Setting up Email Marketing in StayFi

Step by step instructions for importing contacts, creating campaigns, and setting up email automations in StayFi

Table of Contents

1. Importing Subscribers
2. Using StayFi's Pre-Built Templates
   1. Defining Brand Elements
   2. Pre-Built Automations
   3. Pre-Built Campaigns
3. Building Emails Manually (Advanced)
   1. Manually Building Automations
   2. Manually Building Campaigns

Importing Subscribers

StayFi Guests:

StayFi will prompt you to import all guests from your Guest List when first setting up the email marketing tool. If you choose not to import guests when first onboarding, you can import these at any point from the Settings page. All future guests who opt into email marketing will automatically be added to the StayFi Guests list in your email marketing subscribers.

Non-StayFi Subscribers:

You can import subscribers from any non-StayFi email lists (PMS, CRM, current email providers) into StayFi's email marketing tool by clicking Add New Subscribers on the Subscribers page and either pasting in contacts, or uploading a file.

The system will then have you identify the fields in your file, and match them to existing fields or create new fields.

Segmenting Lists

Lists can be segmented to easily select which subscribers will receive certain emails. Common ways to segment lists are by property and property group to send guests resources relevant to their stay.

To set up a segment, click View under segments, and then click the Create a New Segment button. Set up rules using any subscriber details, custom fields, or journey activity, then click Save and Preview to see which subscribers will be included in the new segment.

---

Use StayFi's Pre-built Automations and Campaign

StayFi's pre-built automations and campaigns are designed for quick and easy setup. Simply select the automation or campaign you want, personalize the content, review it, and you're ready to send in just a few clicks.

Define Your Brand Elements

When setting up an Automation or Campaign for the first time, you’ll be prompted to define your Brand Elements. This includes uploading your logo, choosing your preferred font, defining your color scheme, and providing your website and social media URLs. These settings will automatically apply to all emails you create using StayFi templates. You can preview your brand settings on the right side of the page.

Email Automations

1. On the Main tab, select one of the available Automations and click on Set Up.

2. Choose a layout for your email, then click Continue. The content remains the same across all layouts—only the design and arrangement change.

3. Edit your email content.

Your WiFi Welcome email comes pre-filled with relevant copy and content. Customize it using the email builder on the left side of the page, and preview your changes in real time on the right.

To remove a content block, simply deselect the checkbox on the top-left corner of the block. To edit a content block, expand the editor by clicking the arrow on the right side.

When you are done customizing your email, click Continue.

4. Set Up Your Delivery Settings

• Subject: The subject line of your email.

• Sender Name: The name displayed in the "From" field that recipients will see.

• Email: The portion of the sender email address before the "@" symbol.

• Domain: Select one of your verified domains to complete the sender email address.

• Reply To: Enable this checkbox if you want replies to be sent to a different email address than the one used to send the emails.

5. Activate Your Automation

Click Turn on Journey to activate your automation. Your email will be sent to all new guests as soon as they connect to WiFi.

---

Email Campaigns

1. On the Main tab, click on one of the available Campaigns.

2. Choose a layout for your email, then click Continue. The content remains the same across all layouts—only the design and arrangement change.

3. Edit your email content.

Your Newsletter comes pre-filled with relevant copy and content. Customize it using the email builder on the left side of the page, and preview your changes in real time on the right.

To remove a content block, simply deselect the checkbox on the top-left corner of the block. To edit a content block, expand the editor by clicking the arrow on the right side.

When you are done customizing your email, click Continue.

4. Set Up Your Delivery Settings

• Subject: The subject line of your email.

• Sender Name: The name displayed in the "From" field that recipients will see.

• Email: The portion of the sender email address before the "@" symbol.

• Domain: Select one of your verified domains to complete the sender email address.

• Reply To: Enable this checkbox if you want replies to be sent to a different email address than the one used to send the emails.

5. Select your recipients and send your email

Click Select Recipients and choose the lists to which you want your campaign to be sent. For the best results, we recommend selecting all your lists.

---

Set Up Automations and Campaigns Manually (Advanced)

For a fully customized experience, use the advanced manual builder to create Automations and Campaigns. This option is ideal if you want to design multi-step automations or tailor your emails to your exact preferences.

Email Automations

Email Automations let you send a series of emails to subscribers who meet certain criteria. Use these automations to send guests welcome messages, check-in during and after their stay, and remind guests to book direct for future stays.

Setting up Email Automations:

1. Go to the Automation tab and click Create an automation.
2. Select Custom Journey, name the automation and select an Automation Trigger. Select Subscriber joins the list to automatically add guests to the automation as they are added to your guest list.
3. Select which subscriber list you'd like the automation to be applied to (StayFi Guests is the default list where all guest emails collected by StayFi are imported) and click Build your journey
4. Click the (+) node under the automation trigger to add a delay, send an email, or add a condition.
   
   1. Delay: Delays the next action by a set amount of time. A 10 minute delay will pause the automation for 10 minutes before executing the next step.
   2. Email: Sends an email to subscribers in the automation. Select an existing campaign or craft a new email in this step.
   3. Condition: Adds a rule based on subscriber details or actions which allows you to take subscribers down two different paths depending on whether they follow the rule or not. This lets you send different emails based on whether subscribers have opened messages, which property they stayed at, when they first checked in, and so on.
5. Once you've designed your automation, click Turn on journey in the top right corner to send it live. Any subscribers who meet your automation trigger criteria will automatically be enrolled in the journey going forward.

 

---

Email Campaigns

 

Campaigns can be sent as one-time emails, or used as part of email automations. Pre-loaded templates and layouts, and a drag and drop interface make creating campaigns a breeze.

To set up campaigns:

1. Head to the Campaigns tab and click "Create a Campaign".
2. Name the campaign and add a Subject, Sender, and Recipient. Click "Design Email".
3. Select Use a Template, and select a template or layout to use as a starting point. Past campaigns can also be used as templates.
4. Use the drag and drop interface to design your email––full details in the video above.
5. After designing your campaign, click Preview to see how it will appear on desktop and mobile, and send yourself a test message to make sure everything looks correct.
6. Click Prepare to Send to either send the campaign immediately, or schedule it for a future time.