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 Morning of 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. Similar to the Send Departure Information to Your Channel Guest Without Contact Information support article that details how to send departure information the day before departure, you can also send departure information the morning of the guest's departure.
This scenario assumes that the guest has already provided contact information and signed a renter agreement.
By setting up an email, channel, or SMS template and trigger, you can send a Guest Morning of Departure Information message template to 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:
- Create a Booking Message Template to Send Morning of Departure Information to Channel Guest Without Contact Information
- Create a Trigger That Applies to Bookings to Send Morning of Departure Information to Channel Guest Without Contact Information
Create a Booking Message Template to Send Morning of 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 are three choices for the type of template you can create - email, channel, and SMS. These are the delivery methods that will be used for your response. To send these types of templates, the booking must have contact information you can reply to. For instance, if you want to send an SMS message as your reply, the guest must have provided a phone number with their booking. Likewise, 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.
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.
Even though we assume that the guest has already provided their contact information and signed a renter agreement in this scenario, some users and guests still prefer to keep all communications on the channel. OwnerRez directly integrates with the native messaging platforms at Vrbo, Airbnb, and Booking.com, so this is easy to set up!
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:
Morning of 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 today'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:
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 check-out time {BCHECKOUTTIME} field code as well as the property name {PDISPNAME} 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 them.
Create a Trigger That Applies to Bookings to Send Morning of Departure Information to Channel Guest Without Contact Information
You'll need to create a trigger for your channel template that we crafted above.
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: 0 days > After > Booking has departed > at 8:00 AM
- Add Condition > Listing Site is One of > Airbnb or Booking.com
- Action > Channel Template: Morning of 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 email template at a scheduled time on the day of departure at 8:00 AM.
Since we are targeting "bookings" for guests for whom we do not have contact information, so 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" targets 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 channel message the morning of their departure.
Finally, the last thing we select is the "Action" for the email template we want to send. Since this trigger is supposed to send a channel message, select the email template and be careful not to select an email or SMS template.
At this point, your trigger should look like this:
Nice and simple!
Click Save, and now you have a trigger ready to go. These actions do exactly what they say. On the day of departure at 8:00 AM, the trigger runs and sends your Guest the Morning of Departure Information Channel Template. That's it!