• Background Image

    Setting Up Your Message Templates

Setting Up Your Message Templates

Message Templates are one of Airstreamed most powerful features. You’ll want
to take some time to customize them for your properties and teams, but once they’re
all set up, they’ll do their job in the background, and you won’t have to think
about them again.

In Setup you’ll find Message Templates, where a dropdown box gives you two options:

Team Messages

These are administrative messages destined for you or your team. For optimal
communication, in Team Messages you also have the option to send – at
no additional charge – via SMS.

2generalmessages.jpg

  • Manager – Monthly Checklist: An overview of how much you owe each
    of your owners and team members, sent at the end of each month.
  • Manager – Itinerary Received: Notifies you when a guest has filled
    in their travel itinerary.
  • Manager – Cleaning Completed Notification: Notifies you if a Cleaner
    marks a property as cleaned.
  • Manager – Check-in/out Completed Notification: Notifies you when
    a Keyholder completes a check-in/out.
  • Team – New Booking Notification: Notifies the team (cleaners and
    keyholders) of details of each new booking, sent upon reception of travel
    itinerary from guest.
  • Team – Booking Cancellation: Notifies the team when a booking was
    cancelled.
  • Team – Arrival Reminder: Reminds team members 24 hours in advance
    of a guest arrival.
  • Team – Departure Reminder: Reminds team members 24 hours in advance
    of a guest departure.
  • Team – Payments Notification: Notifies team members when you have
    confirmed a payment to them.
  • Owner – Booking Notification: Notifies owner of a new confirmed
    booking at their property.
  • Owner – Monthly Statement: An overview of nights rented and total
    earnings sent to owners at the end of each month.

Click Edit to edit a message template, and an editable field will appear below.

3teamedit.jpg

To insert information specific to the message recipient (names, dates, times,
properties, etc.) click on a Custom Field, each of which is explained in the
legend next to the Template field.

Testing: click Test, and a test message will be sent to your Airstreamed email address.

SMS: If a message also has the option to be sent by SMS,
an editable SMS Template field will appear below the email template.
Note that even if the message is turned on at the top of the page, you also need
to turn on SMS messages for each individual team member if you want them to receive
an SMS as well as the email.

Property-Specific Messages

Each of the properties you manage appears here with email messages to guests
that can be edited for different situations. While General Messages
will generally work for all setups, you’ll likely want to spend some more time
editing your Property-Specific Messages in order to give guests as much
clear, precise information as possible. The more questions you answer in these
messages, the fewer questions you’ll have to answer later.

3psmessages.jpg

  • Arrival Instructions: Sends guests specific arrival instructions
    for the property upon booking and invites them to fill in a form with their
    travel itinerary, which is automatically added to the booking and calendar.
  • Arrival Reminder: Resends guests the Arrival Instructions a set
    number of days before arrival if they have not yet filled in their travel
    itinerary.
    You can set the number of days in advance of an arrival that this email should be sent.
  • Travel Itinerary Received: Thanks guests for sending their travel
    itinerary and lets them know what time the Keyholder is expecting them (based
    on the commute time from their arrival location (airport, station, etc.)
    defined in Setup>Properties).
  • Departure Confirmation: Invites guests to send their departure time
    a set number of hours before standard departure time if they have not yet
    filled in their departure time.
    You can set the number of days in advance of a departure that this email should be sent.
  • Departure Instructions: Sends guests custom departure instructions
    and thanks a set number of hours before their departure time.
    You can set the number of days in advance of a departure that this email should be sent.

As with Team Messages, you can insert information specific to the guest
(names, dates, times, properties, etc.) by clicking on a Custom Field, each of
which is explained in the legend next to the Template field.

You can also click Test, and a test message will be sent to your Airstreamed
email address.