Merlin Automated Reservation Confirmation Drafts
When an owner books a stay through Merlin Software, WebRun reads the reservation details, drafts a confirmation email in Gmail with the unit, dates, and check in instructions, and adds a staff calendar entry in Google Calendar so the front desk is ready before the owner arrives.
How do I automatically send timeshare reservation confirmations to owners?
Whenever an owner books a stay in Merlin Software, WebRun reads the reservation right away and drafts a confirmation email in Gmail with the unit, dates, and check in details. It also adds a Google Calendar entry so the front desk knows who is arriving, and a staff member reviews and sends the confirmation before the owner sees it.
- Owners get a confirmation drafted within minutes of booking, not hours
- Front desk staff see every arrival on the calendar automatically
- Nothing reaches an owner until a staff member approves it
Built for timeshare resort front desk · vacation ownership guest services · resort operations teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
easymerlin.comin a real browser with your saved login - no setup, no API keys. -
1
Merlin Software - read the new reservation
easymerlin.com
WebRun opens Merlin Software to read the new reservation. - Open Merlin Software and find reservations booked in the last hour
- Read the owner name, unit or week, points or week used, and stay dates
- Note any special requests attached to the reservation
Done when All details for the new reservation are captured.
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2
Gmail - draft the owner confirmation
gmail.com
WebRun opens Gmail to draft the owner confirmation. - Open Gmail and create a draft confirmation addressed to the owner
- Include the unit, stay dates, check in time, and what to bring
- Leave the draft unsent so a staff member can review and send it
Done when A complete confirmation draft sits in Gmail for staff review.
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3
Google Calendar - add the staff calendar entry
calendar.google.com
WebRun opens Google Calendar to add the staff calendar entry. - Open Google Calendar and create an event for the stay
- Include the owner name, unit, party size, and the Merlin reservation reference
- Invite the front desk or housekeeping staff responsible for the unit
Done when The staff calendar entry is created with full reservation details and the right people invited.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send the confirmation to the owner automatically?
No. WebRun creates a Gmail draft with every detail filled in, but a staff member has to review it and click send. The owner gets nothing until your team approves it.
Does it work for both week based and points based reservations?
Yes. WebRun reads whichever inventory type Merlin Software shows for the booking, week or points, and includes it in both the draft and the calendar entry.
What if the unit assignment changes later?
WebRun confirms the details it read at booking time. If the unit changes afterward, rerun it or update the draft and calendar entry by hand before sending.
Related templates
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