Tell Owner About Special Preparations Needed for an Upcoming Booking

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 support article. We've 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: Notify Owner About Special Preparations Needed for an Upcoming Booking

Keeping your owner in the loop about special preparations for an upcoming booking is imperative! You'll want to notify your owner about special preparations for an upcoming booking prior to guest check-in. OwnerRez can do that for you with message triggers.

Using our Property Management premium feature, you can notify property owners directly using PM Owner field codes. For both of these examples, we will include both the PM Owner field codes and just regular Names, Email addresses and Phone numbers for co-hosts.

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

1. Create a Booking Template to Notify Owner About Special Preparations Needed for an Upcoming Booking
   • Notifying by Email
   • Notifying by SMS
2. Create a Trigger that Applies to a Booking to Notify Your Owner About Special Preparations Needed for an Upcoming Booking

Create a Booking Template to Notify Owner About Special Preparations Needed for an Upcoming Booking

Go to Settings > Templates to configure the message you want to send. Since this template will be used for bookings, create a "Booking" type of template.

There are two choices for the type of template you can create - email, and SMS. These are the delivery methods that will be used for your response. To send these types of templates, you'll need your owners' contact information you can send the message to. For instance, if you want to send an SMS message, you'll need your owner's cell phone number.

Notifying by Email

First, we'll create an email template, so go to Settings > Templates > Email tab > click the Create Email Template button > select the "Booking" option. This will open an email editor with some sample field codes filled in. For detailed information about how email templates and field codes work, check out the email templates overview article and field codes articles.

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

Name:

Notify Owner About Boat Rental for Upcoming Booking Email Template

{MYCOFULL}

{MYEMAIL}

{ONAME} or Property Owner Name

{OEMAIL} or Property Owner email address

Subject:

Reminder to prepare for boat rental for {BARR}-{BDEP} at {PDISPNAME}

Body:

Hi {ONAME} or Property Owner Name,

Just a reminder to prepare for the boat rental for the following {BSOURCE} booking:

{BARR} to {BDEP} at {PDISPNAME} for {BNGUEST} guests.

Thanks!

{MYFIRST}

If you're wondering what those field codes do, check out the field codes support article or use the "Preview" button on the template to take a live look.

Here's a quick preview of what the above email message looks like:

Notice how clean and personalized the content is. The subject line is dynamic to the property, and dates booked, so it will match the booking. It includes the property, booking dates, and number of guests. In other words, it looks like a hand-written manual response, even though it wasn't.

After copying and pasting the above subject and body into your template, feel free to play with the words and styles to make it your own. However, remember that we are creating a message specifically to notify your owner about special preparations, in this case, the boat rental. If this template is used for a guest, the message body would be confusing to your guest. Similarly, if you do not include the {BARR} arrival date and {BDEP} departure date field codes in either the Subject field or body of the email template, the owner will not see booking dates displayed. We also included the booking source {BSOURCE} field code to remind the owner about which listing channel the booking originated from.

Are you a co-host? Notice the use of the {ONAME} Owner Name, {OEMAIL} Owner email address, and {OCOMM} commission PM Owner field codes. If you are not using the Property Management premium feature, you can still manually enter your property owner's name and email address into the Name and Address fields.

We are now armed with a solid email notification for owners about special preparations. But what about sending an SMS message to notify owners of any special preparations?

Notifying by SMS

If you have your owners' cell phone number, let's put it to good use by notifying them about any special preparations.

Using our SMS premium feature, you can notify them directly via SMS to their cell phone. For detailed information about how SMS templates work, check out the SMS Templates and field codes support articles.

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

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

Name:

Notify Owner About Boat Rental for Upcoming Booking SMS Template

To Phone Number:

{OPHONE} or Property Owner cell phone number

Body:

{OPHONE} or Property Owner name, just a quick reminder to prepare for the boat rental for the upcoming {BSOURCE} booking with {BNGUEST} guests, {BARR} to {BDEP} at {PDISPNAME}! 🛥️

Once again, smack that Preview button to see how this looks live! SMS templates are plain text with no colors or formatting options, but you can still dress them up with personalized field codes and light-hearted emojis.

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

Not a fan of emojis? No worries, edit that part out!

You'll notice that this SMS template differs from the email template in that it is much shorter. Instead, it's a quick sentence to notify your owner about the boat rental. If you'd rather say something else - that's totally fine.

Now that we have some message templates created, it's time to configure the trigger that will send them.

Create a Trigger that Applies to a New Booking to Notify Owner About Special Preparations Needed for an Upcoming Booking

Since each trigger can only send one message template, you'll need to create a trigger for each type of message you send. Above, we crafted messages for email and SMS, so we'll need to create two triggers to send each one.

First, we'll create a trigger to send the email message. 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: 5 days Before Booking has arrived at 8:00 AM
• Conditions > Tag is > Any of > Boat Rental
• Action: Email Templates > Notify Owner About Boat Rental for Upcoming Booking Email Template

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

The Type and Event fields will make the trigger run 5 days before the guests arrive at 8:00 AM.

This trigger has the Condition of "Tags contain any of." I'll bet you were wondering how we were going to pull this trigger together with a Boat Rental! By applying a Boat Rental tag to a booking, we can notify our owner about any sort of special preparations.

You may want to add other conditions, but for now, this is enough to make our trigger send the email message to notify owners prior to the arrival of bookings that need special preparation. Check out our Tags Overview support article for other tag ideas!

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

At this point, your trigger should look like this:

Nice and simple!

These actions do exactly what they say. 

But we're not done. You created a template for an SMS message too, so now you need to create a trigger to send that.

Using the instructions above, create one more trigger with the same type, event, and conditions, but select the SMS template as your "Action" instead of email.

There is no "Phone Number on File" condition, but that's okay because the trigger won't send an SMS message if there's no phone number to send it to. If you didn't use a PM Owner field code, you manually entered your property owner's cell phone number in the Phone Number Field. The trigger will silently skip sending a message if there is no way to send it.

All done! You now have active triggers in place that will automatically notify your owners about any sort of special preparations!