1.Find record for arriving guest
Integrate Zapier Tables and guest data tools to find the matching guest record and look up contact fields to prepare messages.
Send scheduled welcome message to arriving in-house guests
Automatically monitor new in-house guest records across Zapier Tables. Automatically queue localized welcome messages when new guest records arrive, guest identifiers match, or contact details are present—so you can validate stay details, format dates, and route qualified guests without manual guest messaging.
How this automation queues welcome messages for in-house arrivals
When new in-house guests arrive without timely, localized outreach, guest experience suffers and teams fall behind. This automation finds guest records and filters qualifying stays, then formats stay dates and calls a message queue sub-zap—so your team can reduce manual guest messaging.
Zapier Tablesor swap with your favorite app
2.Delay processing for 5 minutes
Integrate Delay by Zapier and workflow timing tools to pause processing for 5 minutes and avoid conflicts during updates.
Delay by Zapieror swap with your favorite app
3.Format stay date for checks
Integrate Formatter by Zapier and date formatting tools to standardize stay dates for reliable comparisons.
Formatter by Zapieror swap with your favorite app
4.Continue only for qualifying guests
Integrate Filter by Zapier and rules logic tools to continue only when contact methods and stay-length checks pass.
Filter by Zapieror swap with your favorite app
5.Queue localized welcome message
Integrate Sub-Zap by Zapier and messaging queue routines to call the reusable messaging flow with language and waittime.
Sub-Zap by Zapieror swap with your favorite app
Automate your work, your way
Build custom automations across your tools in minutes. Describe what you need, connect your apps, and create workflows without the manual effort.
Trusted by 3.4 million companies
Related automations
- Apps: Mews, Filter by Zapier, Webhooks by ZapierSwap with your favorite apps.
Add departing guest companions to pre-departure email list
You miss companion emails for 48‑hour departures, leaving guest experience and marketing without outreach context. Capture those contacts and queue pre-departure messages to reach them before checkout.
- Apps: Google Sheets, Formatter by Zapier, Webhooks by Zapier, Email by ZapierSwap with your favorite apps.
Add guest contact from confirmed reservation spreadsheet row
Reservation rows missing guest contact details delay pre-arrival messaging and force manual work. It creates guest contacts and flags rows so coordinators can start outreach same day.
- Apps: Webhooks by Zapier, Google ContactsSwap with your favorite apps.
Add guest contacts from booking webhooks to address book
Your booking submissions don't create usable contact records, leaving guest messaging and check-in prep delayed. Add or update guest contacts automatically so team outreach happens same day.
- Apps: Acuity Scheduling, Formatter by Zapier, Webhooks by ZapierSwap with your favorite apps.
Add new bookings to your guest messaging and reviews list
Your studio bookings aren't reaching your guest messaging service, delaying confirmations and pre-visit engagement. It forwards booking contacts so front‑desk can confirm visits same day.
- Apps: HubSpot, Filter by Zapier, Formatter by Zapier, respond.ioSwap with your favorite apps.
Add updated guest contacts to messaging inbox for operators
Your guest contact updates in CRM often don't reach messaging channels, causing missed pickup details and coordination delays. Get current guest contacts into messaging for same-day coordination.
- Apps: Hostaway, Filter by Zapier, SlackSwap with your favorite apps.
Alert guest services about new international booking numbers
Your reservations sometimes include international numbers, hindering same-day pre-arrival messages. Outreach happens before check-in when guest services use the alert to add an alternate contact.
- Apps: Acuity Scheduling, Filter by Zapier, Microsoft TeamsSwap with your favorite apps.
Alert staff of drink preferences before client appointments
Your bookings often miss drink preferences at check-in, leading to inconsistent guest greetings. It notifies front-desk staff before the appointment so guests get their preferred drink on arrival.
- Apps: Zapier Tables, AI by Zapier, Formatter by Zapier, Filter by Zapier, Google Sheets, Email by ZapierSwap with your favorite apps.
Create categorized guest request rows for front desk and ops
Your guest chatbot messages arrive uncategorized, making front desk triage manual and slowing service. The workflow adds categorized, timestamped request rows so staff can respond same day.
- Apps: Webhooks by Zapier, Formatter by Zapier, Zapier TablesSwap with your favorite apps.
Create centralized message records for incoming guest messages
Guest messages arrive on multiple platforms and sit in silos, causing missed replies and manual lookups. A central message log gives your ops and hosts unified context for replies and same-day handoffs.
- Apps: Quo, Formatter by Zapier, HubSpot, Code by ZapierSwap with your favorite apps.
Create CRM message record from incoming guest texts
Your guest texts and voicemails arrive without CRM context, causing missed responses and bookings. Logs messages to contact records so your guest services and reservations respond same day.
- Apps: Google Sheets, Formatter by Zapier, Webhooks by Zapier, GmailSwap with your favorite apps.
Create guest access links and email visitors instantly
You get guest pass entries without automated credentials, causing front-desk delays and confused visitors. Send door links and Wi‑Fi credentials same day so arrivals enter smoothly.
- Apps: Lodgify, Formatter by Zapier, Google Contacts, Webhooks by Zapier, Google SheetsSwap with your favorite apps.
Create guest contact, send welcome message, and log booking
New bookings arrive with contact details but no outreach, leaving front‑desk unprepared and causing check‑in friction. It logs the guest, sends a welcome, and updates the bookings sheet same day.
- View all
Explore all guest communication automations
Improve guest communication with automated booking messages, stay updates, and follow-up reminders
Set up in minutes
Zapier connects your tools, triggers actions from real-time data, and streamlines workflows so your team can focus on what matters most.
Step 1
Connect your tools
Bring your apps together so information can move automatically between the tools your team already uses.
Step 2
Define the trigger
Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.
Step 3
Automate and measure
Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.
See how teams are automating with Zapier (and loving it!)
Without Zapier, we would have needed well over 100 employees today just to do what we're doing. We would have been out of business by now.
David Laderberg, VP of Sales
Without having automation, we would have to at least be double our size. Doubling is a bit of a euphemism — I think we would have died or fallen back into oblivion.
Marcelo Lebre, Co-Founder
Zapier helps us close far above 50% more deals than we would without it. It is a key element of our overall strategy and, therefore, of our sales pitch.
Raphael Bochner, Founder and CIO
Zapier gives us unlimited flexibility and creativity. With Zapier, you're like an artist with a blank canvas. I don't know what we'd do without it.
Rishi Shah, CEO and Co-Founder
We don't just want to patch holes; we want to build scalable, future-proof systems. Zapier is helping us do that.
Allen Lai, Head of Customer Experience
We've been able to scale our operations while staying lean. Zapier lets us do more without needing more people.
Jacob Sirrs, Marketing Operations Specialist
Ready to automate your workflow securely?
Streamline processes, uncover new opportunities, and respond faster to change. Empower your team to get more done, without the manual work.