A guide to using Scheduled Messages

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Ann72
Level 10
NY, NY

A guide to using Scheduled Messages

I tried this feature when it came out a couple of weeks ago.  I thought I would have to create a scheduled message for each and every guest, but once you set the parameters, it's applied to every guest booked for that listing.  The only thing I'll have to remember is following up with any personalizations necessary.  For now, though, it's great to open my inbox and found that I've just sent a message to a guest coming in ten days with all the info he or she needs.

 

If you haven't set them up, it's pretty easy.  Go to Inbox, then choose the three horizontal lines in the upper left next to "All Messages."  From there, go down to "Scheduled Messages."  You'll have the option to add a new message or to edit the ones you've created.

 

When you create one, you can give it a name.  My messages so far are all the information for a guest's upcoming trip, so I named one Cabin - Upcoming Trip.  The shortcodes are useful.  Type "Dear," then choose a shortcode for the guest's first name.  Type the message you want to send or paste it in from previous saved messages.  (You might need to have two tabs or windows open here, so you can easily access all your saved messages.)  Once you're done creating the text, scroll down and choose which listing it will apply to.  Then schedule it.  The choices are "Booking Confirmed," "Check-in," and "Checkout."  In this example, I'm sending check-in instructions, driving directions, and the house manual 10 days before check-in.  After choosing "check-in," you'll be given date and time options.  The dates range from 14 days before to 14 days after, and the time is of course any time of the day or night.  You can also create messages that are sent upon booking confirmations and messages that are tied to the checkout date.

 

If anyone would like screenshots of the process I'll be happy to provide them.

1 Best Answer
Ann72
Level 10
NY, NY

Here are some screen shots for clarification!

 

When you're in the Inbox, go to the three horizontal lines to the left of "All Messages":  

 

Screen Shot 2020-12-21 at 6.01.39 PM.png

 

 

 

 

 

 

 

 

 

 

 

Click on those lines, and you'll see this list drop down on the left, with "Scheduled Messages" at the bottom:

 

Screen Shot 2020-12-21 at 5.55.55 PM.png

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Click on that, and you'll see +New Message over to the right:

 

Screen Shot 2020-12-21 at 6.04.10 PM.png

 

 

 

 

Click on that, and you'll get a box where you'll enter all the info.  Here it is in two shots.  Don't forget to scroll down:

 

Screen Shot 2020-12-21 at 6.06.40 PM.png

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Screen Shot 2020-12-21 at 6.07.00 PM.png

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

@Landon26

 

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160 Replies 160
Lynne469
Level 1
Camano Island, WA

I would love a screen shot . Thank you 

 

Sybe
Community Manager
Community Manager
Terneuzen, Netherlands

@Lynne469 @Helen-Grace0 @Beth140 You can type @ and the member's username to notify them. @Ann72 Do you happen to have screenshots for these wonderful Hosts? 😃

Kun je niet vinden waar je naar zoekt? Klik op Gesprek beginnen om het de Airbnb community te vragen! 


Ann72
Level 10
NY, NY

@Sybe - I marked the wrong reply as best.  Can you unmark it for me?  I'd like to mark the reply with the screenshots as best so it will be pinned to the top underneath the original post.

Sybe
Community Manager
Community Manager
Terneuzen, Netherlands

@Ann72 I unmarked it for you and I think I marked the post you meant to at first. Since this is your post you should be able to unmark them yourself as well in the triple-dot menu on the reply, option "Not the Best Answer". 🙂

Kun je niet vinden waar je naar zoekt? Klik op Gesprek beginnen om het de Airbnb community te vragen! 


Ann72
Level 10
NY, NY

Thank you, @Sybe, amazing, and good to know about the three dots!  🙂

Ann72
Level 10
NY, NY

They're on page 7 of this post, @Sybe - https://community.withairbnb.com/t5/Welcome-guests/A-guide-to-using-Scheduled-Messages/td-p/1387268/...

 

If the posts were still in date order, they would have been easier to find.  ( @Debra300 @Mark116 )

Hi Ann ,

We ‘d love to see screenshots of your messages. Appreciate your support. Thank you.

Beth140
Level 2
Ann Arbor, MI

Hello Ann72, I would love to see your screenshots of messages! We own a condo in Naples and are planning to rent out a condo in Traverse City, Michigan. Thx so much for offering! 

Beth

 

**[Name hidden - Community Center Guidelines]

Thanks for your post. I set this up but how do I see confirmation that the auto message sent? I have someone coming in today and they should have received the auto message an hour ago but I'm not showing anything in my inbox.

Gillian166
Level 10
Hay Valley, Australia

@Angela3074  then I would say it didn't go. Was it a last minute booking? you can also see the scheduled messages that are lined up, and skip or publish it early. that feature is in the icons next to the type box.

We've had success with our check-in instructions going out as a scheduled message the day before our guests arrive.  However, our check-out instructions which are scheduled to go out the day before they check out don't work.  Has anyone else had this problem, and were you able to fix it?

Sandra858
Level 2
Jasper, Canada

I followed the instructions and I can't work out how to edit a scheduled message. Thank you

 

 

Fiona615
Level 2
Victoria, Canada

About the scheduled message - how do we know that it got sent?  Will it be in the message thread with the guest when they book?

 

Priya126
Level 1
Bhubaneswar, India

Does anyone know how to send a Prebooking message and certain details from the Guest

This feature is great. We should have the ability to set up other scheduled alerts like cleaning alerts, change battery alerts etc which would make the platform really useful. Shouldn't be too difficult to add. 

Suzanne463
Level 2
Eugene, OR

Hi everyone, 

I love the scheduled messages and the quick replies feature-saves a lot of time. I have an August lock and notice that a lot of people can't find their code for the keypad and would love to have a shortcut for the August lock code so I could set that up to go out the morning of check-in. Does anyone know if that is a possibility....already? Thanks

 

Juliann3
Level 2
Old Saybrook, CT

Hello, I just starting this up and it seems to be a great time saving tool!

 

A note of caution! SPELL CHECK was not detected after typing in the boxes using a macbook. I can't speak for PC users. 

Lisa-and-Ben0
Level 3
Sint Maarten

I can't seem to fig out how to setup a new set of scheduled messages for a different listing under the same airbnb account...

does anyone have multiple listings they have set up different scheduled messages for?

TIA

Is there a way to force a scheduled message out?  I normally send a welcome note and access code 3 days prior to their arrival date. but just had someone book 2 days before their arrival and no messages have gone out.

Sandra858
Level 2
Jasper, Canada

Have all your messages also in Quick Replies and send that out with last-minute bookings

Sandra

 

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