Setting Up Automation for Owner Reservations Without Contact Information

In this guide, we'll learn how to create an automation that notifies property owners about Friends & Family, Owner Referral, and Co-Host type reservations lacking guest contact information within 14 days of the arrival date. The objective is to prompt owners to update guest details via email. To begin, we'll focus on constructing an email template. Then, we'll create an automation that utilizes the email template based on certain conditions.

Building the Email Template

To initiate the process, click on the settings button and navigate to the CRM setup tab. Proceed to the email templates section and click the green template button to craft a new template. Identify the recipient as the owner and draft a request for adding guest contact information. Utilize smart fields to personalize the email content. Once the template is ready, save it.

Setting Up the Automation

Next, create an automation by accessing the settings icon and selecting the company tab. Since the automation is time-based, select Automations. Define conditions such as the 'no contact info' tag and reservation types and time based interval of 342 hours or less before check-in time. Configure the action to send the email template to the owner. Save the automation to activate it.

Let's get started.

Okay, we want to set up an automation to alert us or a property owner about friends and family reservations lacking guest contact information.

We aim for this to occur within 14 days before the arrival date. The automation will then send an email to the owner, prompting them to provide contact information for their guests. To initiate this process, we will first create the email template.

To do that, click on the settings button.

2

We will navigate to the CRM setup tab. Then, we will proceed to the email templates section. Click on the green template button to create a new template.

3

4

Let's begin by identifying the intended audience: the owner.

Active? Yes. Use layout? Yes

6

Okay, the object will be a reservation since the automation is based on a reservation with no contact information.

7

Paste in the email text and then utilize Merge Fields to fill in the reservation-specific information.

Let's use the following Merge Fields: owner's name, which is the company name and the guest's first name. Also, we'll use the unit short code, reservation ID, check-in date and check-out date.

8

9

10

We've finished building our email template, now we will proceed to create the automation.

So, we'll tap on the settings icon once more. This time, we'll go to the company tab section.

11

12

13

14

Based on a reservation, set the start date as today. Extend the end date far into the future, like 2030, to ensure continuous operation.

16

17

18

The following conditions need to be met. First, it must meet the tag we created, which is "no contact info."

19

20

21

22

This guide is for friends and family, owner referrals, or co-hosts.

23

24

25

26

27

28

29

30

31

32

33

34

35