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Send Departure Information to Your Channel Guest Without Contact Information

Triggers give you a powerful way to communicate automatically. You can respond to guests with personalized messages or notify third parties without lifting a finger! To read more about triggers, check out our Trigger overview and Triggers - Setup & Configuration support articles. We've also created a small library of trigger examples to help get you started.

In this example, we're dealing with a booking for the following scenario:

Scenario: Send Departure Information to Channel Guest Without Contact Information

Good guest communication is essential for a positive guest experience. Clear and timely communication can greatly influence guests' perceptions and impact their reviews.

This scenario assumes that the guest has NOT provided any contact information or signed a renter agreement. Keep in mind that channels like Airbnb and Booking.com don't provide an email address (or even a phone number) for the guest. See the Ask Channel Booking Guest Without Contact Info, to Provide Contact Info and Sign Renter Agreement support article for more information on that topic.

By setting up a channel template and trigger, you can send a Guest Departure Information channel message template to channel guests. OwnerRez can do that for you with message triggers.

Here are the steps for how to set up a template and trigger for this scenario:

  1. Create a Booking Message Template to Send Departure Information to Channel Guest Without Contact Information
  2. Create a Trigger That Applies to Bookings to Send Departure Information to Channel Guest Without Contact Information

Create a Booking Message Template to Send Departure Information to Channel Guest Without Contact Information

Go to Settings > Templates to configure the "booking" template type message you want to send to your guest. 

There is only one choice for the type of template you can create - a channel template.  This is the delivery method that will be used for your message.  To send these types of templates, the booking must have contact information you can reply to. For instance, if you want to send a message on Vrbo, the booking must have come through Vrbo, to begin with, so that our system knows how to deliver your response back to the correct Vrbo thread. OwnerRez directly integrates with the native messaging platforms at Vrbo, Airbnb, and Booking.com, so this is easy to set up!

Note: Why can't you use a platform email or proxy email address like "joe.blow.12345@messages.airbnb.com" or "joe.blow.12345@messages.booking.com?" These platform/proxy email addresses aren't real. If you send messages to them, your message will be collected by the channel, stripped, re-formatted and displayed on the channel's message platform in various ways that typically don't work well for email.

For detailed information about how channel templates work, check out the Channel Templates and field codes support articles.

To create a channel template, go to Settings > Templates > Channel tab > click the Create Channel Template button > select the "Booking" option. This will open a message editor with some sample field codes filled in.

Copy and paste the following values into your new channel template.

Name:

Guest Departure Information to Channel Guest Without Contact Information Channel Template

Body:

Hi {CFIRST},

We hope you have had a relaxing stay with us at {PDISPNAME}.

As you prepare for tomorrow's {BCHECKOUTTIME} departure, be sure to check all drawers and the washer/dryer for your belongings and grab our business card to book directly with us next time.

While your experience is fresh in your mind, please take a moment to copy and paste the url below into a new tab to leave a review for us.

{BUREVIEW}

Even if it's just a few words, please let other potential guests know what to expect and about the quality of your stay at {PDISPNAME}.

Safe travels, and thank you for choosing {PDISPNAME}!

{MYFIRST}

Channel templates have a Preview button, so as you type, take a quick look at the preview window to get a sense of how the channel message will look.

Here is a quick look at how the above channel template looks in preview mode:

Guest Departure Information to Channel Guest Without Contact Information Channel Template Preview

As you can see, this message is plain (no colors, images, or rich text), but that's good because it will be sent to the guest via the channel messaging platform, and the messaging platforms don't allow anything other than plain text. 

Notice how we include instructions to "copy and paste" the plain text URL into a new tab? The channel message template converts the {BUREVIEW} field code link into plain text that can be copied and pasted by your channel booking guest to leave you a review.

Again, the channel message is dynamic to the booking by including the departure date {BDEP} field codes as well as the property name {PDISPNAME} field code. We also included the check-out time {BCHECKOUTTIME} field code. You want a concise message for the guest to read, and this does the trick!

Now we have your channel message template created, it's time to configure the trigger that will send it.

Create a Trigger That Applies to Bookings to Send Departure Information to Channel Guest Without Contact Information

Since each trigger can only send one message template, you'll need to create a trigger for each type of reply you send.  Above, we crafted a channel message, so we'll need to create the triggers to send it.

Navigate to Settings > Messaging > Triggers > and click + Create Trigger to pull up the new trigger screen.

Here is a list of all the settings the trigger needs to have:

  • Type: Scheduled Time
  • Event: 1 days > Before> Booking has departed > at 4:00 PM
  • Add Condition > Listing Site is > Only: Airbnb, Booking.com, Vrbo
  • Action > Channel Template:  Guest Departure Information to Channel Guest Without Contact Information Channel Template

Now, let's talk about what the above settings mean!

The Type and Event fields will make the trigger send your channel template at a scheduled time 1 day before the booking has departed at 4:00 PM.

Since we are targeting "bookings" for guests for whom we do not have contact information, we want to add a "Condition" to the trigger that will stop it from sending out messages for other bookings. Adding the condition of "Listing Site is > Only: Airbnb, Booking.com, Vrbo" will target our channel guests.

Keep in mind that channels like Airbnb and Booking.com don't provide an email address (or even a phone number) for the guest. See the Ask Channel Booking Guest Without Contact Info, to Provide Contact Info and Sign Renter Agreement support article for more information on that topic.

You may want to add other conditions, but for now, this is enough to make our trigger send the Guest Departure Information to Channel Guest Without Contact Information Channel Template message the evening prior to their departure.

Finally, the last thing we select is the "Action" for the channel template we want to send. Since this trigger is supposed to send a channel message, select the channel template and be careful not to select an email or SMS template.

At this point, your trigger should look like this:

Guest Departure Information to Channel Guest Without Contact Information Channel Template Trigger Example

Nice and simple!

Click Save, and now you have a trigger ready to go. These actions do exactly what they say. One day before your booking has departed at 4:00 PM, the trigger runs and sends your Guest Departure Information to Channel Guest Without Contact Information Channel Template. That's it!