WhatsApp automations that work while you run the hotel
Birthday, pre-arrival, post-stay and win-back. You set each message up once and Guest Sender delivers it at the exact moment, guest by guest.
What a WhatsApp automation for hotels is
An automation is a WhatsApp message that sends itself when a guest meets a condition: today is their birthday, their arrival is a few days away, they just checked out, they have not visited in months. You write the message once and the system fires it every day for the guests entering each condition.
The difference with a campaign is timing. You launch a campaign, to an audience, on a date. An automation stays on: every day it reviews your guests and talks to them at their moment, not yours. A hotel with all four automations active greets, prepares the arrival, asks for the review and invites guests back without anyone on the team having to remember.
Guest Sender includes four automations: birthday, pre-arrival, post-stay and win-back. All of them respect the Safe Pace, send at most one message per guest per period, and replies land with WhatsMinder, the artificial intelligence receptionist of your hotel, which answers on the spot.
The four automations and their rules of respect
Each one speaks at a different guest moment. All of them protect the relationship and the number.
A greeting nobody else sends
On their birthday, the guest receives a greeting from your hotel with their name on it. It is the message that draws the most smiles and the one almost no hotel sends, because doing it by hand is impossible.
- Sends itself, on the exact day.
- With the name of the guest.
- Can carry a photo or video of the hotel.
The welcome starts before check-in
Days before arrival, the guest receives a message that welcomes them and offers what will make the stay better: transport, spa, breakfast. It lands right when they are planning the trip.
- Fires days before check-in.
- The ideal moment to offer services.
- The guest arrives with everything sorted.
The review gets asked while the experience is fresh
After checkout, the guest receives a thank you with the invitation to leave a review and to come back. The memory of the stay is fresh and the reply arrives in the same conversation as always.
- Thanks the guest and asks for the review in time.
- Invites the next visit.
- One single message, no nagging.
The nudge that wakes up sleeping guests
When a guest has gone too long without visiting, they receive a message that reminds them of your hotel and gives them a reason to return. It is the automation that turns your historic base into new bookings.
- Detects the inactive guest for you.
- A warm reminder, not a collection notice.
- Reactivates the base you already paid to build.
At most one message per guest per period
No guest receives the same automation twice in the same period, even if they meet the condition several times. That rule prevents the saturation that turns a valuable channel into an annoyance.
- One message per guest per period.
- No duplicates across automations.
- The relationship is worth more than the send.
Automations also protect your number
Automatic messages go out under the same Safe Pace as campaigns: spaced out, in local hours from 8 in the morning to 7 in the evening, with automatic pause if something fails and automatic opt-out if the guest writes “baja” or “stop”.
- Spaced sends in local hours.
- Automatic pause on failures.
- Automatic opt-out on “baja” or “stop”.
A campaign speaks when you want. An automation speaks when the guest needs it. A well run hotel uses both.
Automating versus doing it by hand
The same birthday message, three ways to send it.
| Guest Sender | Manual sends by the team | Automated email | |
|---|---|---|---|
| Who remembers | The system, every day | The front desk, when it can | The system, but to the inbox |
| Arrives at the right moment | Yes, guest by guest | Only if someone checks | Yes, but few open it |
| Personalization | Guest name included | Depends on who writes | A name on a generic email |
| Frequency control | One message per period | No real control | Depends on the tool |
| Guest replies | Handled by WhatsMinder instantly | Whenever the desk gets to it | Almost no replies |
| Cost per message | None | Team time | Low, with low readership |
Frequently asked questions
Which automations does Guest Sender include?
Can a guest receive too many messages?
Who answers when the guest replies?
At what time do automatic messages go out?
Do I need to write the messages every time?
What if a guest no longer wants messages?
Talk to your guests without paying for every message
Book a demo and watch Guest Sender run a campaign with the audiences from your own CRM.