How to Automate 80% of Your Airbnb Guest Communication
Save time, boost guest satisfaction, and never miss a message again with smart automation tools.
Running a short-term rental can quickly feel like a full-time job—especially when it comes to guest messaging. From booking confirmations to check-in instructions and review requests, the communication never stops.
The good news? You can automate around 80% of your Airbnb guest communication—without sacrificing a personal touch. In this guide, we’ll break down the tools, tips, and templates you need to streamline your hosting operations and create a seamless guest experience from booking to checkout.
Why Automate Guest Messaging?
Guest communication is essential—but it doesn’t have to be manual. Automating routine messages allows you to:
Respond instantly (even while you sleep)
Deliver consistent information
Reduce errors or forgotten details
Free up time to focus on cleaning, maintenance, and growing your business
The key is knowing what to automate—and how to keep it feeling human.
What You Can (and Should) Automate
Here are the most common Airbnb messages that can be automated:
Message TypeShould You Automate?NotesBooking Confirmation✅ YesInstant reassurance builds trustPre-Arrival Instructions✅ YesInclude check-in time, directions, Wi-FiMid-Stay Check-In✅ YesSimple “Hope all is well” messageCheckout Reminder✅ YesSend 24 hours before checkoutReview Request✅ YesSchedule for 1–2 days post-stayResponses to FAQs✅ Yes (with triggers)Use quick replies or auto-respondersGuest Problem Resolution❌ NoNeeds empathy and situational awarenessCustom Recommendations❌ NoBest when personalized to guest interests
Best Tools for Airbnb Automation
There are several great tools built specifically for short-term rental hosts looking to automate communications. Here are a few of the most popular:
🛠️ Hospitable (formerly Smartbnb)
Best for: Full-suite messaging automation with smart triggers
Sends personalized messages based on events (booking, check-in, etc.)
Responds to guest questions using AI and keywords
Integrates with Airbnb, Vrbo, Booking.com, and more
Pricing starts at ~$25/month per property
💬 Airbnb’s Scheduled Messages (Free Tool)
Best for: Beginners or single-listing hosts
Found inside Airbnb’s platform under “Messages > Scheduled”
Allows you to send timed messages for check-in, checkout, etc.
Limited customization, but a great free option
📲 Guesty for Hosts
Best for: Hosts managing 1–3 listings who want automation + calendar sync
Offers message automation, team coordination, and booking calendar
Available as an app for on-the-go hosting
Freemium model with optional upgrades
🤖 Your Own System (Google Sheets + Templates + Zapier)
Best for: DIYers or tech-savvy hosts
Use Zapier to trigger emails or texts
Store templates in Google Docs
More setup time, but low monthly cost
When to Automate vs. When to Personalize
Even the best automation can’t replace a thoughtful, human message in key moments. Here's a general rule of thumb:
Automate When:
You’re repeating the same info for every guest
Timing matters (e.g., pre-check-in reminders)
You're managing multiple properties or time zones
Personalize When:
A guest has a special request or complaint
Something goes wrong (e.g., Wi-Fi outage, maintenance)
You're recommending things to do in the area
The guest is celebrating something (anniversary, honeymoon, etc.)
Automated messages can be customized with variables like guest name, dates, or property names to feel personal, even when they’re sent automatically.
💡 Free Checklist: 7 Essential Messages to Automate
Want to get started fast? Here's a simple automation checklist you can follow:
1. Booking Confirmation Message
Send immediately after a guest books to thank them and confirm dates.
2. Pre-Check-In Message (1–2 days before arrival)
Includes address, parking, Wi-Fi, and entry instructions.
3. Check-In Day Message (Morning)
Short reminder with the check-in time and a “We’re excited to host you!”
4. Mid-Stay Check-In (Day 2 of stay)
Ask if they need anything and ensure everything is going smoothly.
5. Checkout Reminder (Night before)
Includes checkout time, lock-up instructions, and where to leave keys or trash.
6. Post-Checkout Thank You + Review Request (1–2 days later)
Thank the guest and invite them to leave a review.
7. Welcome Back / Repeat Guest Message (30+ days after stay)
A great follow-up to build loyalty and boost rebookings.
👉 Pro tip: Store your templates in a Google Doc or Notion page so you can quickly copy and personalize as needed.
Final Thoughts
Automating your Airbnb guest communication isn’t about being impersonal—it’s about being efficient and consistent. With the right tools and message templates, you’ll save hours each week, reduce stress, and provide a smoother experience for every guest.
The result? More 5-star reviews, more repeat bookings, and more time for you.
