Overview

The "Send Payment Link" feature has been enhanced to provide greater flexibility and control over how payment links are distributed and communicated. This update allows both internal and external users to send payment links to any recipient, including themselves, and to customize the accompanying email content.

Key Benefits

• Reduces operational workarounds and manual processes

• Minimizes risk of errors by allowing internal testing and redirection

• Enables personalized, branded communication

• Improves workflow efficiency and client trust

Feature Details

System Settings Update

• A new "Send Payment Link" checkbox is available in System Settings → Reservation Display Settings → Reservation Menu.

• Administrators can control which user types (All, Direct, Agent) see the "Send Payment Link" option in the Actions Menu.

• This option is always visible for internal users.

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Reservation System Changes

• The "Send Payment Link" menu option now redirects to a new screen, modeled after the "Send Documents" screen.

• The new screen includes:

  • To Address: Choose from existing options, with an additional "All Passengers with Email" selection.

  • From Address: Internal users can select; external users see a note that the email will be sent from the brand’s default email address.

  • Subject: Editable textbox, can be pre-populated via database rules.

  • Body: Editable HTML area, can be pre-populated via database rules. Placeholders are available for dynamic content (see below).

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Sending the Email

Users will have to go to Payment → Send Payment Link to access this screen.

Open

• The process follows standard reservation email-sending workflows.

• Email history is recorded under History → Res Messages for auditing and review.

4. Data Setup and Template Placeholders

• Default subject and body can be set using booking rules:

  • Subject: DOCS-SUBJECT-PAYMENTLINK

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  • Body: DOCS-EMAIL-PAYMENTLINK

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• Supported placeholders for dynamic content:

  • [RESNUMBER] – Reservation number

  • [BRANDNAME] – Brand name

  • [BRANDPHONE] – Brand phone number

  • [EMAIL] – User’s email address

  • [PHONEEXT] – User’s phone extension (internal only)

  • [USERNAME] – User’s name

  • [PRODUCTNAME] – Main product booked

  • [LEADPAXFIRSTNAME] / [LEADPAXLASTNAME] – Lead passenger’s name

  • [CONTACTFIRSTNAME] / [CONTACTLASTNAME] – Main contact’s name

  • [PAYMENTLINK] – Payment link URL for the reservation

Reply To RuleArea: PAYLINKREPLYTO

• Use this Booking Rule to control the reply-to email address on Send Payment Link emails.

  • The system evaluates the rule text and resolves the reply-to value using one of these supported options:

    • DEFAULTEMAIL

      • Uses the Brand default email address.

    • USEREMAIL

      • Uses the logged-in user's email address.

    • A specific email address

      • Any other value is treated as a literal reply-to email address, such as payments@company.com.

  • If no PAYLINKREPLYTO rule is found, or if the returned rule text is blank, the system falls back to the Brand default email address.

  • This rule does not change who receives the payment link email. It only controls where replies are directed.

  • To configure the rule:

    1. Select the Product menu.

    2. Select Booking Rules.

    3. Create a new rule or edit an existing rule with Rule Area PAYLINKREPLYTO.

    4. Enter one of the supported values into the Rule Text.

       1. DEFAULTEMAIL

       2. USEREMAIL

       3. Another Email Address

    5. Apply filters such as Brand, Product Code, or Customer if the rule should only apply in specific cases.

    6. Save the rule and send a test payment link email to validate the reply-to behavior.

  • Validation:

    • Open a reservation in Reservations Next.

    • Go to Payment → Send Payment Link.

    • Send a test email.

    • Select Reply on the delivered message and confirm the recipient matches the expected address from the rule.

Use Cases

• Internal staff can send payment links to themselves or any recipient for testing or forwarding.

• External users can send payment links to themselves for later forwarding to clients.

• All users can personalize the email content to align with branding and client expectations.

Expected Outcomes

• Reduced risk of sending incorrect or broken links

• Streamlined communication and workflow

• Enhanced ability to personalize client interactions

Related Links

• https://softrip.atlassian.net/browse/SSM-12074

This article is designed for easy copy-paste into Confluence and avoids client-specific references. If you need a more detailed breakdown or additional formatting, let me know!