Automating guest communication means scheduling automatic messages to be sent at key moments during the stay—such as booking confirmation, pre-check-in, post-check-out, and even loyalty campaigns. With tools like HostSync, you can easily create these automations, saving hours of work and offering a more professional and personalized experience.
🤖 What Does it Mean to Automate Guest Communication?
Automating guest communication involves using technology to send automatic messages at different stages of the customer journey—before, during, and after the stay.
Instead of manually writing each email or message, the system sends pre-configured communications, saving time and ensuring consistency.
Examples of Automatic Messages:
- Booking confirmation
- Check-in information and schedules
- Personalized welcomes
- Review request after check-out
- Loyalty campaigns with discounts
🕓 which Messages should You Automate?
✉️ 1. Booking confirmation message
As soon as the guest books, automatically send:
- Thank you for your booking
- Date summary
- Basic instructions (check-in, parking, emergency contact)
👉 Example:
“Hello [GUESTNAME], thank you for your booking at [ROOMNAME]! We look forward to your arrival on [FIRSTNIGHT]. If you have any questions, we are available via WhatsApp or email.”
🏠 2. Pre-check-in message (1 to 2 days before)
Anticipate needs and avoid surprises.
Include: arrival time, access information, parking, Wi-Fi, and online check-in link (if applicable).
👉 Example:
“Hello [GUESTNAME], your stay is approaching! You can check in online here: [LINK]. Do you need a transfer or local recommendations?”
🌟 3. Post-check-out message (review request)
Immediately after departure, automatically send a review request:
- Encourages positive reviews
- Increases visibility on OTAs and Google
- Reinforces professionalism
👉 Example:
“We hope you enjoyed your stay! Your feedback is very important to us. You can leave your review here: [LINK].”
🎁 4. Loyalty message (after 3 to 6 months)
A powerful automation to turn guests into repeat customers.
Send a personalized email with an exclusive discount code for direct booking.
👉 Example:
“Hello [GUESTNAME], we miss you! Book again directly with us and enjoy 10% off with the code WELCOME10.”
💡 This strategy increases direct bookings and reduces OTA commissions.
⚙️ how Can HostSync Help?
HostSync allows you to set up automatic messages via email or through integrations with SMS or Make.com, without technical complications.
You can create rules like:
- “Send message X 1 day before check-in”
- “Send email Y 2 hours after check-out”
- “Send loyalty email 6 months after the stay”
Additionally:
- Automatically personalize the guest’s name and dates
- Use smart variables ([FIRSTNAME], [CHECKINDATE], etc.)
- Ensure no message is forgotten
📈 What are the Benefits of Automating Communication?
- 💬 Quick and professional communication
- ⏱️ Significant time savings
- 🌟 Improved guest experience
- 🔁 More positive reviews
- 💰 Increase in direct bookings
- ❤️ Customer loyalty and return
🧭 in Short (Quick Summary)
Automating guest communication is one of the most effective ways to save time and improve the customer experience.
With HostSync, you can create automatic messages for each stage—from booking to loyalty email—and turn occasional guests into loyal customers.
❓ FAQ
🧩 how Can I Automate Messages in HostSync?
Access your HostSync dashboard → Settings (Left Menu) → Guest Management → Automated Actions. Configure the text.
🕓 when should I Send a Loyalty Message?
Ideally 3 to 6 months after check-out, with a personalized discount to encourage direct booking.
💌 Can I Customize the Message Text?
Yes! You can tailor each message to your brand’s voice and include variables like guest name, dates, and booking link.
