Guest Communications Part 1 : Overview

Effective guest communication is crucial for maintaining a smooth and efficient property management process. At GuestWisely, we provide a variety of tools - such as Email Setup, Text Messaging and WhatsApp, System and Custom Email Templates, Automated Messages, Short Codes, Arrival Form and Guest App - that allow you to tailor your communication methods. 

For details, see Unified Communications to fit your specific needs. 

Email Setup, Text Messaging and WhatsApp

Whether you're using a GuestWisely provided email address or your own, you have full control over how messages are delivered and how replies are handled. Once you've chosen your preferred email option, you can set up email forwarding and configure reply routing, ensuring that your communications are received and managed per your preferences. 

GuestWisely also allows you to utilize dynamic short codes that automatically insert specific details, such as the guest name, reservation information, or property instructions, into your messages. This saves time and ensures consistency across all your communications. Customizable spam filters help keep your inbox organized by blocking unwanted emails, allowing only relevant communication to come through.

For real-time, mobile-friendly messaging, GuestWisely supports both WhatsApp Business and Text Messaging. You can send and receive messages via these mediums right from your GuestWisely dashboard, automate key interactions, and even auto-collect important guest details. Similarly, the Text Messaging feature lets you reach guests instantly with time-sensitive updates, either manually or through automation workflows.

Email Templates

Clear, professional communication is essential, and that’s where our Email Templates come in. System Templates with default content are available for all standard needs. Template content can be changed and saved on the back end and/or edited for specific needs at the point of sending. You can also create an unlimited number of Customized Templates for your unique needs. Email Templates can be fully tailored to reflect your brand and communication style. 

Automated Messages

Automated Messages further streamline communication by ensuring that messages are sent at the right time based on booking status and key milestones. Whether confirming reservations, sending payment reminders, or notifying staff about check-ins, these messages save time and improve efficiency. Customizing automated messages enables greater personalization, ensuring that communication aligns with business needs while providing a more professional guest experience.

Short Codes

In all those communications, GuestWisely has short codes, which automatically insert specific details, such as guest names, reservation information, or property instructions, into your messages. Unlike static placeholders, short codes can pull real-time data and even perform dynamic computations, such as calculating a guest’s outstanding balance at the time an email is sent. With simple placement (in situ) in your email templates, these codes ensure accuracy, save time, and maintain consistency across all communications.

Arrival Form

Guest communication plays a crucial role in shaping the overall hospitality experience, especially during the arrival process. GuestWisely’s Arrival Form  helps streamline guest check-ins by collecting all necessary information in advance, reducing the need for repetitive follow-ups and manual coordination. This not only lightens the property manager’s workload, where applicable, it also plays a crucial role in helping them conform with local compliance requirements such as collecting passport information etc. 

GuestWisely Guest App

In addition to emails, text messages, and WhatsApp, we provide another valuable channel for guest communications through our mobile apps.

GuestWisely is a guest-facing app designed to offer your guests a seamless, personalized experience under your own branding. It provides everything they need for a smooth and enjoyable stay - from booking details and check-in instructions to local recommendations and useful property information, all in one convenient place. Behind the scenes, 365Guest acts as your management tool, allowing property managers to easily configure, update, and control the content and settings displayed in GuestWisely.

Together, these two apps form a powerful solution for enhancing guest communications and improving operational efficiency.