Customized pre-arrival information email

Purpose

1.1. Automatically send personalized pre-arrival information emails to guests booked at animal watering hole farm-stays, including directions, check-in process, contact info, pet interaction protocols, local area tips, health and safety, and add-on experiences tailored to booking details, ensuring guests are fully prepared and informed for their visit.

Trigger Conditions

2.1. New guest booking is confirmed in booking system.
2.2. Guest’s arrival date approaches (e.g., scheduled 3–7 days prior).
2.3. Manual staff trigger for resending/preparing welcome information.

Platform variants

3.1. Salesforce
• Feature/Setting: Outbound Message or Email Alert Workflow; configure flow to trigger email template on booking record “Confirmed” status.
3.2. HubSpot
• Feature/Setting: Workflow Automation; set enrollment when “Deal” or “Ticket” status equals “Booked,” then trigger “Send email” action using dynamic contact information.
3.3. Microsoft Power Automate
• Feature/Setting: Automated Flow; trigger on new row in Excel/SharePoint/Dataverse, apply personalized template, and send via Outlook/SMTP connector.
3.4. Zapier
• Feature/Setting: “New Booking” trigger (e.g., from TripAdvisor, Eventbrite, or custom app); use Gmail/Outlook/SMTP “Send Email” action with mapped fields.
3.5. Make (Integromat)
• Feature/Setting: Booking event trigger; Use “Email” or “Gmail” module and map variables from booking payload.
3.6. Google Apps Script
• Feature/Setting: Google Sheets onEdit trigger; send MailApp.sendEmail with parsed booking and pre-arrival details.
3.7. SendGrid
• Feature/Setting: Single Send API or Dynamic Templates; configure booking system to call API with merge fields for guest and stay details.
3.8. Mailchimp
• Feature/Setting: API-triggered Mailchimp Transactional Email; use guest data to send customized transactional campaign.
3.9. Twilio SendGrid
• Feature/Setting: Send API; trigger via integration when new booking is registered, use “Personalizations” for custom information.
3.10. ActiveCampaign
• Feature/Setting: Automation workflow; trigger on list add or booking tag, use personalized email series with dynamic fields.
3.11. Klaviyo
• Feature/Setting: Flow triggered by booking event synced from PMS/CRM; dynamic blocks based on stay and guest data.
3.12. Freshdesk
• Feature/Setting: Automations for ticket or contact events; send personalized outbound “pre-arrival” email on ticket creation.
3.13. Wix Automations
• Feature/Setting: Booking confirmation trigger; configure “Send Email Notification” with template variables.
3.14. Shopify Flow
• Feature/Setting: Order Created trigger; custom email action for “farm-stay experience” products using metafields for details.
3.15. WordPress + WPForms
• Feature/Setting: Form submission action hook; fire automated email via WP Mail SMTP, fill dynamic fields from submission.
3.16. Zoho CRM
• Feature/Setting: Workflow Rule; email notification with template sent when lead/status moves to “Confirmed Booking.”
3.17. Bitrix24
• Feature/Setting: Automation rule for Deals/Contacts; trigger email action on “Booked” stage with dynamic templates.
3.18. Pabbly Connect
• Feature/Setting: Event-driven workflow; fetch booking info, send email via integrated service with variables.
3.19. Booking.com API
• Feature/Setting: New reservation webhook; system receives event, sends custom email via configured SMTP/email API.
3.20. Outlook (Microsoft 365)
• Feature/Setting: Calendar event trigger (via Graph API or Power Automate); send email with guest and booking grouped data.

Benefits

4.1. Scales effortlessly no matter booking volume.
4.2. Minimizes manual errors and repetitive staff labor.
4.3. Ensures guests receive comprehensive, timely info for better preparedness and satisfaction.
4.4. Enhances guest communication consistency and brand professionalism.
4.5. Allows immediate updates and customization for changing policies, events, or offers.