Cloudbeds Guest Experience Automated Messages - Everything You Need to Know

Lorena Pamplona

Updated July 10, 2026 14:06

Automated messaging delivers a message to multiple guests automatically based on reservation dates and events, such as arrival/departure date, reservation updates, digital registration, check-in, check-out, and room readiness. It can also be used to notify internal staff and operational teams using custom email addresses or phone numbers.

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Room Is Ready automated messages: This event requires Cloudbeds Guest Experience and the Cloudbeds Housekeeping module. It allows properties to notify guests automatically when their assigned room is ready for check-in.

Automated Messages Overview

Access the Automation page
Select Automated Messages under Guest Experiences

All the automations created will be displayed in the main board as follows:

Check below everything you can do through the Automation Board:

1 - Create an automated message

Click on New Automated Message
Add the Title of the Automated Message (not seen by the guest)
Select the Recipient Type (multiple options based on the day of arrival/departure and reservation or operational events, including Room Is Ready)
Add a Filter Condition (if any)
Schedule when the message runs. For the Room Is Ready event, configure the Earliest Send Time
Select Days when the message runs
Choose Run Time
Select which Automations you want to set for this message:
- Enable Multi-Reservation Messaging - Send guests an automated message for each reservation they have. (Recommended only for Pre-Arrival Messaging).
- Enable Missed Messages - Immediately send this message if a reservation is created after the scheduled date and time.
- Send a message per room: Automated messages will be sent based on each room's arrival date, departure date, and status within a multi-room reservation. This ensures that messages are appropriately timed for each guest's stay.
- Only send to Primary Guests: Automated messages are sent exclusively to the primary guest assigned to the reservation, excluding secondary guests.
Click to add more Automation Types:
Type the automated message
Save

Filter Conditions

Filter conditions are a set of rules that apply to a particular automated message, specifying which recipients should receive it. Multiple conditions can be included, find some examples below:

You can configure a message to be sent exclusively to reservations that are booked for a particular room number or room name:
You can select the channel collect payment type as a condition to this automated message:
You can also choose to send an automated message based on the reservation status:
You can select Housekeeping Room Inspection as a recipient type to trigger automations based on housekeeping status changes (Housekeeping Module required). This is especially useful for automating inspection workflows after rooms are cleaned.
- This event only triggers for unoccupied rooms.
You can select Room Is Ready as a recipient type to notify guests automatically when their assigned room is available for check-in (Cloudbeds Guest Experience and the Housekeeping module are required).
- The guest's arrival date must have been reached.
- A room must be assigned to the reservation.
- No guest can be currently checked into the assigned room.
- The room must be marked Vacant & Clean or Vacant & Inspected in Housekeeping.

Recipient Type - Room Is Ready

Use the Room Is Ready recipient type to send a guest-facing automated message when the room assigned to the reservation becomes ready for check-in.

The automation is triggered only when all of the following conditions are met:

The reservation's arrival date has been reached.
A room is assigned to the reservation.
No guest is currently checked into the assigned room.
The assigned room is marked Vacant & Clean or Vacant & Inspected in Housekeeping.

Configure the Earliest Send Time

Set the earliest time at which the notification can be delivered. If the room becomes ready before that time, the message is queued and sent when the allowed sending window begins.

Example: If the room becomes ready at 3:00 AM and the Earliest Send Time is 10:00 AM, the guest receives the message at 10:00 AM.

Built-in safeguards

The notification is never sent before the reservation's arrival date.
Only one Room Is Ready notification is sent per reservation.
A message waiting for the Earliest Send Time remains queued until the configured window opens.

Note: Room Is Ready is an event-based automated message, so the Enable Missed Messages option is not available.

Why didn't the Room Is Ready message send?

Check whether any of the following applies:

The guest's arrival date has not been reached.
No room is assigned to the reservation.
A guest is currently checked into the assigned room.
The room is not marked Vacant & Clean or Vacant & Inspected.
The configured Earliest Send Time has not been reached.
A Room Is Ready notification was already sent for the reservation.

Automation Type - Message Guest

Select the Automation Type: Message Guest
Select a messaging channel if you have others enabled (e.g., SMS, Email, WhatsApp)
Add a department (guest, managers, staff, or team)
If it's a survey, select a Survey Template to add to this automated message or
Type a Message from scratch
Click to save
- There is a maximum 640-character limit on messages; it is not possible to save or send messages with more characters.
- Event-based automated messages will not have the missed messages option (e.g., Reservation Created, Checked-In, Checked-Out, Canceled, Room Is Ready, etc.)
- You can enable/disable those options at any time.

Automation Type - Create a Ticket

Select Task, Checklist, or Inspection
Fill out the form according to the selected ticket type
Click to Save

Automation Type - Notify Team Chat

Select the Automation Type - Notify Team Chat
Select the channel
Type your message
Click to create

Automation Type - Send a Message

Use the Send a Message automation type to automatically send messages to specific email addresses or phone numbers when selected automation conditions are met.

This automation type is useful for creating internal operational workflows and notifications for staff members, managers, housekeeping teams, or other departments directly within Cloudbeds.

Select the Automation Type - Send a Message
Select the messaging channel available for the message (Email or SMS)
Enter the recipient email address or SMS phone number
Type the message you want the automation to send
Click to Save

Examples of how this automation can be used:

Notify housekeeping staff when a room is checked out
Alert managers when a guest completes the check-in flow
Send SMS notifications when a room is marked clean

Note: SMS notifications require the SMS feature to be enabled for the property.

2 - Editing Options in Automated Messages (remove, edit, replicate, disable, history)

Access the menu next to the configured automated message, and you will find the options to:

Remove
Edit
Duplicate
Enable (or disable)
See History (or skip a guest from a message if you open this option)

3 - Auto-Archive Guests

Flip off the enabled switch next to Auto Archive Guest at the top of the page. This switch automatically archives guests when an automated message is sent to them.

4 - Send Automated Messages Templates in a Conversation

While in an open message or when setting up an automated message:

Select the icon
Select the template type to add into the message box
Once you insert the template variable, it will paste a link into your message box. Add more templates to the message if you wish.

5 - Activity Logs

You can access the activity logs of your scheduled automations by clicking the automation card details: