How Automated Messages Can Help You Save Time and Effort

Tips and tricks · 5 min read · Jan 23, 2023

Effortlessly Connecting Guests and Hosts with Automated Message

Communication is key when it comes to renting a vacation rental. Clear and timely communication with guests can help ensure that they have a positive experience and that any issues or problems that arise can be quickly and effectively resolved. By keeping lines of communication open, hosts can prevent misunderstandings and confusion about the rental property, check-in and check-out process, and other aspects of the rental experience.

Good communication can also lead to positive reviews and repeat reservations. To be a successful vacation rental host, it’s important to be responsive, proactive and make sure you’re available to your guests throughout their stay.

Sending automated messages can be a great way for hosts to save time and ensure that guests have all the information they need for a comfortable and enjoyable stay.

What are automated messages and how do we use them?

Automated messages are pre-written responses that can be sent to guests at specific times or in response to certain actions. They can be used to confirm bookings, provide check-in instructions, and even remind guests of important information or upcoming events.

One of the most popular ways to send automated messages is through a channel manager, such as Bentral. Bentral is a web-based software that allows vacation rental owners to manage all of their bookings and reservations in one place. It also includes a messaging feature that allows owners to easily send automated messages to guests.

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What are the benefits of using automated notifications for vacation rental business?

There are several pros to using automated messages for vacation rental properties, including:


Automated messages can save vacation rental owners a significant amount of time by eliminating the need for constant back-and-forth communication with guests. This can free up owners to focus on other tasks, such as property maintenance and marketing.


Automated messages ensure that guests receive the same information every time, regardless of who is handling the communication. This can help to promote consistency and accuracy in the information provided to guests.


Automated messages can be sent at specific times or in response to certain actions, such as booking confirmations or check-in instructions. This can be a convenient way for guests to receive important information without having to wait for a response from the owner.

Increased efficiency

Automated messages can help increase the efficiency of the booking and check-in process, by making sure guests have all the necessary information before arriving.


Automated messages can be more cost-effective than hiring additional staff to handle communication with guests.

Better guest experience

Automated messages can help guests have a better experience by providing them with all the necessary information in a timely manner, this can help guests feel more prepared and taken care of.


Automated messages can be personalized to include information specific to the property and the guest’s stay. This can help guests feel more connected to the property and the owner.

Which messages to send to guests and when?

There are several key times when a vacation rental host should send automated messages to guests who have confirmed a reservation:

Confirmation of reservation

As soon as a guest confirms a reservation, the host should send a message to confirm the booking and provide any necessary information about the property, such as check-in and check-out times, parking instructions, and key code.

Reminder before check-in

A few days before the guest’s check-in date, the host should send a reminder message to provide any last-minute information or instructions, such as details on how to access the property or information about nearby amenities.

Check-in instructions

On the day of check-in, the host should send a message with detailed check-in instructions, such as the location of the key and any other information guests need to know to access the property.

Mid-stay check-in

During the guest’s stay, hosts can send a message asking if everything is going well and if there is anything they need. This can help hosts to address any issues guests might have and ensure that they are comfortable and enjoying their stay.

Reminder before check-out

A day before check-out, the host should send a reminder message with instructions for checking out, such as where to leave the keys and any other important information.

Follow-up after check-out

After the guest has checked out, the host should send a follow-up message to ask for feedback on the stay and to thank the guest for choosing their property. It’s important to note that not all guests want to be messaged during their stay, so it’s essential to respect the guest’s preferences when it comes to messaging.

What NOT to do when sending automated messages

When sending automated messages for vacation rental properties, there are a few things to avoid in order to ensure that guests have a positive experience:

Sending too many messages

Avoid sending too many automated messages to guests as it can be overwhelming and can make guests feel like they are being bombarded with information. Limit the number of messages sent and only send them when necessary.

Sending irrelevant information

Avoid sending automated messages that contain irrelevant information or that are not directly related to the guest’s stay. This can be confusing and can make guests less likely to read or pay attention to the message.

Being impersonal

Avoid using generic, impersonal language in your automated messages. Personalizing your messages, such as using the guest’s name, can help guests feel more connected to the property and the host.

Sending messages at inappropriate times

Avoid sending automated messages at inappropriate times, such as late at night or early in the morning. This can be disruptive and can make guests feel like their privacy is being invaded.

Automated messages with errors

Avoid sending automated messages with errors or inaccuracies. This can be confusing and can make guests less likely to trust the information provided.

Being too formal

Avoid sending automated messages that are too formal, it can make guests feel distant from the host.

By avoiding these common mistakes, hosts can ensure that their automated messages are well-received and that guests have a positive experience.

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