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  • Nicolas Wegener

Using Email Automation and PMS Data to Deliver an Exceptional Guest Experience for Vacation Rentals

Email automation is an important tool for vacation rental managers and resorts to improve the guest experience and streamline the guest lifecycle. Here are three key benefits of using an email automation system with property management system (PMS) data:



  1. Personalized communication: Email automation allows you to send personalized, targeted messages to your guests based on their booking information and preferences. This can include confirmation emails, pre-arrival emails with details on check-in and amenities, and post-stay emails with feedback surveys. By using PMS data, you can ensure that these emails are tailored to each individual guest, rather than sending generic messages to everyone.

  2. Increased efficiency: Email automation helps you save time and resources by automating the sending of emails based on specific triggers or events. For example, you can set up automated emails to be sent when a booking is made, when a guest checks in, or when a guest checks out. This allows you to focus on other important tasks, such as managing your property or interacting with guests in person.

  3. Improved guest satisfaction: By providing timely and relevant communication to your guests, you can help ensure that they have a positive experience from start to finish. This can lead to higher levels of guest satisfaction and loyalty, which can ultimately lead to repeat business and positive word-of-mouth referrals.

One feature of SendSquared's email automation system that is particularly useful for vacation rental managers and resorts is the ability to use a "future reservation" condition when setting up automations. This condition allows you to specify that an email should only be sent to a guest if they have a future reservation booked. This helps ensure that the right messages are being sent to the right guests, and that guests who do not have a future reservation do not receive emails that are not relevant to them. This can help prevent false positives, where guests receive emails that are not applicable to their current booking status, which can lead to confusion and frustration.


In addition to ensuring that the right messages are being sent to the right guests, using the "future reservation" condition in automations can also help you cross-sell third party amenities and services to your guests. For example, you could set up an automation to send an email to guests with a future reservation offering discounted tickets to local attractions, or recommending nearby restaurants or activities. By targeting these emails to guests who have already booked a stay at your property, you can increase the chances that they will be interested in these additional offerings and potentially generate additional revenue for your business.

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