Automated Emails & Text Messages – GuestPoint Setup

Automated Emails & Text Messages

Automated Emails & Text Messages

Quick Answer: Go to Management → Setup → Automated Emails & Text Messages to turn on a Pre-Stay Email, Pre-Stay Text Message or Post-Stay Email for every guest.

This screen lets you send one standard message to every guest at a set time: an email and/or text message a number of days before check-in, and a thank-you email a number of days after check-out.

💡 Sending the Online Check-in Form? Use Automations instead of the Pre-Stay Email. See why below, or go straight to How to Automatically Send the Online Check In Form.

Getting there

  1. Click Management in the left-hand navigation.
  2. Open the Setup tab and select Automated Emails & Text Messages.
  3. Choose the Pre-Stay Email, Pre-Stay Text Message or Post-Stay Email tab.
GuestPoint Setup Tab with Automated Emails & Text Messages section open

Pre-Stay Email and Post-Stay Email

  1. Tick Enable Automated Pre-Stay Email (or Enable Automated Post-Stay Email).
  2. Choose the Email Type: Plaintext or HTML.
  3. Enter the From Name and Subject, and any CC or BCC addresses.
  4. Under Send Email, set how many days before check-in (Pre-Stay) or after check-out (Post-Stay) the email is sent.
  5. Attach a file if needed with Choose from folder.
  6. Write your message. Use Insert Field to add guest and booking details such as «FirstName» or «ArrivalDate».
  7. Click Save Changes.

Pre-Stay Text Message

  1. Tick Enable Automated Pre-Stay Text Message.
  2. Under Send Text, set how many days before check-in the text is sent.
  3. Write your message (up to 150 characters; the counter shows how many are left). Use Insert Field to add guest and booking details.
  4. To check it, enter your mobile number under Test Text Message and click Send test text message.
  5. Click Save Changes.
Set up SMS first. The Pre-Stay Text Message (and any Send SMS automation) only works once SMS is enabled for your property. Click Text Message Gateway Setup (bottom left of the Pre-Stay Text Message tab), choose how your texts are sent and agree to the Text Transmission Terms & Conditions. See SMS Setup for each option.
Text Message Gateway selection and Text Transmission Terms & Conditions acceptance screen

Checking what was sent

Every email and text sent from GuestPoint is logged in Message Hub (bottom left of the menu). It shows the date and time, whether each message was Delivered, the reservation number, recipient and subject, and you can click View to see the message. Use the date range and search bar to find a guest's messages.

Sending the Online Check-in Form: use Automations

The Pre-Stay Email's Insert Field list includes the Online Check-in Form Link, so it can send the form. However, Automations is the better choice for this:

Pre-Stay EmailAutomations
Skip guests who have already completed the formNo: every guest gets itYes, with the condition Online Check-In Form is False
Choose the send time of dayNo: days before check-in onlyYes, e.g. 1 day before arrival at 12pm
Number of messagesOne pre-stay email for all purposesAs many as you need, each with its own template and timing
Email and SMSSeparate tabsSend Email or Send SMS from the same place

That means you can keep your Pre-Stay Email for general welcome information, and send the check-in form in its own automation that only reaches guests who still need it. Messages from both are logged in Message Hub. See How to Automatically Send the Online Check In Form.

Moving the check-in form to Automations? Remove the Online Check-in Form Link from your Pre-Stay Email so guests don't receive the form twice.