After a trip is converted (or put on hold), hotel bookings are initialized automatically from the quoted services. To start a booking, send the hotel a booking enquiry — Sembark auto-generates it for you with guest details, stay details and room requirements, so there is no manual data entry.
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Send via Email
From a hotel booking, open the enquiry email composer. The hotel’s contact details are visible in the composer for easy selection.
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- Click the email button to open your email client with the recipient and subject auto-filled, or copy the content to paste into your own workflow.
- If a hotel has multiple contacts, the other contacts are automatically added in CC.
- Multiple stays for the same hotel are included in a single email to minimize back-and-forth.
- The email includes transfer pickup times where relevant, and any hotel notes marked for sharing.
Send via WhatsApp
The same enquiry can be shared via WhatsApp. For “In Progress” bookings, a Sent Via WhatsApp tag is available to track which properties you have already contacted.
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Customize the Enquiry Template
Admins can customize the enquiry email subject and greeting text from Organization > Templates. Smart placeholders are supported:
{{TRIP_ID}}{{BRAND_NAME}}{{HOTEL_SUPPLIER_NAME}}{{CUSTOMER_NAME}}{{REFERENCE_ID}}
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The same greeting is used in WhatsApp sharing.
After the Enquiry
Once the hotel confirms availability, update the booking status to Booked with the confirmation details and proceed to vouchers and payments. Successful bookings automatically become part of the hotel’s booking ledger, and payment instructions can be provided with payment tracking.
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