How to automate your Airbnb messages and save time

Short on time?

Here are the 5 key takeaways on Airbnb messaging automation:

1. It meets modern traveler expectations. Guests expect instant replies 24/7. Automation ensures timely responses and prevents crucial oversights like access codes or arrival instructions.
2. Automate your core messages. Focus on three types:
   
   1. Booking confirmation: warm and friendly right after a reservation
   2. Pre-arrival info: sent 2–5 days before check-in with everything your guest needs.
   3. Check-in/check-out instructions: sent on the big day, with key reminders.
3. Airbnb offers a free built-in tool. It includes "shortcodes" (dynamic variables like [guest_first_name]) to personalize messages automatically.
4. AI is changing the game. Platforms like Nowistay go beyond pre-scheduled messages: their AI replies to complex questions in real time, with tailored and accurate information.
5. Balance automation with a human touch. Automated doesn't mean robotic. Keep messages warm, avoid walls of text, and remain available for personalized queries.

Why automate your Airbnb messages?

The short-term rental game has changed. Airbnb is no longer a quirky site for couchsurfing adventurers. It's now a professional-grade platform where guests expect premium service.

Today's travelers want clear, consistent info, instantly. And as a host or property manager, you're expected to be organized, responsive, and... always available.

That's where message automation comes in. It allows you to:

• Respond instantly, 24/7. Whether it's 2 a.m. or 2 p.m., your confirmation message goes out immediately, while you sleep peacefully.
• Avoid critical mistakes. Forgot to send the Wi-Fi code or door instructions? Automation makes sure every guest receives essential info right on time.
• Create a seamless guest experience. Well-timed, well-written messages reassure and guide your guests from booking to check-out.
• Reduce stress. No more frantic message checks. Your system handles it, even when you're offline.

Which messages should you automate?

Some questions, like local tips or special requests, require a personal response. That's where Nowistay's AI co-host steps in. It handles those inquiries for you with warmth, clarity, and 100% reliable info.

But for recurring messages, automation is your best ally.

1. Booking confirmation

This is the first message your guest receives. It sets the tone and builds trust. A great message includes:

• A warm, personalized welcome
• A recap of dates and arrival time
• A thank-you note to build connection
• A personal touch about the home or neighborhood

Example: "Hi Sarah! Thank you so much for booking the Parisian Nest. We're excited to welcome you from March 15-18. You'll love the area, especially the little bakery down the street! You'll receive all your check-in details a few days before your stay. Have a great day!"

2. Pre-arrival instructions

This is arguably the most important message in your automated sequence. Send it 2–5 days before check-in. Include:

• Exact address
• Check-in and check-out times
• Detailed access info (key box, door code, floor number…)
• Parking or public transport tips
• Personal recommendations for the neighborhood
• Emergency phone number
• Pro tip: include a map or Google Maps link!

3. Check-in / Check-out reminders

On arrival day, send a quick welcome message confirming everything's ready. For check-out, send a reminder the evening before: include departure time, instructions, and optional late check-out offers.

Bonus tip: Some hosts add a mid-stay check-in: "Hope everything is going well! Let us know if you need anything." It can prevent issues before they arise.

How to automate messages directly on Airbnb

Good news: Airbnb offers a free built-in automation tool in the host messaging section.

Step-by-step guide

1. Log into your Airbnb account and go to "Messages" in your dashboard.
2. Click "Message templates" or "Saved templates" under settings.
3. Click "New template", name it clearly (e.g. "Check-in Info").
4. Write your message, using a friendly tone and clear formatting.
5. Activate "Scheduled send", and choose when it should be sent (e.g. 2 days before check-in).
6. Test it! Create a mock reservation with a friend to check everything works.

What are Airbnb shortcodes?

These handy variables personalize your message automatically. For example:

• [guest_first_name] → Sarah
• [listing_name] → Parisian Nest
• [check_in_date] → March 15
  

Example message: "Hi [guest_first_name], welcome to [listing_name]!" becomes "Hi Sophie, welcome to the Batignolles Loft!"

Want more features? Try these external tools

Hospitable (formerly Smartbnb)

A powerhouse tool for multi-platform messaging (Airbnb, Booking.com, Vrbo).

Strengths:

• Advanced automation rules
• Auto-replies to common questions
• Built-in translations
• Great UX, even for beginners
  

Bonus: Can detect questions like "Where's the Wi-Fi?" and reply instantly.

Host Tools

Simple, budget-friendly, ideal for new hosts. Includes message scheduling, calendar sync, and cleaning reminders.

Pros: Easy setup, low cost
Cons: Fewer advanced features

Lodgify

A full-blown PMS (Property Management System) best suited for property managers or hosts with 5+ listings. More complex, but powerful.

Nowistay: the AI co-host that changes everything

Unlike other tools, Nowistay doesn't just send pre-written texts. It uses artificial intelligence to:

• Understand traveler questions in context
• Reply instantly with precise, kind answers
• Communicate in the traveler's language
• Handle repetitive queries, so you don't have to wake up at 2 a.m.

For anything truly urgent or unique, it notifies you directly (via email, and soon WhatsApp or SMS).

Nowistay combines automation and empathy. You stay in control, without being glued to your phone.

Automation best practices (and mistakes to avoid)

Best practices

• Proofread everything. Typos in auto-messages = 100x more embarrassing.
• Be warm and friendly. Picture texting a friend, not writing a corporate memo.
• Use shortcodes wisely. Don't overdo it—too many [guest_first_name]s can be annoying.
• Keep it concise. 2–3 automated messages are usually enough.
• Stay available. Let automation handle the basics, and jump in when it counts.

Mistakes to avoid

• Overly long messages. Nobody wants to read a novel on their phone.
• Cold, generic tone. You're not a hotel chain. Your space is personal.
• Duplicate sends. Double messages = double frustration.
• One-size-fits-all templates. A message for a couple won't work for a family of five. Customize!

Is it working? Here's how to tell

Track these indicators:

• Fewer clarifying questions.
• Guest reviews mention "great communication."
• You're spending less time in your inbox.
• Fewer check-in issues and misunderstandings.

What's next for Airbnb message automation?

Future innovations may include:

• Smart chatbots for complex requests
• Even deeper personalization
• Integration with smart devices
• Custom tips based on guest preferences
  

But don't forget the essence of great hosting: empathy and human connection.

In summary

Automating your Airbnb messages isn't just a nice-to-have. It's essential to stay competitive and sane. Whether you use Airbnb's built-in tool or an advanced platform like Hospitable or Nowistay, the key is to start.

Test. Refine. Improve. Guests will enjoy a smooth experience, and you'll get your time and peace of mind back.

So, ready to send your first automated message?