Confirmations Workflow

Overview

The Confirmations module handles the processing of reservation confirmations from different booking channels and manages subsequent communications with guests. This document outlines the confirmation workflow, including email notifications, payment processing, and integration with Property Management Systems (PMS).

Confirmation Sources

Reservation confirmations are received from multiple sources:

1. Travelclick - Sends confirmation details via email to a dedicated Gustaffo inbox
2. Phobs - Makes direct HTTP requests to the Gustaffo API endpoint

Confirmation Workflow

Travelclick Confirmation Process

1. Email Reception - Travelclick sends confirmation email to dedicated inbox
2. AWS Lambda Processing - NodeJS application parses the email content
3. Data Extraction - System extracts reservation details and guest information
4. Confirmation Generation - Creates confirmation record in the system

Phobs Confirmation Process

1. API Request - Phobs sends HTTP request to Gustaffo API endpoint
2. Data Enrichment - System loads additional details via Phobs API (rates, units, etc.)
3. Context Building - Creates complete context for email template
4. Confirmation Generation - Creates confirmation record in the system

Email Notification Process

1. Template Selection - System selects appropriate email template based on:
   • Reservation type (normal vs. OTA)
   • Language preference
   • Property-specific templates
2. Payment Rule Application - Applies payment rules based on:
   • Deposit policies
   • Prepayment requirements
   • Insurance inclusion
   • Early payment discount (3% if paid 60+ days before arrival)
3. Email Delivery - Sends personalized confirmation email to guest
4. Payment Link Generation - Includes payment link when required by policies

Payment Processing

1. Apaleo Integration - When CRS ID is found in Apaleo:
   • Posts payment information to Apaleo
   • Syncs payment status between systems
2. Payment Reminders - Sends automated reminders if payment deadline approaches
3. Rate Code Mapping - Uses property-specific rate code mappings to determine payment rules

Email Variations

The system sends different types of emails based on notification type:

1. Confirmation Emails - For new reservations
2. Modification Emails - When reservation details change
3. Cancellation Emails - When reservations are cancelled
4. Payment Reminder Emails - When payment deadlines approach

Key Components

Email Template Management

Templates are managed through the CMS with support for:

• Multi-language templates
• Property-specific customization
• Dynamic content insertion
• Responsive email design

Payment Integration

The payment system provides:

• Secure payment link generation
• Multiple payment methods
• Partial payment support
• PMS synchronization
• Payment tracking and reporting

Notification Tracking

The system tracks the complete notification lifecycle:

• Email delivery status
• Email open events
• Payment status updates
• Reminder scheduling and delivery

Integration Points

The Confirmations module integrates with several other systems:

• Email Service - For sending notifications
• CMS - For template management
• Apaleo PMS - For reservation and payment synchronization
• Travelclick - For confirmation reception
• Phobs - For confirmation reception and data enrichment

Technical Implementation

The Confirmations module is implemented using:

• NotificationService - Core service for confirmation processing
• ConfirmationTemplateService - Handles template selection and rendering
• EmailSender - Manages email delivery
• PaymentService - Handles payment link generation and processing
• ConfirmationController - API endpoints for confirmation management

Security Considerations

• Secure handling of guest payment information
• Authentication for all API endpoints
• PII data protection and masking in logs
• Secure payment link generation