices > Edit > "Owner Extranet reservation Email" checkbox is checked, this is the email address to which notifications will be sent when owners create reservations on the Owner Extranet.
  • For the "Report A Problem" feature on the Vendor Portal to work correctly, an email address must be supplied as the "FROM" address for a vendor.  However, if a vendor does not have an email address configured, when submitting a note using the "Report A Problem" feature for a task or work order, this email address will be used as the "FROM" value instead.
  • The "Automated Notification of Blackouts, Arrivals, and Departures" email originates from this location.  It is possible for VRM to override this with a different email address.

System Configuration > Company > Offices > Edit > Manager Email

  • This email address is used when sending owner emails from Miscellaneous > Manage Emails.
  • This email address is also used when the Maintenance Email is not provided when using the Email Vendor / Owner feature from the Work Order Grid under Maintenance > Work Orders > Paper Airplane Icon > Sender Email.
  • This email address is used when the [rental_manager_email] bookmark is used within custom email confirmations.
  • This is the target email address on the Vendor Portal to which "Report A Problem" messages are sent.

System Configuration > Company > Offices > Edit > Reservation Email

  • This email address is used when sending email confirmations from the Reservation Summary tab on the Reservation Edit screen (under Reservations > Change / Cancel > [Find Reservation] > [Open Reservation] > Summary > Send Confirmation).
  • This email address is used by the booked emails functionality.  The name used, however, is from the System Settings.  Guest Survey emails also use this email address.
  • When a new reservation is created through the Vacation Bridge, an email is sent to the guest from this address.
  • When a new reservation is created on the VRM website, an email is sent to the guest from this address.  This will be blind carbon copied on VRM Website versions 6.3.0 or newer and carbon copied on older versions.

System Configuration > Company > Offices > Edit > Maintenance Email

This email is used when sending the email to the Vendor / Owner from the Work Order Grid.  If not provided, the Manager Email under System Configuration > Company > Offices > Edit > Manager Email is used instead.

System Configuration > Company > Offices > Edit > Owner Extranet Reservation Email (Checkbox)

When this checkbox is checked, when an owner creates a reservation through the Owner Extranet, an email will be sent to the property manager.  This will be sent to the email address configured under System Configuration > Company > Email Settings.

System Configuration > Company > Misc > Owner > Owner Email Booking Notification

This email is used as the FROM address for emails that go out automatically when a reservation is made when using the automated owner email functionality.  If owner emails are turned off, this field will be disabled and cannot be changed.  See the article Automated Owner Emails for more information.

Welcome Home

System Configuration > Reports > Welcome Home Admin > Office Config > [Select Office]

This email address is used by Welcome Home based on the office for the property to which the event message or one time message is assigned.

Guest Extranet Reports

These are the daily email reports that come from the Guest Extranet.  If you want to change the email address for the Guest Extranet Daily Log, please let us know, and we will make this change for you.  Let us know what you would like the new email address to be where these emails should be sent.  Please be aware that this only supports sending to a single email address.

VRM Website Content Management System

VRM will make this change for you.  Simply let us know what you would like the new email address to be.  Emails will be sent to this email address when visitors use the website contact forms.

Readiness Manager - Vendor Portal

System Configuration > Company > Offices > Edit > Manager Email

This is the email address to which messages are sent from the Vendor Portal when using the "Report A Problem" feature.

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