Message Manager

The Message Manager allows properties to create a series of automated notifications based on set criteria. These notifications can be set to include a variety of reports and personalized messages for both internal and guest-facing uses. This is not to be confused with the Staff Messaging system, an internal instant-messaging platform.

In order to use the Message Manager, you must also have set up an email account for use with Chorum. If you haven't already, please see Email Setup before continuing. If you intend to implement internal notifications as well, you should see Distribution Groups for setup instructions as well.

To begin, access the GM Functions module, expanding the Security and Permissions folder, and selecting Message Manager from the list of menu options.

Use the New button at the top of the menu to add a blank event for setup. Otherwise, select the event you wish to modify and update the desired values. For best results we recommend filling out the column from left-to-right, then saving your work between events. See below for column definitions.

Column	Description
Select	This checkbox is generally only used when you need to delete a particular event. When checkmarked, it highlights the selected row.
System Event	This drop-down allows you to choose the type of triggering event that will be associated with this message. There are several options, each detailed in the order they appear in the below figure. Close Day Occurs during the nightly audit when the business date is closed. New Reservation Occurs when a new guest booking is saved. Reservation Cancel Occurs when a guest booking is cancelled. Guest Check Out Occurs when an guest checks out. Post to Direct Bill Occurs any time a charge or transaction is posted to a Direct Bill (City Ledger) account Rate Change on Reservation Occurs any time a guest's booked rate is changed (manually or automatically) to another rate code. Date Change on Reservation Occurs any time a guest's booked arrival or departure date changes. New Task Occurs any time a new task is generated in the Chorum Task Manager (see Task Manager for more information) Task Picked Up Occurs when a clerk in Chorum changes a task’s status to “Picked Up” Task Due Occurs when an incomplete task’s due date matches the present business date in CloudPM Task Completed Occurs when a clerk in Chorum changes a task’s status to “Completed” Close Day Alert Occurs whenever an exception (error) occurs during the audit. Room Ready Occurs whenever a vacant room’s housekeeping status is changed from “Dirty” to “Clean”, indicating it is ready for new guest check-in.
Repeat Pattern	This column is only used for Close Day events. Use the calendar icon to specify whether the event occurs daily, weekly, or monthly, and when the event occurs based on the selected frequency. For example, an event that should run on the last day of the month should run monthly on the 31st. Note that for months less than 31 days long, Chorum automatically assumes the 31st means "end of month" and will trigger as intended. Be aware weekly and monthly patterns can use multiple days throughout the event period. For example, a monthly report that should run at mid- and end-of-month would use the 15th and the 31st, respectively.
Actions	Choose either Send Email or Send Text. Your choice affects what type of message can be sent (see Document Type below). Be aware that if the event is meant to include an attachment such as a report or guest receipt, you must use the Send Email action. It should also be noted that if you plan to use the message manager for automated text messaging (using the Send Text action), it should be made apparent to guests and (or) users that they may receive automated text messages from your system, and that message and data rates may apply.
Document Type	If the Action is set to Send Email, you may choose these document types. Guest Forms Send individual guest confirmations, receipts, or cancellation notices. Group Forms Send group confirmations, receipts, or cancellation notices (this goes to the primary contact of the group). Company Forms Used for City Ledger actions. If New Invoice is selected, this will behave as if the user had clicked the Post to Direct Bill function in each valid City Ledger account. Reports Use with any compatible Chorum reports.
Document Type	If the Action is set to Send Text, you may choose these document types. Note that the receiving phone must be capable of receiving SMS messages. Message and data rates may apply at the discretion of the individual's phone provider. Guest Message Forwards the set message to the telephone number listed on the guest's booking. Hotel Message Forwards the set message to the telephone number listed for each user under the set distribution group(s).
Document/Report	This column is only available if the Action is set to Send Email. If sending an email, the options displayed in this column are based on the selected document type. Choose the option most appropriate to the type of document you intend to send. For reports, note that only those listed (including Saved Reports) may be sent by the message manager. If the report is not listed, it cannot be sent.
File Format	If the message would include a file attachment (such as a report), this column is enabled. Use the column to specify the file's format.
Stationary	This column is only available if the Action is set to Send Email. When sending an email, this allows you to choose from any templates you have built in the Message Templates menu as the message's body.
Send to Group	This column is only used with Hotel Messages or Reports. Use this drop-down to view and select any distribution group(s) that should be included in the notification when generated.
Send to Individuals	The options displayed are based on the event's Document Type (if any). Guest Forms / Guest Message This column is automatically set to Guest. Group Forms This column is automatically set to Group Contact (email only). Company Forms This column is automatically set to Account Email. Hotel Messages / Reports This column allows you to choose individual users, provided the user has been added to at least one distribution group.
Enter Message Text	Displayed on the lower half of the message manager, this box is used to write out the message included with the notification (if any). Note if a Stationary option has been selected, this section is ignored by the event.

GM Functions Overview	Learn to navigate the GM Functions module.
Email Setup	Set up and configure email for Chorum.
Distribution Groups	Set up and configure internal mailing lists for Chorum.
Message Templates	Set up and configure contextual templates for message events.
Saved Reports	Learn to setup and configure custom reports.
Staff Messaging	Learn how to send internal communications with other staff members!