Sending documentation to guest in advance

[Margaret339]

As a host of a villa in a secure gated estate I need to send guest registration forms to guests a week before they check in - estate rules. How do I do this when the the Air bnb does not allow attachments of documents? 

[Lorna170]

@Margaret339 Once my guest has booked, I ask them to send me their preferred email address and the number of the phone that they will be using while travelling.  I explain that AirBnB does not provide me with that information and that I am unable to send PDFs to them on the platform.  I tell them the address of my business email so that we are able to communicate.

It is unfortunate that AirBnB is so paranoid about business going off platform that they choose to obstruct communication between guests and owners.

[ManiKu0]

I can understand your pain. I am in Marketing Automation business and also doing Airbnb Hosting, I like sending a quick Form , capture Check-In documents, a Digital Signature. Airbnb should have such functionality so, we can do it easily. 

[Greg2406]

@Margaret339 @Lorna170 

Agree with Lorna, you can take it one step further and if a signature is required, you can utilize a third party vendor like DocuSign to have them review, sign and return to you.  Small fee, but beats having to have them print, sign, scan and return.  Verify that this form of documentation signatures is legal and a valid form of contract in your country / region. 

[Margaret339]

I was quite surprised when I resorted to sending my email to the guest that it was not deleted by AirBnb as this has happened to me in the past. So thanks to everyone's suggestions I have now managed to get the docs to the guest digitally. 

[Shelley159]

Hi @Margaret339 

Once a booking has been finalised, you can send and receive any contact details. You automatically start seeing the guest's phone number on the booking as soon as the booking is complete.

However, many hosts try to keep the conversation in the Airbnb messaging thread as much as possible. When you move it to email or Whatsapp, you may not be able to use the exchange to prove a case with Customer Support and/or AirCover.

Here's an article that will be helpful to you, it addresses "HOA" rules (the US term for our estate body corporates).

Airbnb’s Off-Platform Policy - Airbnb Help Center

[Shelley159 · Accepted solution]

Hi @Margaret339 

You can open the document on your phone and take a screenshot. It's then a JPeg that can be sent through the normal Airbnb message thread.

[Margaret339]

Yes ,I had thought of sending as a photo or screen shot but so much easier as a document  that could be completed and re sent. But thank you I will do that. 

[Joan2709]

@Margaret339 

Good advice from @Shelley159 and @Lorna170. You can also send a PDF via text to a guest who uses an iPhone. If they use an Android, ask them if they have WhatsApp and send the PDF via WhatsApp or via an email as already mentioned.