Guest pre-arrival notification system

Purpose

1.1. Automate sending pre-arrival notifications to guests, residents, or clergy, enhancing hospitality, preparedness, and communication within Rectory religious housing.
1.2. Automating provision of stay information, access instructions, parking details, visitor policies, and emergency contacts before guests arrive, ensuring seamless, streamlined experience.
1.3. The automation system coordinates messaging across email, SMS, voice calls, chat apps, calendar services, and internal portals, supporting multi-channel, timely delivery and compliance with privacy requirements.

Trigger Conditions

2.1. Automated notification initiates upon reservation creation/update in booking software or property management system.
2.2. Scheduled automation activates X days/hours before the arrival date/time.
2.3. Manual automation triggered by staff via web dashboard, email, or mobile app.
2.4. API webhook receives a new booking/guest entry event, automating downstream notification.
2.5. Calendar integration auto-detects upcoming guest events, automating message generation.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Messaging API; automates SMS notifications.
• Configuration: Use the 'Messages' endpoint, set 'to', 'from', 'body', automating custom message per guest.
3.2. SendGrid
• Feature/Setting: Mail Send API for automated email notification.
• Configuration: API Key, automate SMTP integration, structure dynamic email with reservation data.
3.3. Zapier
• Feature/Setting: Multi-app automation; automates linking booking app to notification service.
• Configuration: "When new booking in [App], send message via [Platform]."
3.4. Google Calendar
• Feature/Setting: Calendar API for automated event notification.
• Configuration: Auto-invite guest, automate reminder at preset interval pre-arrival.
3.5. Microsoft Outlook
• Feature/Setting: Automated email/calendar invite using Graph API.
• Configuration: Automator sends templated message with guest details.
3.6. Slack
• Feature/Setting: Incoming Webhooks for automated channel notifications.
• Configuration: Automate guest arrival posts to a dedicated group/channel.
3.7. WhatsApp (Meta Business API)
• Feature/Setting: Template messaging automates WhatsApp notification to guest.
• Configuration: Registered template, automate recipient/contact ID.
3.8. Freshdesk
• Feature/Setting: Automated ticket/message creation for guest arrivals.
• Configuration: Add automation rule for incoming bookings, trigger message.
3.9. Mailgun
• Feature/Setting: API for automating scheduled emails.
• Configuration: Automate template send with personalisation fields.
3.10. Pusher
• Feature/Setting: Realtime notifications API for guest arrival alerts.
• Configuration: Automate payload to subscribed recipients on trigger.
3.11. HubSpot
• Feature/Setting: Automated email/info workflow for scheduled contacts.
• Configuration: Automate workflow step "Send pre-arrival notification".
3.12. Salesforce
• Feature/Setting: Process Builder/Flow for automating outgoing messages.
• Configuration: Automate guest record update triggers messaging flow.
3.13. ActiveCampaign
• Feature/Setting: Automator workflow for automated contact messaging.
• Configuration: Trigger automation on new booking contact list entry.
3.14. Constant Contact
• Feature/Setting: Automated email marketing triggers.
• Configuration: Pre-schedule campaign to automate guest messaging.
3.15. Viber
• Feature/Setting: BOT API for automated messaging.
• Configuration: Automate message to contact ID with scheduled content.
3.16. Telegram
• Feature/Setting: Bot API for automating pre-arrival notices.
• Configuration: Automate text push to guest via chat ID.
3.17. Intercom
• Feature/Setting: Automator for automated outbound conversations.
• Configuration: Auto-send event-based welcome to guest email/chat.
3.18. Discord
• Feature/Setting: Webhook automation for group notification.
• Configuration: Automate group/channel ping on new guest event.
3.19. Zoho Mail
• Feature/Setting: Automated email template rule.
• Configuration: Automate workflow to run X hours pre-arrival with guest data.
3.20. Microsoft Teams
• Feature/Setting: Automated message via Incoming Webhook/Graph API.
• Configuration: Automate resident and staff posts on pending arrival.

Benefits

4.1. Automates timely, error-free delivery of relevant arrival info to every guest.
4.2. Automator ensures all stakeholders (staff, residents, clergy) receive consistent, automated communication.
4.3. Automation enhances guest satisfaction and perceived professionalism of rectory or clergy residence.
4.4. Automated system reduces manual workload, automates staff focus on hospitality.
4.5. Automating notifications ensures improved compliance, security, and access management before guest arrival.
4.6. Automatable process enables easy customization, scalability, and traceability of guest communications.