Article Summary: This tutorial explains how to easily customize your automated guest communications based on the specific type of accommodation booked within Reservit. You will learn how to draft unique arrival and departure instructions for individual unit categories and dynamically insert them into your automated pre-stay or post-stay emails. If a guest receives the instructions or door code of another room, simply correct the arrival instructions of the booked accommodation type. By personalizing these messages, you ensure each guest receives exactly the information they need for their specific rental, instantly elevating their overall booking experience.
The 5 key steps to customize your guest communications:
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Access Room Categories: Navigate to the "Management of my property" menu and open your room or unit categories to edit a specific accommodation type.
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Write Unit-Specific Instructions: Open the "Display & Services" tab and enter the unique arrival and departure instructions for that selected unit.
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Configure Stay Emails: Go to your email configuration settings and select the specific client stay email (such as a pre-arrival message) you wish to update.
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Insert Dynamic Tags: Use the email editor to search for and insert the "instruction" tags, placing them exactly where you want them in your email layout.
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Save and Automate: Save your newly updated email template to automatically send personalized, unit-specific information to your future guests without any manual effort.
Why follow this guide? Setting up targeted, dynamic communication automates the delivery of critical check-in details, completely eliminating the need to manually message guests based on what they booked. This guide saves you valuable administrative time and prevents logistical errors, ensuring every guest receives the right instructions at exactly the right moment.
1. Click "Management of my property"
2. Then click Rooms (the name may differ depending on your property, e.g. My Units).
3. In the ROOM CATEGORIES tile, click GO TO PAGE.
4. Select the unit type for which you want to provide arrival or departure information, then click the pencil icon to edit.
5. Under Optional settings, click DISPLAY & SERVICES.
6. You will then see two fields: Arrival instructions and Departure instructions.
7. Click the pencil icon of each field, write your instructions in each language (FR, EN… tabs), then click Validate.
8. Click SAVE.
Tip: Arrival and departure instruction tags are available for guest stay emails and booking confirmation emails.
Your guest received the instructions or door code of another room? Instructions are sent based on the accommodation type booked, not on the physical room. Open the type booked by the guest and correct the Arrival Instructions text (steps 4 to 8). The next emails will be sent with the right text.
Note: all rooms of the same type receive the same instructions. So do not enter a room number or a door code that applies to a single room. To send each guest the code of their own room, complete online check-in (web check-in) solutions by room are available: contact our sales team to activate them. See also How do I set up online check-in for my reservations?
Assign these messages to your Confirmation, Pre-Stay, and Post-Stay Emails
9. Click "Management of my property"
10. Then click Configuring my emails.
11. In the CLIENT STAY EMAILS tile, click GO TO PAGE.
12. Open Email before stay (for arrival instructions) or Email after stay (for departure instructions).
13. To the right of the email body, type instruction in the Tag email body search. You will find Arrival instructions {#checkin_instruction} and Departure instructions {#checkout_instruction}.
14. Click on the tag to insert it. By default, it will appear at the bottom of the email. You can then move it by copying and pasting the text.
15. Click SAVE. That's it! Your guests will now receive information specific to the type of unit they've booked.
