Guest email automation
Write each guest email once, never type it again
Hostibly automatically sends the three emails direct-booking guests need: a booking confirmation, check-in instructions and checkout instructions. Write each template once, then Hostibly adds the right guest and stay details for every booking.
Direct guest emails without replacing your OTA channels
Guest emails for direct bookings
Lakeview Cabin, 2 bedrooms, direct bookings
- Booking complete
Your stay at Lakeview Cabin is confirmed
SentProperty address, stay dates and arrival and departure times.
- Before check-in
Your check-in instructions
ScheduledArrival time and the instructions for entering the property.
- Before checkout
Your checkout instructions
ScheduledDeparture time and what to do before leaving the property.
Booking details: guest name, stay dates and listing information
Three email types, sent automatically
- No FeesDirect bookings go straight to your own Stripe account
- Unified calendarSee all your bookings and track cleaning tasks in one place
- UnlimitedConnect as many calendars to your listings as you want
The emails you stop typing
Every direct booking needs the same three messages. Hostibly uses the booking dates and your saved templates to send them without another round of copying and pasting.
Sent by hand
- On bookingConfirmation details copied by hand
- Before arrivalCheck-in instructions found and pasted
- Before departureCheckout instructions typed again
Written once in Hostibly
- On bookingBooking confirmation sends automatically
- Before arrivalCheck-in instructions are ready to send
- Before departureCheckout instructions are ready to send
40 direct bookings x 3 emails = 120 sends
That is forty confirmations, forty check-in instruction emails and forty checkout instruction emails, all using the details already attached to each booking.
One booking, three useful emails
The confirmation sends from the completed booking. The check-in and checkout emails follow the arrival and departure dates for that stay.
When the booking completes
Booking confirmation
Confirms the reservation and gives the guest the property, stay dates, address and arrival and departure times.
- Guest name
- Stay dates
- Address
Before check-in
Check-in instructions
Tells the guest when to arrive and includes the instructions you have prepared for entering and using the property.
- Guest name
- Arrival date
- Check-in time
Before checkout
Checkout instructions
Reminds the guest when to leave and explains how you want the property left before departure.
- Guest name
- Departure date
- Checkout time
Set up the three emails once
Customise the templates for your property, choose when the instruction emails send, and let each direct booking trigger them.
- 1
Customise the templates
Edit the subject and body for your booking confirmation, check-in instructions and checkout instructions.
- 2
Choose the timing
The confirmation sends when the booking is completed. Set the send time for the check-in and checkout instruction emails.
- 3
Let bookings send them
Each new direct booking uses its own guest, listing and stay details. Update a template whenever you need to change future emails.
Hosts who stopped re-sending wifi codes
Hostibly has made running my business a lot easier. The cleaner scheduling especially saves me a ton of time. Direct bookings have also helped me keep more repeat customers. It's nice not losing money to fees.
Daniel KingmaSuper HostWe've booked over $50k directly through our website in eight months with Hostibly. Unsurprisingly, local businesses love booking directly because our prices are better, and we offer discounts for longer stays.
BrandonProperty Manager and CohostI was a bit skeptical at first, but the setup service from Hostibly really delivered. All 14 listings were live in less than a month, and now my site genuinely reflects my brand and style.
Amy MorrisCohost
Guest email questions
Need help? Contact us here
- Does Hostibly automate my Airbnb and Vrbo guest messages?
- No. Hostibly does not answer message threads inside Airbnb or Vrbo and it does not run an AI inbox. It sends email for direct bookings: the booking confirmation, check-in instructions and checkout instructions.
- Which emails can I automate?
- Hostibly automates three guest emails: the booking confirmation, check-in instructions and checkout instructions. Each one has an editable subject and body. There is no seven-day directions email, post-stay review request or open-ended sequence builder.
- Do automated emails work for OTA bookings or only direct guests?
- They are designed for direct bookings, where Hostibly receives the guest email address with the reservation. OTA channels often keep guest communication inside their own messaging systems, so those messages stay on the channel.
- How do the emails know when to send?
- The booking confirmation is queued when the direct booking is completed. The check-in and checkout instruction emails use the arrival and departure dates on that booking, together with the send time configured in each template.
- Can I personalize each email?
- Yes. Templates can insert the guest name, booking dates, property name, address, check-in time and checkout time. You can edit each template for one listing or apply it across all your listings.
- Is guest email automation worth it for one property?
- If you take direct bookings, one property still sends the same three emails for every stay. At 30 direct bookings a year, that is 90 guest emails Hostibly can send without you copying the same details by hand. If all your bookings come through OTA channels, their own messaging tools may be the better fit.
- How much does guest email automation cost?
- It is included in your Hostibly plan. There is no per-email fee or charge per send. Start the 14 day trial and our setup team will help you prepare the three templates.
Stop typing the same email.
Start your 14 day free trial of the Team plan. No card required, and our team will help you prepare your confirmation, check-in and checkout emails.