Guest communication and check-in involves manually composing and sending pre-arrival emails, payment reminders, check-in day SMS messages, and post-stay thank the team notes to each guest.
Automation sends personalized pre-arrival emails, payment reminders, and check-in day messages automatically based on booking data, logs all communications in a central system, and reduces staff time to monitoring and handling exceptions only.
The full workflow, from trigger to completion.
A new booking is received from the reservation system or booking email. The automation is triggered with guest name, email, phone, arrival date, and room details.
The automation retrieves full guest information and booking details, including any special requests or preferences stored in the guest record.
A pre-arrival email is automatically composed using a template and sent to the guest's email address with personalized check-in instructions, WiFi details, and parking information.
If payment is due before arrival, an automated payment reminder email is sent with the invoice link and due date.
On the check-in date, an SMS reminder is automatically sent to the guest's phone with arrival instructions and parking details.
All sent communications are automatically logged in the guest's record, including timestamps and message types, creating a complete communication history.
After check-in, a thank you message is automatically sent via email requesting feedback and offering additional assistance.
Front desk staff receive a notification confirming all guest communications have been sent and the guest is expected to arrive, eliminating manual tracking.
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