Description
Stop Sending Guests to Hunt for Your Check-In Instructions
A guest books a room, gets a confirmation email, and then spends the next week emailing you for the parking map, the house rules, or the arrival guide you meant to send. Property managers fix this by attaching files by hand, which works until you have a dozen room types and three people sending confirmations. Hotel Booking Email Attachments handles it at the source. It is an add-on for MotoPress Hotel Booking that attaches the right files to confirmed booking emails automatically, based on what the guest actually booked.
You build reusable Email Attachment posts, point each one at a file in your media library, and link them to your Accommodation Types. When a booking is confirmed, the customer’s email goes out with the matching files already attached. For documents that belong in other emails, every attachment generates a tag you can paste into any Hotel Booking email template.
Core Capabilities Overview
The Hotel Booking Email Attachments WordPress plugin is built around three ideas: reusable attachment records, per-accommodation assignment, and tag-based placement. Each solves a different problem, and you can use one or all of them.
- Reusable Email Attachment posts created from the Hotel Booking admin menu, each holding one media-library file.
- Accommodation Type assignment, where you select multiple attachment posts per room or unit type.
- Automatic delivery of those files to the confirmed customer booking email.
- Generated email tags such as %email_attachments:welcome-pack% for adding a common file to any email template.
The split matters. Room-specific material, like a floor plan for the loft suite, follows the booking automatically. General material, like a welcome pack, is placed by tag wherever you want it.
Feature Breakdown
Attachment Posts You Create Once and Reuse
Each attachment lives as its own post under the Hotel Booking menu. You give it a title, choose one file from the media library, and save. Because the file is stored as a record rather than hard-coded into a template, you can link the same attachment to as many Accommodation Types as you like. If your cancellation policy PDF applies to every room, you create it once.
When the policy changes, you replace the file in that single attachment post. Every accommodation type pointing to it picks up the change.
Multiple Attachments per Accommodation Type
An Accommodation Type is not limited to a single file. Select as many attachment posts as the room needs. A family apartment might carry a house manual, a crib and high-chair request form, and a local area guide. A single-room option might carry only the house manual. You decide per accommodation type, and the selection happens on the accommodation editing screen alongside the rest of its details.
Email Tag Keys for Global Files
Every attachment has an Email Tag key. A key like welcome-pack produces the tag %email_attachments:welcome-pack%, which you can insert into any Hotel Booking email template. This is how you attach a file that is not tied to a particular room, or send one to an email other than the confirmed customer booking message. The tag is generated for you, so there is no syntax to invent.
Duplicate Protection
Guests often book more than one unit, and different room types often share files. The plugin attaches every unique valid file once. A booking covering two accommodation types that both link the same house rules PDF produces an email with one copy of that PDF, not two. Your guest’s inbox stays tidy and the message stays lighter.
Validation of Files
Only valid files are added. If an attachment post has no usable file behind it, it is skipped rather than breaking the email.
License Key Section in Settings
The add-on has its own Email Attachments extension page inside the Hotel Booking settings. The license key goes in the License section there, which keeps configuration in the place you already manage the rest of your booking setup.
Real-World Applications
Boutique Hotels With Distinct Room Types
A small hotel with a garden suite, a standard double, and an accessible ground-floor room can give each its own material. The garden suite booking carries the terrace access instructions. The accessible room carries a detailed layout and entrance guide. Nobody on staff touches a confirmation email, and nobody gets the wrong document.
Holiday Rentals and Self Check-In Properties
Self check-in properties live or die by clear instructions. Attach the arrival guide, the Wi-Fi and appliance notes, and the waste and recycling schedule to each unit. Guests arriving late at night have everything in their inbox, already downloaded to their phone before they leave home.
Properties With Policies That Must Be Delivered
Some operators need guests to receive terms, a damage policy, or a pet agreement in writing. Linking those files to the relevant accommodation types means the document goes out with every confirmed booking for that unit. For a document that should appear in a different email, the tag handles it.
Seasonal and Event Packs
Because attachment posts are separate records, you can prepare a festival-weekend info sheet or a winter-season welcome pack ahead of time. Attach it to the accommodation types it applies to, or drop its tag into a template, and remove it when the season ends. The file itself stays in your library for next year.
How It Works Under the Hood
The add-on adds an Email Attachment post type to the Hotel Booking admin menu. Each record references a single media-library file and carries a tag key. On every Accommodation Type edit screen, a selection field lets you choose from your existing attachment records.
When a booking is confirmed, the plugin reads the accommodation types in that booking, gathers the attachments assigned to them, removes duplicates, checks that each file is valid, and adds the results to the confirmed customer booking email. That is the only email that receives accommodation-linked files automatically.
The tag route is separate. When an email template contains a tag like %email_attachments:welcome-pack%, the plugin resolves it by key and attaches the matching file to that email. The two mechanisms can coexist in the same setup, so a confirmation email can carry room-specific documents from the assignments and a shared file from a tag.
Since the plugin is released under the GPL, you are free to read the code, adapt it to your own workflow, and extend it with custom development. A developer can build on the attachment post type or adjust behavior for a particular property without negotiating terms.
Frequently Asked Questions
Which booking emails receive attachments automatically?
Files linked to Accommodation Types are added automatically to the confirmed customer booking email only. Other emails do not get them by default. If you want a file in a different message, you can place it there yourself using the attachment’s tag.
Can I add a common file to emails that are not the confirmation?
Yes. Every attachment has an Email Tag key, and that key becomes a tag such as %email_attachments:welcome-pack%. Paste it into any Hotel Booking email template and the file is attached to that email. This suits general documents like a welcome pack that are not tied to one room type.
What if a booking includes several accommodation types that share files?
Each unique valid file is attached once. If two room types in the same booking both point to the same house rules document, the guest receives a single copy. This keeps the email clean and avoids bloating it with repeats.
