Top Email Campaigns to Create in Cloudbeds CRM

Building effective email campaigns can be challenging, but Cloudbeds CRM provides automation and segmentation tools to help you engage your guests at the right time. Based on years of successful campaigns, this guide outlines the top email campaigns you can create to drive engagement and bookings. Implementing these automated, one-time campaigns can enhance guest engagement, encourage direct bookings, and maximize revenue through Cloudbeds CRM.

Best Practices for Email Campaigns

• Personalize emails with the guest’s name and past stay details
• Segment your audience based on booking behavior and demographics
• Include a clear call-to-action (CTA) (e.g., "Book Now" or "Claim Your Discount")
• Limit email frequency to 3-4 per month to avoid overwhelming guests
• Use compelling subject lines to increase open rates
• Showcase exclusive, time-sensitive offers to drive urgency

Automated Campaigns

Automated email campaigns are the backbone of a successful CRM strategy. These emails are triggered based on a guest’s journey, ensuring timely and relevant communication without manual effort. At a minimum, we recommend creating at least two automated campaigns—Post-Stay and OTA Winback—to generate repeat bookings and additional revenue.

1. OTA Winback (Encourage Direct Bookings)

This campaign targets guests who previously booked through an Online Travel Agency (OTA), encouraging them to book directly with you next time. Since OTAs allow communication via their messaging systems for a limited time, this campaign is sent within 7 days post-stay.

What to Include:
☑️ Highlight the benefits of booking directly (e.g., lower rates, exclusive perks)
☑️Offer a special discount code for their next direct booking
☑️Showcase your best rate guarantee
☑️Promote unique amenities and experiences only available through direct booking

💡Segment: OTA Winback
💡Tip: Keep the email short and simple since OTAs may remove rich content from these messages.

2. Post-Departure (Encourage Loyalty & Repeat Stays)

This campaign is sent 2-3 days after check-out to thank guests for their stay, collect feedback, and incentivize a future visit.

What to Include:
☑️Express appreciation for their stay
☑️Offer a “welcome back” discount or loyalty package
☑️Include personalized recommendations based on their previous stay

💡Segment: Direct
💡Tip: Adding a discount code creates urgency and increases return bookings.

3. Qualification (Encourage Guest Loyalty)

A Qualification campaign triggers when a guest reaches a milestone, such as two or five stays. This helps foster loyalty and encourage continued visits.

What to Include:
☑️Recognize the guest’s loyalty with a personal thank you
☑️Offer a special reward (e.g., discount, room upgrade)
☑️Encourage repeat bookings

💡Segment: Repeat Guests

4. Pre-Arrival (Enhance the Guest Experience)

Pre-arrival emails set expectations and improve the guest experience. Sent 2-3 days before check-in, they provide valuable information to enhance the stay.

What to Include:
☑️A warm welcome message
☑️Personalized recommendations for activities, dining, or upgrades
☑️Early check-in or room upgrade offers

💡Segment: All Guests

One-Time Campaigns

One-time campaigns are perfect for capturing seasonal opportunities or filling rooms during slow periods. These emails are sent manually and are not triggered by guest behavior.

1. Need Periods (Fill Rooms During Slow Periods)

Use this campaign when occupancy is lower than expected compared to last year. Instead of just reducing rates, a well-timed marketing push can drive demand and bookings.

What to Include:
☑️Exclusive discounts for loyal customers
☑️Special packages or perks to encourage bookings
☑️Clear call-to-action (CTA) to book now

💡Segment: Booking Window (1-3 months)
💡Tip: Larger discounts for your most loyal guests can increase conversions.

2. Seasonal & Holiday Promotions

Create targeted seasonal emails to promote travel during key times like winter getaways, summer vacations, or spring break. Holiday-specific campaigns work well during Christmas, New Year’s, Thanksgiving, and Valentine’s Day.

What to Include:
☑️Limited-time offers for seasonal stays
☑️Highlight festive experiences at your property
☑️Create a sense of urgency with countdowns or early-bird rates

💡Segment: All Guests

3. We Miss You (Re-Engage Past Guests)

This campaign targets guests who haven’t returned in over a year. A well-crafted email can reignite their interest and bring them back.

What to Include:
☑️Personalized "We miss you!" message
☑️Offer a special returning guest discount
☑️Highlight recent upgrades or new amenities

💡Segment: Guests who stayed over a year ago with no future reservations