Pilot: Understanding the Owner Contract Renewal Alert agent

The Owner Contract Renewal Alert agent keeps you ahead of expiring owner management contracts by scanning contract documents weekly for upcoming expirations and automatically taking action before contracts slip through.

Unlike read-only agents, this tool takes direct action in your Guesty account by sending real owner communications and creating administration tasks. It does not create, edit, or remove contracts themselves.

Limitations

• Document dependency: Only owners with at least one contract-type document attached to their profile are included in the account-wide scan.
• Automatic action routing: You cannot manually choose between an email or task action — the output is strictly determined by whether an existing inbox conversation exists with the owner.
• Large account processing duration: Accounts with many owners and extensive contract histories may experience longer run times as each record is analyzed individually.

Understand the Owner Contract Renewal Alert agent

The Owner Contract Renewal Alert agent runs automatically once a week on a fixed schedule. The agent reads your existing owner and contract data, requiring no initial setup or inputs.

During each run, the agent does the following:

1. Scans every owner profile and contract document account-wide for upcoming expirations within the notice window.
2. Checks for an existing conversation thread with the owner in your Guesty inbox.
3. Sends a renewal reminder email through the existing conversation thread, OR creates a follow-up Administration task for your team if no prior conversation exists.
4. Marks the contract as notified to prevent duplicate outreach on future scheduled or manual runs.

Run the Owner Contract Renewal Alert agent manually

In addition to the scheduled weekly run, you can trigger an on-demand check at any time from the Agents hub and optionally adjust the notice window (1 to 12 months before expiration; default is 3 months).

Step by step:

1. Sign in to your Guesty account.
2. In the side navigation menu, select Agents hub.
3. At the top, select the Owner Relations tab.
4. Click the Owner Contract Renewal Alert tile.
5. (Optional) Configure the desired notice window duration (1–12 months).
6. Under "When it runs", click Run now.

Review the results and status of the run in the activity feed.

Review the activity feed

Follow the steps below to review your activity feed.

Step by step:

1. Sign in to your Guesty account.
2. In the side navigation menu, select Agents hub.
3. In the left submenu, select Agent activity.
4. Click the relevant row with the agent's name to review the report details in the right-side panel.

Understand the report status and details

Each run returns a summary of actions taken across your account:

• Owners scanned: The total number of owner profiles checked during the run.
• Renewal emails sent: Contracts where an existing inbox conversation was found and an automated reminder email was sent.
• Fallback tasks created: Contracts where no existing conversation was found, resulting in an Administration task for direct team outreach.
• Already notified (skipped): Contracts previously handled in prior runs; no duplicate outreach was generated.
• Send/create failed: Contracts where outreach failed due to temporary system issues. These records are not marked as notified and automatically retry during the next run.

Review and act on flagged items

Check the generated activity report to track delivered outreach and follow up on created tasks.

Filter created Administration tasks to assign owner follow-ups to relevant team members, ensuring direct communication is initiated for owners without active inbox conversations.

Learn more in our help center articles:

• Managing documents related to an owner
• Communicating with users using the Owners Inbox