When your team replies to a guest from the Unified Inbox, Bookboost sends that email on your behalf. The guest receives it as normal, but the reply does not land in your own mailbox, and it does not appear in your Sent folder, because it was not sent from your mail server.
If your property needs a record of outgoing guest correspondence in Outlook, Gmail, or another mail client, Bookboost can copy every email to an address you choose using BCC.
How it works
One BCC address for your Inbox. Bookboost sets a single address for your organisation, and every email your operators send from the Unified Inbox is copied to it automatically.
The same address receives everything. If more than one mailbox feeds into your Unified Inbox, for example a front office address and a reservations address, outgoing email from all of them is copied to that one BCC address. Copies cannot be split between different mailboxes today.
Operators do not have to remember anything. The copy happens on every send. Nobody needs to add a BCC by hand, and nobody can forget to.
Guests never see the BCC address. It is a blind copy, so it is hidden from the guest and from anyone else on the email.
Copies that come back are ignored. If your BCC mailbox is one that also forwards mail into Bookboost, the copy does not reappear in the Unified Inbox and does not show up as a duplicate reply in the ticket.
Email only. BCC applies to email. Messages your team sends on other channels, such as SMS and WhatsApp, are not copied.
How to set this up?
The BCC address is configured by Bookboost, so this starts with a request rather than a setting in your account.
1. Decide which mailbox should hold the copies. Every operator's outgoing email lands in the same place, so a shared mailbox that your team already monitors is a better choice than one person's personal mailbox.
2. Contact Bookboost with that address. Open Talk to Us in the left menu, or email support@bookboost.io.
3. Once support confirms the address is in place, send a test email from the Unified Inbox and check that the copy arrives.
After the BCC address is set
Check the receiving mailbox on the first send rather than assuming it worked. You are looking for a copy of the email your operator just sent, addressed to the guest. If it is not in the inbox, check the spam folder before contacting support.
From then on, every email sent from the Unified Inbox is copied automatically, and your record builds up on its own.
What can go wrong
Symptom: the copies arrive in your spam folder. Cause: your mail provider has not seen this sender before. Fix: mark one of the copies as not spam, add the sender to your contacts, and create a filter or rule so future copies are delivered to the folder you want. This is worth doing on the first copy, before the mailbox starts filing them away.
Symptom: no copies arrive at all. Cause: usually a typo in the address, or the BCC address not being in place yet. Fix: contact support with an example of an email you sent and did not receive a copy of.
Common questions
Can the guest see that we are copying the reply somewhere?
No. It is a blind copy, so the address does not appear on the email the guest receives.
Will the copies clutter up our Bookboost tickets?
No. If the mailbox you nominate is also one that forwards mail into Bookboost, the copy is filtered out, so it does not come back as an incoming message or a duplicate reply in the same ticket.
Can we set this up ourselves in the Inbox settings?
Not today. Ask support to set the address, and to change or remove it later.
Can we use a different BCC address for each of our mailboxes?
Not today. There is one BCC address per Inbox configuration, set for your organisation, so outgoing email from a front office address and a reservations address is copied to the same place.
Does this cover SMS and WhatsApp?
No. Only email.
Why do our replies not already show up in our Sent folder?
Because Bookboost sends the email on your behalf rather than through your own mail server. That is expected, and it is the gap this feature closes. The BCC copy gives you the record in your mailbox even though the send did not happen there.
Can we use it as an archive for compliance?
That is the main reason properties ask for it. The copies are ordinary emails in a mailbox you control, so your usual retention and archiving rules apply to them.
Need help? Open Talk to Us in the left menu, or email support@bookboost.io.