Email automations
When X happens, send Y to whoever matches the conditions.
Automations are reactive rules that run without your intervention every time something happens on a reservation. Unlike campaigns, which are sent once, rules run continuously.
Rule structure
Trigger + Conditions + Template + Configuration → Email
Example:
- Trigger: reservation completed
- Conditions: new customer (first visit), party >= 4
- Template: thank you + return offer
- Configuration: send 24 h later
- Result: personalized emails without you doing anything.
Available triggers
| Trigger | When it fires | Use case |
|---|---|---|
| Reservation created | On creation (web or manual) | Confirmation, prep info |
| Reservation completed | After marking completed | Thank you, survey, review |
| Reservation cancelled | On cancellation | Reactivation offer, feedback |
| No-show | When marking no_show | Win-back with a discount |
Templates
Promotion
- Exclusive offer
- We miss you
- Dish of the week
- Special event
- Seasonal news
Reviews
- Ask for review: simple / friendly / formal / with incentive
Each template can have:
- Subject and body customized.
- Dynamic variables:
{restaurant_name},{customer_name},{booking_url},{menu_url},{reference_code},{reservation_date}. - AI generation: Gemini writes the subject + body based on your notes.
Conditions (AND filters)
The rule only fires if ALL conditions are met:
- Day of week: multi-select Mon-Sun.
- Time: HH:MM-HH:MM range.
- Party size: min-max pax.
- Reservation source: web, embed, manual, walk_in.
- New customer: yes/no (first visit).
Example: "reservation created, only Friday and Saturday, 19-22h, party 4-8, from the web, new customer".
Advanced configuration
Send delay
- Immediate (default)
- 1 / 3 / 24 / 48 h after the trigger
24 h post-completed is ideal for asking for a review - the memory is fresh but you're not invasive.
Per-customer cap
So you don't oversend: "max 2 sends in 6 months to the same customer". Useful in "we miss you" templates.
Offer code
Promotion templates accept a code (e.g. WELCOME10) that's injected, highlighted, into the email.
Quick activate / deactivate
Each rule has a green/gray toggle:
- Active: evaluated on every event.
- Paused: ignored but config is preserved.
Useful when you want to pause promotions temporarily without deleting the rule.
Pinche manages them too
With Pinche:
- "List my automations" → shows the status of each.
- "Pause the post-reservation email this week" → deactivates.
- "Reactivate the Friday offer rule" → turns it back on.
Recommended use cases
Post-reservation confirmation
- Trigger: reservation created
- Send: immediate
- Template: confirmation with details + edit link.
Review request 24 h later
- Trigger: reservation completed
- Send: 24 h
- Template: friendly review request.
Win back cancellations
- Trigger: reservation cancelled
- Send: 1 h later
- Template: exclusive offer with a code.
VIP engagement
- Trigger: reservation completed
- Condition: customer with >= 5 visits
- Template: exclusive event or perk.
Best practices
- Don't oversend: max 2-3 active rules per trigger; at least 3 days between emails to the same customer.
- Always include unsubscribe: RestaPro adds it automatically.
- Test before activating: the preview shows desktop and mobile; send one to yourself.
- Name rules meaningfully: "Welcome new Friday" > "Email 1".
- Review metrics: the send counter tells you which rules work.
Difference vs campaigns
| Automation | Campaign | |
|---|---|---|
| Trigger | Automatic event | Manual |
| Duration | Continuous | One-off |
| Reach | Every time it happens | One send |
| Example | "Thank you post-meal to everyone" | "Gala dinner on May 15th" |