Automated check-in and check-out instructions

Purpose

1.1. Automate the delivery of check-in and check-out instructions to guests for cottages, streamlining communications and enhancing the guest journey across multiple touchpoints and channels.
1.2. Ensure instructions are consistently delivered, error-free, timed to bookings or payment confirmations, and tailored to each guest automatically.
1.3. Automate compliance with corporate standards and branding, minimizing manual work for staff and reducing costly errors or omissions.
1.4. Centralize auditing to document communication history for regulatory or service improvement purposes.

Trigger Conditions

2.1. Automated trigger upon reservation confirmation via booking engine or PMS.
2.2. Automatedly initiated when full payment is received or security deposit is processed.
2.3. Automated reminders 24–48 hours before scheduled check-in and check-out times.
2.4. Triggered by guest completing online check-in form or ID verification process.

Platform Variants

3.1. Twilio SMS
- Feature/Setting: Automate SMS delivery using Messaging API; configure workflow to send templated instructions to guest’s mobile upon booking completion.
3.2. SendGrid
- Feature/Setting: Automate transactional email via API; set templates for pre-arrival and departure details using dynamic fields.
3.3. WhatsApp Business API
- Feature/Setting: Automate WhatsApp messaging using pre-approved templates; configure triggers based on reservation system updates.
3.4. Mailgun
- Feature/Setting: Automate programmatic emails for detailed instructions, integrating with booking events.
3.5. Slack
- Feature/Setting: Automator posts guest communication status updates to operations channels.
3.6. Microsoft Teams
- Feature/Setting: Automated notifications to support teams for escalations or exceptions in check-in/out.
3.7. Salesforce Service Cloud
- Feature/Setting: Automate tasks and guest follow-ups using Flow Builder; trigger communications using Email/SMS integration.
3.8. Google Calendar
- Feature/Setting: Automate event creation for check-ins/check-outs; send automated calendar invites with instructions.
3.9. Outlook Calendar API
- Feature/Setting: Automate scheduled reminders by configuring push notifications tied to reservation dates.
3.10. HubSpot
- Feature/Setting: Automate marketing emails and scheduled reminders via Workflows and Contact Owner Assignment.
3.11. ActiveCampaign
- Feature/Setting: Automation recipes for guest journey, sending pre-check-in reminders and post-check-out feedback prompts.
3.12. Breezeway
- Feature/Setting: Automated task assignment and guest communication based on real-time property readiness signals.
3.13. Lodgify
- Feature/Setting: Automate guest messaging workflows triggered by reservation status changes.
3.14. Guesty
- Feature/Setting: Automated messaging center for sending check-in/out details upon booking and one day before stay.
3.15. Zoho CRM
- Feature/Setting: Automation triggers and Blueprints to manage guest communications through multi-channel workflows.
3.16. Zapier
- Feature/Setting: Automate bridging of booking system events to multiple communication apps with instant/scheduled notifications.
3.17. Aircall
- Feature/Setting: Automate outgoing calls or voicemail drops for premium service guests.
3.18. FrontApp
- Feature/Setting: Automate email/SMS composition and distribution to guests, tracking delivery.
3.19. Intercom
- Feature/Setting: Automate chat and email follow-up based on booking progress workflow.
3.20. Freshdesk
- Feature/Setting: Automated ticket generation for manual exceptions and escalation management.
3.21. Booking.com Messaging API
- Feature/Setting: Automate communication workflow for Booking.com guests upon reservation confirmation.
3.22. Airbnb API
- Feature/Setting: Automate scheduled messages and reminders pre/post-stay, auto-triggered by booking events.
3.23. Stripe
- Feature/Setting: Automator sends instructions post-payment event webhook for bookings requiring advance payment.
3.24. DocuSign
- Feature/Setting: Automate sending of e-signed rental agreements and attach check-in details post-signature.
3.25. Google Sheets
- Feature/Setting: Automated data logging of communication sent status for audit and compliance.

Benefits

4.1. Automates repeatable guest communication tasks, raising consistency and reducing manual intervention.
4.2. Enhances guest satisfaction with timely, accurate, automated information delivery.
4.3. Reduces staff workload, errors, and costs with automation of instructions for all guests.
4.4. Increases compliance, record keeping, and data availability through automation logs and tracking.
4.5. Automating the flow ensures every guest receives the right instructions at the right time, without exception.