Creating scheduled messages to send to guests automatically can greatly streamline your hosting process, saving you time and ensuring that your guests are always well-informed about check-in and check-out procedures, as well as how to utilize your amenities effectively.
To begin, you’ll want to choose a platform or service that allows you to schedule messages as Airbnb Message Automation. Many property management systems (PMS) and vacation rental platforms offer built-in features for scheduling messages, or you can use third-party tools or automation software.
Creating scheduled messages to send to guests automatically is a valuable tool for hosts looking to streamline their operations and provide a positive experience for their guests. By taking the time to set up and customize your messages effectively, you can save time, reduce the risk of miscommunication, and ensure that your guests have everything they need for a seamless stay.
Contents
Personalizing Templates with Shortcodes
Leveraging Shortcodes for Tailored Messaging
In the realm of hospitality, the ability to personalize communication is paramount. Shortcodes emerge as invaluable tools in this endeavor, serving as dynamic placeholders that seamlessly integrate guest, reservation, and listing particulars into your messages. Accessible via a user-friendly drop-down menu within your message composition interface, shortcodes empower you to infuse each communication with a personalized touch.
Ensuring Seamless Integration
Shortcodes are placeholders that allow you to personalize messages with specific guest information. These can save time and ensure that each message feels tailored to the individual guest. Here are some common shortcodes:
- Guest’s first name
- Guest’s last name
- Guest’s phone number
- Check-in date
- Check-in time
- Checkout date
- Checkout time
- Total trip price
- Average nightly price
- Cleaning fee
- Listing name
- Listing address
- Listing city
- Wi-Fi name
- Wi-Fi password
- Confirmation code
- Directions
- Check-in Instructions
- House Rules
- House Manual
- Guidebook
- Getting around
- Guest Access
- Guest Interaction
- Guest city
- Guest country
- Neighborhood
- Number of guests
- Number of nights
- Number of bathrooms
- Number of bedrooms
- Number of beds
- Primary host first name
- Primary host last name
By using these shortcodes, you can easily insert relevant guest details into your messages, making them more personalized and informative. These shortcode are usually use in email marketing software such as Mailchimp or Hubspot to mention the most famous ones.
Remember, you have the flexibility to customize messages or send them manually if needed. This ensures that you can adapt your communication strategy to best suit your guests’ needs and preferences.
Scheduled Messaging
Common Use Cases
Scheduled messaging, coupled with the versatility of shortcodes, offers a plethora of practical applications. Noteworthy scenarios where the synergistic interplay of these features proves invaluable include:
Expressing Gratitude Post-Booking
A personalized thank-you message serves as a gracious gesture to guests upon confirming their reservation. By integrating shortcodes to dynamically populate guest-specific details, such as their first name, you can craft a warm and welcoming communication that sets the tone for their upcoming stay.
Sending a thank you message shortly after booking
Dear [Guest First Name],
Thank you for confirming your reservation. I am excited to welcome you on [Check-in Date] on or after our check-in time, which is [Check-in Time]. As a reminder, here are our house rules: [House Rules].
Sending a check-in reminder a couple of days before the trip starts
The listing is at [Address], and here are the directions: [Directions]. The WiFi network is called [WiFi Name], and the password is [WiFi Password]. Let me know if you need any advice about the city.
Sending a checkout reminder the morning before the trip ends
Quick reminder that checkout is tomorrow ([Checkout Date]) any time before [Checkout Time]. As a reminder, your confirmation code is [Confirmation Code].
Facilitating Seamless Check-In
Anticipating the needs of your guests, a proactive check-in reminder a few days prior to their arrival ensures a smooth transition. By incorporating pertinent details such as address, Wi-Fi credentials, and local recommendations via shortcodes, you equip guests with essential information, enhancing their overall experience.
Ensuring Effortless Checkout
Efficiency is paramount, particularly during the departure phase of a guest’s stay. A gentle reminder of the impending checkout, coupled with essential details like confirmation codes, empowers guests to conclude their visit seamlessly, fostering a positive impression of their overall stay experience.
Guest messaging automation for hotel and short term rentals: tips and suggestions
Now that you’ve mastered the art of automating your messages, let’s delve into the essential guest messaging automation templates that every host should have in their arsenal.
Booking Confirmation Message:
- Kickstart your guest relationship with a warm booking confirmation message. Keep it simple yet professional by greeting your guest, expressing gratitude for their booking, and assuring them that check-in instructions will be provided shortly.
Pre-check-in Message:
- Three days before check-in, ease your guests’ pre-trip stress by sending them vital information such as directions to your rental and check-in times.
Check-in Message:
- The check-in message is crucial. Send it a day before or on the morning of arrival, packed with essential details like check-in/out times, address and directions, key instructions, parking info, WiFi password, and house rules. Don’t forget to offer assistance for any queries they may have.
Check-up Message:
- While optional, a morning-after check-up message shows you care. Inquire about their comfort and if there’s anything you can do to enhance their stay.
Check-out Message:
- The night before check-out, remind guests of departure time and provide necessary instructions like trash disposal and key return procedures.
Post-check-out Message:
- Keep the post-stay connection alive by thanking guests for their stay and informing them of the 5-star review you’ve left for them on Airbnb. Positive reviews encourage reciprocity and boost future bookings.
Review Reminder Message:
- If a guest misses your initial review request, a gentle reminder could prompt them to leave feedback. Seize this opportunity to garner more positive reviews effortlessly.
Airbnb Message Automation empowers you to streamline guest communication effortlessly, maximizing your hosting potential.
Benefits of Hosting with a Team or Co-host for messaging
Hosting with a Team:
- Team members with guest management permissions share a common set of scheduled messages.
- All messages are sent from the team owner’s account.
- Team members can skip and edit upcoming scheduled messages.
- New templates created by any team member are available for team use.
- Previously saved messages are accessible in the team’s shared inbox.
Hosting with a Co-host:
- A co-host can access the host’s scheduled message history and upcoming message list within each conversation’s thread.
- Co-hosts have the ability to skip and edit upcoming scheduled messages.
- They can apply their own templates to the listing.
- However, co-hosts cannot view or edit the host’s templates.
Price Reduction
As part of your post-stay nurturing strategy, consider sending guests notifications regarding any discounts or promotions currently available.
For instance, if you offer weekly or monthly discounts on platforms like Airbnb, ensure your guests are informed. This approach can incentivize repeat bookings.
Utilizing email marketing effectivety is essential for enhancing the guest experience and fostering post-stay relationships. These messages, ranging from pre-check-in updates to check-out instructions, price reduction alerts, and review requests, streamline communication and improve the overall hosting and guest experience.
Conclusion: how can you use message automation for your short term rental business
In conclusion, creating scheduled messages to automatically send to guests can significantly enhance the efficiency of your hosting process. By utilizing platforms or services that offer scheduling features and leveraging tools like shortcodes for personalized messaging, hosts can save time and ensure guests receive relevant information tailored to their stay. Scheduled messaging facilitates expressing gratitude, providing check-in and checkout reminders, offering essential details, and nurturing post-stay relationships. Additionally, automating messages on platforms like Airbnb not only streamlines communication but also contributes to enhancing the overall guest experience and fostering positive reviews and future bookings. Therefore, integrating scheduled messaging into your hosting strategy is a valuable tool for optimizing operations and ensuring guest satisfaction.
