Automations

What Are Automations?

Automations let your property run tasks automatically, without any manual effort. You can send guest messages, email reports, perform check-ins, and more — all triggered on a schedule or by a reservation event.

Every automation is built from two parts:

• Action — What the system does. For example: send an SMS, email a report, or auto check-in a guest.

• Trigger — When it happens. For example: daily at 9 AM, immediately after checkout, or 3 days before arrival.

Getting There

1. Management — In the left-hand navigation, click Management.

2. Automations tab — Select the Automations tab across the top of the page.

The Automations List

The main screen shows a table of all your configured automations. Here’s what each column tells you:

Column	What It Shows
Automation	The automation’s name and an icon for the action type.
Next Scheduled Run	When the automation will next fire (schedule-based triggers only).
Triggers	The attached trigger(s), shown as badges.
Status	Green tick = active \| Grey = disabled.

Tip

Use the Smart Search bar at the top to quickly find automations by name or trigger. The list is paginated and sortable by column.

Actions Directory

The Actions Directory shows everything an automation can do. You’ll find the Actions Directory card at the top of the Automations page.

Currently Available

Action Type	What It Does
Check-In	Automates guest check-ins at a scheduled time — ideal for self-check-in properties.
Run & Email a Report	Runs a saved report on a schedule and emails it to chosen recipients. Supports To, CC, and BCC fields.
Send SMS	Sends a text message to a guest or staff number. Supports dynamic merge fields. 150-character limit.
Send Email	Sends a templated email automatically to guests or custom recipients, with merge field support.
Send Webhook	Posts data to an external system or third-party integration — ideal for connecting GuestPoint to other platforms.
Send Payment Request	Sends a payment request to a guest — useful for collecting deposits, outstanding balances, or additional charges.

Triggers

Triggers control when an automation runs. They are reusable — a single trigger can be shared across multiple automations. You’ll find the Triggers card at the top of the Automations page where you can manage your full trigger library.

Note

Triggers that are currently in use by at least one automation cannot be deleted (the Delete button will be greyed out). To delete a trigger, unassign it from all automations first.

The Three Trigger Types

Schedule

Runs at a recurring date and time.

• Every day at a specific time

• Specific day of the month

• Specific day(s) of the week

• Every last day of the month

After an Event

Fires a set number of days after a reservation event.

• After Arrival

• After New Booking

• After Booking Modification

• After Booking Cancellation

• After No Show

• After Departure

• Immediately After Checkout

Before an Event

Fires a set number of days before a reservation event.

• Before Arrival — ideal for pre-arrival communications and reminders.

How to Create a New Trigger

1. On the Triggers page, click + New Trigger.

2. Select a Trigger Type (Schedule, After an Event, or Before an Event).

3. Enter a clear Trigger Name — for example, Daily at 9:05 AM or 3 Days Before Arrival.

4. Configure the criteria (frequency/time for Schedule; event type and day offset for Event-based triggers).

5. Click Save Changes.

Creating a New Automation

1. From the Automations list, click + New Automation (top right).

2. Complete the three-step setup: Add Details → Add Action → Triggers.

3. Set the Enable toggle to active or paused.

4. Click Save.

Step 1 — Add Details

Give your automation a clear, descriptive title that describes both the action and the timing.

Good examples: Post-Checkout Guest SMS, Daily Cancelled Bookings Report – 9:05 AM, or Pre-Arrival Email – 3 Days Before.

Step 2 — Add Action

Select an Action Type from the dropdown. The configuration fields will update to match your selection.

Action Type	Key Configuration Fields	Things to Know
Run & Email a Report	Report Name, Report Filters (date range), To / CC / BCC email addresses	Choose from your saved reports.
Send SMS	Template Name, Send To, Message body	150-character limit. Use Insert Field for merge tags.
Send Email	Template Name, To / CC / BCC recipients	Supports merge fields for personalisation.
Check-In	Scheduled check-in time criteria	Great for self-check-in properties.
Send Webhook	Endpoint URL and data payload	Ideal for third-party integrations.
Send Payment Request	Payment amount, guest details	Collect deposits, balances, or additional charges.

Send SMS — Send To Options

When you select Send SMS, you’ll see the SMS Setup section with a Send To field. Choose who receives the message:

• Guest Phone Number — Sends to the phone number on the guest’s reservation.

• Property Phone Number — Sends to the property’s registered phone number.

• Custom Phone Number — Enter a specific number and click + Add Phone No.

Tip

Use the Insert Field dropdown when writing SMS or Email messages to add dynamic merge tags like «FirstName», booking dates, or reservation details. This personalises each message automatically.

Step 3 — Triggers

Click Add Trigger and choose from two options:

• Use Existing Trigger — Pick from your saved trigger library (recommended to avoid duplication).

• Create New Trigger — Build a new trigger inline without leaving the automation editor.

You can add multiple triggers to a single automation if needed.

Editing an Existing Automation

Click any automation’s name or its Edit button to open the editor. You’ll see two tabs:

Tab	What You Can Do
Details	Edit the title, action settings, and triggers. Toggle individual triggers on or off. Enable or disable the whole automation.
View Logs	See run history — Status (Successful / Failed), Last Run timestamp, and error messages. Filterable by date range.

Duplicating: Use the Duplicate button (top right of the editor) to copy an automation and then modify it.

Important

To permanently remove an automation, click the red Delete Automation button at the bottom left of the editor. This action cannot be undone.

View Logs

Click View Logs on the main Automations list page to see a consolidated run history across all automations. This is useful for quickly monitoring the overall health of your automation setup.

Tips & Best Practices

Reuse triggers — A single “Daily at 9:05 AM” trigger can power many automations. Build a clean trigger library and reuse wherever possible.

Name everything clearly — Use names that describe both the action and timing so your whole team can understand the setup at a glance.

Personalise communications — Always use merge fields like «FirstName» in SMS and Email actions so messages feel personal, not automated.

Check logs regularly — A quick look at View Logs will surface any failed automations before they become a recurring issue.

Disable, don’t delete — If you need to pause an automation, use the Enable toggle. Deleting removes the configuration permanently.

Test before go-live — Create new automations in a disabled state, verify all settings, then enable once you’re confident everything is correct.