The Right Email at the Right Time
Airflow emails each guest at set points around their stay: after booking, before arrival, on check-in day and after check-out. You choose which emails run for each listing and when. Every email starts switched off.
How it works
Guest email automations are on every plan, with no add-on to buy. Each listing has a set of ready-made emails:
- Booking confirmed
- Pre-arrival
- Online check-in reminder
- Check-in day
- Mid-stay, for longer stays
- After check-out, a thank you
- Review request
- Balance due reminder
All of them start switched off. Turn on the ones you want, or switch on the recommended set in one click. You can read each standard email before you turn it on. For each one you set when it goes out, in days or hours before check-in or after check-out, and you can add your own message. You can also add extra emails of your own, such as a second reminder before arrival.
Airflow checks every hour and sends each email when its time comes. The guest's name, the listing name, the dates, the total and the booking reference are filled in for you, and each email carries a link to the guest's booking in the guest portal. Bookings forwarded from Airbnb, Booking.com and other channels get the same emails as bookings taken on your booking page, as long as the booking has a guest email address.
Emails go out from your own Gmail or Outlook address when you have connected one, so replies come straight to you. If neither is connected, Airflow sends them on your behalf with your email as the reply address.
Each email sent uses a task from your monthly allowance. If you have no tasks left and overages are off, the email is not sent and the reason is recorded. See pricing for task allowances and what an extra task costs.
Key capabilities
- Timed around the stay: after booking, before arrival, on check-in day, mid-stay and after check-out
- Your timing: set each email in days or hours before check-in or after check-out
- Your words: add your own message to any email, with fields for the guest's name, the listing, the dates and the booking reference
- Per listing: each listing has its own emails, switched on or off one by one
- From your address: sent from your Gmail or Outlook when connected, otherwise by Airflow with replies going to you
- A record of sends: each email shows how many times it has gone out and when it last sent
Key benefits
Why Scheduled Guest Emails matters
Consistent Communication
Every guest gets the same clear emails at the same points in their stay, without you remembering to send them.
Right-Time Delivery
Each email is timed against check-in or check-out. You set the timing in days or hours.
Your Own Words
Add your own message to any email. The guest's name, the listing, the dates and the booking reference are filled in for you.
FAQ
Common questions about Scheduled Guest Emails
Can I use different emails for different listings?
Yes. Each listing has its own set of emails, with its own timing and message.
Can I pause the emails for one booking?
No. Emails are switched on or off for a listing, not for a single booking. To stop an email, switch it off for that listing before its send time.
How are the emails sent?
By email only. They go from your connected Gmail or Outlook address, or from Airflow on your behalf with replies directed to you. Each email sent uses a task. There is no add-on to buy; see the pricing page for task allowances.
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