--- title: "Scheduled Messaging" description: "Set up message templates once and let them run for every reservation — scheduled around check-in, check-out or booking, sent on the guest's channel, and gated by conditional rules." url: "https://www.holidayhero.com/scheduled-messaging" --- # Scheduled Messaging ### Communication · Scheduled Messaging The right message, at exactly the right moment. Set up message templates once and let them run for every reservation. Scheduled relative to check-in, check-out or booking, sent on the guest's own channel, and gated by conditional rules so only the right guests ever receive them. ### Stats Set once #### runs every reservation 4 #### channels to send on Personalised #### to every guest #### Scheduled queue Next 7 days · auto-sending Live Sending now 1 rule #### Check-in nudge 3 days before check-in · 218 guests **Eta** — WhatsApp #### Dinner upsell 1 day after check-in · in-app push **Eta** — in 6h #### Late checkout offer 1 day before check-out · SMS **Eta** — in 2d #### Review request 1 day after check-out · email **Eta** — in 5d ## Band The Unified Inbox answers what guests send you. Scheduled Messaging reaches out first, before they think to ask. See the Unified Inbox ### The stay timeline ### Every message, placed on the journey. Templates are scheduled relative to the reservation. Press play to watch a stay unfold, or pick any message to see when it fires, on which channel, and the rules that gate it. #### Sophie's reservation · 4 nights 7 templates scheduled automatically Play the stay Pause Replay stay - Pre-arrival - In-stay - Post-stay - Booked - Check-in - Check-out #### Message template When Channel Who Rules IF Has a conditional rule All rules must pass (AND) or the message is skipped for that guest. No rules — sent for every matching reservation. Guest receives Variables like guest.firstName fill in per reservation, in the guest's language. #### Booking confirmed **When** — Immediately after Reservation created **Who** — Booker only Thanks for booking, Sophie! Your stay at Villa Maritiem is confirmed for 4 nights. We can't wait to welcome you. #### App invite **When** — 2 days after Reservation created **Who** — Invited guests Everything for your stay lives in our app — check in, directions and local tips. Tap to open yours 👉 #### Check-in nudge **When** — 3 days before Check-in date **Who** — Both app users & invites - Check-in status equals Not checked in Hi Sophie 👋 Your suite is ready in 3 days. Check in online now to skip the front desk. #### Arrival details **When** — Morning of Check-in date **Who** — Both app users & invites Safe travels! Parking is on Havenstraat and your room code arrives at 14:00. Reply here any time. #### Dinner upsell **When** — 1 day after Check-in completed **Who** — App users - Stay date · any in stay Settling in nicely? Our harbour restaurant has a table with your name on it tonight — reserve in a tap. #### Late checkout offer **When** — 1 day before Check-out date **Who** — Booker only - Check-in status equals Checked in Not ready to leave? Add a late checkout until 14:00 for €25 — just reply YES and it's yours. #### Review request **When** — 1 day after Check-out date **Who** — Booker only Thank you for staying with us, Sophie! If you had a lovely time, we'd be grateful for a quick review. ### Channels ### Same channels as your inbox. Now on a schedule. A template belongs to a channel, and each channel holds as many templates as you need. Reach guests where they already are. #### WhatsApp The channel guests open most. Rich, personal, and read within minutes. #### Email On-brand HTML for the longer, richer messages like confirmations and guides. #### SMS Universal fallback that lands on any phone — no app or data required. #### In-app push Nudge guests inside your branded app, right where they plan the stay. ### Message templates ### Write it once. It runs forever. Each template is scheduled relative to the reservation and reused across every booking, so the whole guest journey communicates itself. #### Scheduled to a timepoint N days before or after check-in, check-out, booking, cancellation or a completed check-in. #### Aimed at the right audience App users, invited guests, both, or the booker only. Your call, per template. #### Scoped to listings All properties by default, or target specific room types and listings. #### Pre-arrival check-in nudge Custom template · WhatsApp Active #### When 3 days before Check-in date #### Content Hi guest.firstName 👋 Your stay at property.name starts in 3 days. Check in online now to skip the desk. #### Who Both users & invites All listings ### Conditional rules ### Scheduled decides when. Rules decide whether. Add filters on top of a template's schedule. They are evaluated at send time and combined with AND — if any active rule fails, the message is quietly skipped for that guest. #### Date range Only if check-in or check-out falls inside (or outside) a set period. Check-in between Dec 1 – Feb 28 → “Winter welcome” #### Check-in status Based on whether the guest has already checked in by the time it sends. Status equals Not checked in → “Don't forget to check in” #### Stay date Based on whether specific dates fall within the guest's stay. Dec 31 any in stay → “Happy New Year” 🥂 #### Sentiment Based on the guest's current sentiment score, read live from their conversations. Sentiment is Positive → “Leave us a review” ⭐ Need OR logic? Split it into separate templates — rules on one template always combine with AND. ### See it in action ### Set up in the back office. Delivered to their phone. Real screenshots of the templates you build, and the messages your guests receive. ### Shots Message templates & their timepoints Editing a template — timing, content, rules ### Guest The check-in nudge The booking confirmation The late-checkout offer The in-stay upsell Back office