Whistle Automated Messages - Everything You Need to Know

Automated messaging delivers a message to multiple guests automatically based on multiple reservation events, such as arrival/departure date, reservation updates, digital registration, etc.

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Automated Messages Overview

  1. Access the Automation automations icon.png page
  2. 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. Click on New Automated Message
  2. Add the Title of the Automated Message (not seen by the guest)
  3. Select the Recipient Type (multiple options based on the day of arrival/departure and events)
  4. Add a Filter Condition (if any)
  5. Schedule when the message runs
  6. Select Days when the message runs
  7. Choose Run Time
  8. 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:
      • Include Primary Guests if they are not assigned
      • Send Message Based on Room Status and Arrival/Departure Dates: 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.
  9. Click to add more Automation Types:
  10. Type the automated message
  11. Save

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:
  1. Select the Automation Type: Message Guest
  2. Select a messaging channel if you have others enabled (e.g., SMS, Email, WhatsApp)
  3. Add a department (guest, managers, staff, or team)
  4. If it's a survey, select a Survey Template to add to this automated message or
  5. Type a Message from scratch
  6. 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, etc.)
    • You can enable/disable those options at any time.

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

  1. Select the Automation Type - Notify Team Chat
  2. Select the channel
  3. Type your message
  4. Click to create

Access the Three dots (ellipsis) icon.png menu next to the configured automated message, and you will find the options to:

  1. Remove
  2. Edit
  3. Duplicate
  4. Enable (or disable)
  5. See History (or skip a guest from a message if you open this option)

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.

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

  1. Select the template icon.png icon
  2. Select the template type automated messages icon.pngto add into the message box
  3. Once you insert the template variable, it will paste a link into your message box. Add more templates to the message if you wish.

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

🚀 NEW! Tips & Hacks: Enhance Your Workflow!

In the Automation section, you can turn on Auto Archive Guests. This feature automatically archives messages that are sent from automation ⚡

The automated messages will be automatically archived until the guest responds. Once the guest responds, the message will be removed from the archived list and reappear in your inbox.

It’s a win-win! 🏆 Clear your inbox and maximize your visibility!

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