Adding attachments, conditions, Custom Fields, and variables to your Auto Messages

While you're creating or editing an Automated Message, you can personalize your workflows by customizing certain fields within your Auto Messages.

Our guide below will cover how to utilize attachments, customizable conditions, and variables for your Auto Messages based on your needs.


Learn more about Automated Messages with our best practices and guidelines.


About Workflows and Auto Messages

A Workflow allows you to structure a series of automated actions throughout a reservation.
For each Workflow, you'll set conditions to determine which type of reservation will initiate it, as well as, create the reservation timeline by adding actions to it — such as Automated Messages.

You can easily search for any Workflow you created in the search bar on the Workflows/Reservation automation page.

An Auto Message is a type of message that you can create for specific times during a reservation's cycle, and will be automatically sent based on the conditions you sent.

For example: You can send your guest an Auto Message with the arrival instructions 12 hours before check-in, a welcome message at the time of check-in, and a thank-you message 24 hours after check-out.

You can also customize your Auto Message (by adding variables, images/videos, and hyperlinks/URL links), and
track all of the updates/changes made to your Workflows and Auto Messages via the activity log.


Reducing manual work while updating Automated Messages or adding new listings


Choosing specific listings for Auto Messages is currently supported for Pro users only.
Reservation automation messages will apply to all listings for Lite users.

You can reduce manual work by setting as many Automated Message templates as possible to apply to all of your listings.
When a new listing is added to Guesty, the template will automatically apply to it.

When creating Automated Message templates that apply to some or all of your listings, add placeholders (default variables and Custom Fields) to customize the messages to make them less general, and more relevant.

For example:
If your account contains groups of listings with exactly the same information, such as rooms in apartment buildings, set your Automated Messages to be sent per the listing’s city or tags.
New listings added to Guesty that belong to that group will automatically be applied.


Best practices for sending conditions

Sending conditions are filters that are added to Auto Message templates in order to specify what, when, and how the messages are sent.
You can add conditions while you create or edit your messages.

Sending condition example

Below are a few examples of some of the conditions and our suggested use cases:

  • Host total payout
    Create different messages for reservations with higher payouts, and offer extra services or VIP treatment.
    This helps ensure that guests are less likely to cancel and have a great experience.
  • Number of nights
    Send messages to guests with longer stays (e.g., more than seven days) to offer mid-stay cleaning services.
  • The guest provided an ETA
    • Remind guests to provide their ETA with an Auto Message before check-in
      This can help you schedule any maintenance or cleaning services needed to prepare the property before they arrive.
    • Send different check-in instructions to guests with a late check-in time


Adding variables and attachments

You can also customize your Auto Message by adding variables, images/videos, and hyperlinks (URL links).

Using variables

Variables act as a placeholder that is populated/replaced with the information from the reservation in question when the message is sent.
For example, you can add a variable that will automatically fill in the guest's full name based on the full name on the reservation.

Using attachments

To enable and add attachments to your Auto Message (like images or hyperlinks), you must change the "How should the message be sent?" field to Email.


Using Custom Fields to personalize your messages


Custom Fields are only available for Pro users.

Custom Fields can be used as an additional layer of information you can add to your Auto Messages.

These fields will contain information that can help you distinguish between different listings, and also between different reservations for the same listing.
For example, you can use Custom Fields for your automated message's sending conditions.

Learn more with our Custom Fields best practices.


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