Except for direct bookings, you may receive some, but not all, of a guest's contact information from listing channels (e.g., Booking.com), and you may want to ask them to sign your rental agreement. Follow these instructions to automatically request that guests sign your rental agreement using OwnerRez templates and triggers.
Airbnb guests. Airbnb doesn't allow hosts to ask Airbnb guests to sign a rental agreement unless a law, a homeowners association (HOA) or building rule, or your insurance provider requires one, or it covers an optional amenity, a stay of 28 nights or more, or a Luxe listing. You can ask for contact details only when a law or HOA rule requires them or the guest is signing an allowed rental agreement. The triggers below leave out Airbnb. If a property has an Airbnb exception, see Rental Agreement Rules. To check which properties ask each source's guests to sign, use Booking Requirements.
Check out our Template and Trigger Examples support article for other guest messaging ideas.
Important: Don't use platform proxy emails, such as "joe12345@messages.booking.com"—these aren't real addresses and don't reliably work for direct communication. Instead, consider using OwnerRez's in-app channel messaging for Booking.com and Vrbo.
Email Template and Trigger
Create an email template by navigating to Settings > Templates > Email tab > click the Create Email Template button > select the "Booking" option. Copy and paste the following values into your new Email template. Or simply click on the +Add Template to My Account.
Name:
Request Rental Agreement for Channel Bookings
From Name:
{MYCOFULL}
From Address:
{MYEMAIL}
To Name:
{CFULL}
To Address:
{CEMAIL}
Subject:
{PDISPNAME} Rental Agreement to Complete
Body:
Hi {CFIRST},
Thanks for booking {PDISPNAME}!
I have entered your {BSOURCE} booking into our main booking system.
Please take a minute to click on the following link to share your contact information and to complete our rental agreement.
e-Signature form for Booking # {BID}
If the above link does not work, please copy and paste the URL below to access the Rental Agreement for signature.
{BUFIXUP}
If you could take care of this ASAP, that would complete your booking for {PDISPNAME}.
Talk to you soon, and thanks for choosing {PDISPNAME}!
{MYFIRST}
Create a trigger to send your email message by navigating to Settings > Messaging > Triggers > and clicking + Create Trigger to pull up the new trigger screen. Or simply click on the +Add Trigger to My Account.
Event:
As soon as booking is created
Conditions:
Source is one of Vrbo or Booking.com Rental Agreement Signed Status is No
Action:
Request Rental Agreement for Channel Bookings via Email
Event:
As soon as booking is created
Conditions:
Source is one of Vrbo or Booking.com Rental Agreement Signed Status is No
Action:
Request Rental Agreement for Channel Bookings via Email
The "Rental Agreement Signed Status is No" condition only matches bookings whose property asks that source to sign a rental agreement. Which sources sign is set on each property's Rental Agreement Rules.
Channel Template and Trigger
To create a channel template, go to Settings > Templates > Channel tab > click the Create Channel Template button > select the "Booking" option. Copy and paste the following values into your new Channel template. Or simply click on the +Add Template to My Account.
Name:
Request Channel Guest Sign Rental Agreement
Body:
Hi {CFIRST},
Thanks for booking {PDISPNAME}!
I have entered your {BSOURCE} booking into our main booking system.
Please take a minute to click on the following link to share your contact information and to complete our rental agreement.
{BUFIXUP}
If the above link does not work, please copy and paste the URL below to access the Rental Agreement for signature.
{BUFIXUP}
If you could take care of this ASAP, that would complete your booking for {PDISPNAME}.
Talk to you soon, and thanks for choosing {PDISPNAME}!
{MYFIRST}
Channel template preview:
Create a trigger to send your channel message by navigating to Settings > Messaging > Triggers > and clicking + Create Trigger to pull up the new trigger screen. Or simply click on the +Add Trigger to My Account.
Event:
As soon as booking is created
Conditions:
Source is one of Vrbo or Booking.com Rental Agreement Signed Status is No
Action:
Request Channel Guest Sign Rental Agreement via Channel Message
The "Rental Agreement Signed Status is No" condition only matches bookings whose property asks that source to sign a rental agreement. Which sources sign is set on each property's Rental Agreement Rules.
To create an SMS template, go to Settings > Templates > SMS tab > click the Create SMS Template button > select the "Booking" option. Copy and paste the following values into your new SMS template. Or simply click on the +Add Template to My Account.
Name:
Channel Guest Rental Agreement Notification
To:
{CPHONE}
Body:
Hi {CFIRST}, I got your {PDISPNAME} booking in our system, and I sent you an email. Let me know if you don't get it. Thanks, and we'll talk soon! ☕
SMS template preview:
Create a trigger to send your SMS message by navigating to Settings > Messaging > Triggers > and clicking + Create Trigger to pull up the new trigger screen. Or simply click on the +Add Trigger to My Account.
Event:
As soon as booking is created
Conditions:
Source is one of Vrbo or Booking.com Rental Agreement Signed Status is No
Action:
Channel Guest Rental Agreement Notification via SMS
The "Rental Agreement Signed Status is No" condition only matches bookings whose property asks that source to sign a rental agreement. Which sources sign is set on each property's Rental Agreement Rules.
Variations
Each trigger sends only one message template. How you configure your trigger gives you a lot of flexibility in guest communication.
Your email, channel, and SMS trigger options all share these common settings:
Type:
Immediate
Event:
Booking > As soon as booking is created
Condition:
Rental Agreement Signed Status is No
Then configure based on your contact information collection:
- Without guest contact information (Booking.com, etc.)
- Condition: Listing Site is one of > Booking.com
- Action: Send "Request Guest Sign Rental Agreement" channel message template
- Airbnb guests under an Airbnb exception: Only send this message for properties with an Airbnb exception. Add a Property condition listing those properties, and don't ask for contact details beyond what the exception needs.
- With guest contact information (Vrbo):
- Conditions:
- Listing Site is one of > Vrbo
- Email Address on File Status is one of > Has real email address if sending an email template
- Phone Number on File Status is one of > Yes if sending SMS template
- Action: Send "Request Guest Sign Rental Agreement" email or SMS template
- Conditions: