Your routine guest messages send themselves, at exactly the right moment.
Hello Hotel runs the guest messages your team shouldn’t have to. Build a workflow from a trigger, a few conditions, and the actions you want, and it fires on real events: a booking comes in, a guest finishes online check-in, check-out is tomorrow. Messages go out as a text or an email from your hotel’s own number and address, with the guest’s name, room, door code, and check-in link already filled in.
Hotel automation software, built around how a stay actually works.
Triggers, conditions, delays, and actions in a visual builder, shaped by your reservation data instead of a generic marketing trigger list. You build the workflow once and it runs for every guest after that.
Triggers built for hotels
Start a workflow when a reservation is created, when a status changes, when check-in or check-out is coming up, when a guest completes online check-in, when a guest gets tagged, when a message comes in, when a call goes unanswered, or on a schedule you set. These are the moments a hotel actually runs on.
Conditions that branch on real guest data
Before anything sends, conditions check what is true for that specific guest: booking source, room status, payment and billing, identity and compliance, day of the week, time of day, how far into the stay they are. Every condition splits into an if-true and an if-false path, so one workflow handles your Airbnb guests and your direct bookers differently without you building two.
Actions that go past a text message
An action can send an SMS, send an email, add or remove a tag, raise an alert for your team, or fire a webhook to your PMS, your housekeeping app, Slack, or anything that accepts HTTP. Texts go out from the number guests already have saved and emails from your own address, with first name, room number, stay dates, door code, magic check-in link, and digital key link filled in automatically.
Nothing fails quietly.
When an automation can’t finish an action, like texting a guest with no phone number on file, it shows up on your dashboard with the workflow, the guest, and the reason. The builder flags half-configured steps before you save, and every automated message is labeled in the conversation with the workflow that sent it.
Less repetitive work, more consistent service.
When the routine messages go out on their own, your team gets time back for the conversations that need a person, and your guests get the touchpoints that usually slip on a busy weekend.
Stop typing the same welcome text thirty times a week.
Door codes, parking instructions, and breakfast hours go out the moment a guest is set to arrive. You can also send an automated message quietly, so routine updates reach the guest without lighting up the inbox for your team.
Every stay gets the same touchpoints.
The welcome, the mid-stay check-in, and the thank-you happen for every guest, on the busiest weekend and on a new hire’s first shift. Each workflow carries a description explaining what it does, so nobody has to guess which one to touch as your library grows.
The basics happen while you learn the rest.
New team members don’t have to memorize every routine message on day one. The automations carry the standard touchpoints and the new hire focuses on the conversations that need a person.
Messages that feel personal, at the moments that matter.
A welcome text the day before arrival, a check-in mid-stay, a real thank-you afterward. All of it comes from your hotel’s number, so a guest who replies reaches an actual person on your team.
One product, not a stack of tools.
Hello Hotel was designed as one product, not a stack of separate tools. Each part makes the others stronger.
Guest Messaging
Automated texts and your team’s replies share one thread, so a guest who answers your pre-arrival message reaches a person right away.
Explore guest messagingShared Inbox
Every automated send lands in the guest’s thread, labeled with the workflow that sent it, so your team sees exactly what the guest already got.
Explore the shared inboxAI Assist
When a guest replies to an automated message, AI drafts the follow-up from the conversation and the reservation. Your team reviews, edits, and sends.
Explore AI AssistFrequently asked questions
How do hotels automate welcome messages?
Hotels automate welcome messages by setting a trigger on the reservation, then letting the system send the text on its own. In Hello Hotel you pick a trigger like check-in upcoming or online check-in completed, add a delay if you want it to land the day before arrival, and write the message once with variables for the guest’s first name, room number, and door code. From then on every arriving guest gets it without anyone typing a word.
What hotel software can send automated pre-arrival and post-stay emails to guests?
Hello Hotel sends both, as text or email, triggered by live reservation data. Connect your Gmail with one click, or your own SMTP server or Resend account, and pre-arrival and post-stay emails go out from your hotel’s address instead of a noreply. Texts go from the same number guests already have saved. Delivery status shows in the guest’s thread either way.
Can an automated message include the guest’s door code?
Yes, if you use RemoteLock. The door code for that guest’s stay is pulled straight into the message, so nobody has to look it up and send it by hand. Magic check-in and digital key links from Mews work the same way.
Do automated texts come from our hotel’s own number?
Yes. They go out from the same number your guests already have saved, the one your team uses for regular conversations. There is no separate sender ID and no do-not-reply address. If a guest replies, the reply lands in their thread and someone on your team can answer.
Do I need a PMS to use hotel automation software?
No, but a PMS connection unlocks most of what makes it useful. Triggers like check-in upcoming and reservation status change, and variables like room number and stay dates, come from live reservation data. If your account isn’t connected to a PMS, those options are hidden and any workflow that needs one is labeled clearly in the builder. Hello Hotel has a certified integration with Mews.
What happens if an automation fails to send?
It tells you. If an action can’t complete, for example a text to a guest with no phone number on file, the workflow, the guest, and the reason appear on your dashboard so someone can follow up. You can click through to the exact run that caused it.
Will my team know a message was automated?
Yes. Automated messages sit in the guest’s thread labeled with the workflow that sent them, so anyone picking up the conversation can see what the guest already received. Guests just see a message from your hotel.
How long does it take to build an automation?
A few minutes for a straightforward workflow like a pre-arrival welcome. Pick the trigger, add a delay if you want it to land the day before, write the message with the variables you need, and turn it on.
Set up the workflows your hotel runs on.
Build your first automation in a few minutes: a pre-arrival welcome with the door code, a mid-stay check-in, a follow-up on the call nobody caught. Run it once and it keeps your guest service consistent from then on.
- Triggers on reservation events, schedules, tags, inbound messages, and missed calls
- Conditions on booking source, payment status, room status, and stay dates
- SMS, email, tags, alerts, and webhooks as actions
- Guest name, room, door code, and check-in links filled in automatically
- Failed and skipped actions flagged on your dashboard