Automatic messages allow you to send emails to your guests automatically or manually throughout the different stages of a booking.
📌 Template management is available exclusively on the AvaiBook web version. This feature is currently unavailable in the mobile app.
From this section, you can create, edit and manage your templates, configure the sending conditions and define which accommodations, bookings and booking sources they apply to.
How to access templates
From the side menu, go to Conversations > Automatic messages.
This will take you to the main template management screen, where you’ll find all the options you need to search for, create and manage your automatic messages.
If you haven’t created any templates yet
If this is your first time accessing this section, the list will be empty and the system will display the following message: “There are no results matching the required criteria.”
This message simply means that no templates have been created in your account yet.
If templates already exist
Once you have created one or more templates, they will automatically appear in the main list.
From this screen, you can view all the information for each template and manage it quickly.
From the main screen, you can:
Search for templates using different filters.
Access the general automatic message settings.
Create a new template.
View all existing templates.
Activate or deactivate a template.
Edit or delete an existing template.
Available filters
To make it easier to find templates, you can use the following filters.
Template name: allows you to find a template by entering part or all of its name.
Associated event: displays only the templates linked to a specific event.
Status: allows you to view templates according to their status.
Booking source: filters templates according to the booking sources they apply to.
Channel: displays only the templates associated with a specific channel. This filter is particularly useful when the same template is configured for several booking platforms.
Accommodations: allows you to find templates associated with one or more specific accommodations.
Available actions
At the top of the screen, you will find the following options:
Search: applies the selected filters and displays only the templates that match the specified criteria.
Clear filters: resets all filters and displays the full list of templates again.
Settings: provides access to the general automatic message settings. This option is explained in the next section of this article.
Create template: opens the editor to create a new template. The complete creation process is explained later in this article.
Create a new template
Click + Create template to open the editor.
The screen is divided into two columns, where you can configure both the email content and its sending conditions.
Left column: allows you to define the template content, recipients, language, attachments and test submission.
Right column: allows you to configure how, when and for which bookings the template will be sent.
Configure the template content
In the left column, you must complete the message information.
Template name: enter a name that will allow you to identify it easily. This field is required.
Template status: it will be Active by default. You can deactivate and reactivate it whenever necessary.
Recipient: specify who the message will be sent to. You can enter one or more email addresses separated by commas or use the available variables.
📝 Using parameters in the Recipient field
In the Recipient field, you can also use parameters so that the system automatically fills in the corresponding recipient’s email address.
To insert them, place the cursor inside the field and press the # (hash) key on your keyboard. The system will automatically display the available parameters for you to select.
💡 Recommendation: always select the parameter directly from the list provided by the system instead of copying and pasting it manually. This will prevent blank spaces from being added before or after the parameter, which could stop it from being replaced correctly when the message is sent.
The available parameters are:
#my_owner_email# → owner’s email address.
#traveller_email# → guest’s email address.
#employees_email# → email addresses of all employees associated with the accommodation.
#check_in_employee_email# → email address of the user responsible for check-in.
#check_out_employee_email# → email address of the user responsible for check-out.
#cleaning_employee_email# → email address of the user assigned to cleaning.
In copy: allows you to add email addresses that will receive a copy of the message. Enter each address and press Enter to add it to the list.
Blind carbon copy: allows you to add additional recipients without the other recipients being able to see their email addresses. Enter each address and press Enter to add it to the list.
Edit the message
In the Template editing section, you can prepare the content that recipients will receive.
Language: by default, the editor will display the language configured in your AvaiBook user profile. If you want to create the template in other languages, select the corresponding flag and complete the content for each one.
⚠️ The system does not automatically translate the template content. You must manually enter the subject and description in each language you want to use.
Email subject: enter the subject of the message. This field is required.
Description: write the email body using the rich text editor. You can format the text and insert links, images, videos, tables and other available elements.
Personalize your messages with parameters
To insert dynamic information into the email content, enter the # character in the Description field. The system will automatically display the list of available parameters for you to select.
These parameters will automatically be replaced with the corresponding booking information when the email is sent.
To view the complete list of available parameters and learn how they work, see the article Parameters for personalizing email templates.
Add attachments
In the Attached section, you can add a PDF file that will be sent with the email.
Allowed format: PDF.
Maximum size: 1 MB.
You can also activate the Attach lease agreements option to automatically include contracts generated by AvaiBook.
Send a test email
Before saving and activating the template, you can use the Template test submission section.
Enter an email address and press Enter. Then click Submit template test to check how the content and formatting will be displayed.
📝 If you want to send the test to more than one email address, simply enter each address in the corresponding field and press Enter.
As you add them, the system will automatically include them in the recipient list.
Then, when you click Submit template test, the email will be sent to all the addresses you have added to the list.
Please note:
Your test email will contain the content currently entered in the Email subject and Description fields and will be sent in the selected language.
Any parameters included in the test email will contain sample data so you can check the final result.
Remember to save your template; otherwise, your changes will be lost.
Attachments are not included in test emails.
Configure template delivery
Once you have completed the message content, configure the conditions that will determine when and for which bookings the template will be sent.
These settings are configured in the right column of the editor.
How would you like to send the template?
By default, the system selects the Automatic option.
You can choose between two sending methods:
Automatic: the template will be sent when the configured conditions are met. It can also be sent manually from the booking page.
Manual: the template will not be associated with any automatic event and can only be sent manually from the booking page.
⚠️ If you select a Manual template, you will not need to configure the event, schedule, accommodations or booking source. You will only need to complete the email content and save the template.
What event do you want the template to send?
Select the event that will trigger the automatic sending of the template.
You can choose from the following events:
Upon receiving or creating a confirmed booking.
When a confirmed booking is cancelled.
At the booking check-in.
At the booking check-out.
When guest registration is completed.
📌 Please note:
Each automatic template can only be associated with one event.
The options available under When should the template be sent? will vary depending on the selected event.
When should the template be sent?
Once you have selected the event, you must specify when you want the template to be sent. By default, the system selects At the time of the event.
If you want to configure a more specific sending time, select the second option. The system will automatically adapt the configuration options according to the selected event.
Instant events
These three events share the same sending configuration:
Upon receiving or creating a confirmed booking.
When a confirmed booking is cancelled.
When guest registration is completed.
You can choose from the following options:
At the time of the event (selected by default).
X days and X hours after the event.
Scheduled events
The Check-in and Check-out events allow for more flexible scheduling because they are associated with a specific date.
In these cases, you can configure:
At the time of the event.
X days before or after the event and the approximate sending time.
For Check-in, you can also activate the Send even if the booking is received at shorter notice option so that last-minute bookings also receive the message.
Which accommodations does it apply to?
In this section, you must specify which accommodations the automatic template will be associated with.
All accommodations
Select this option if you want the template to be available for all accommodations in your account that are compatible with the selected event.
This is the recommended option when you want to use the same message for all your accommodations.
Select accommodations
If you prefer the template to be used only for specific accommodations, select this option.
Then open the Select accommodations drop-down menu and choose one or more accommodations you want to associate with the template. You can select as many accommodations as necessary.
📌 The template will only be sent for bookings belonging to the selected accommodations when the configured sending event occurs. If you add new accommodations to your account in the future, they will not be automatically associated with the template. You will need to edit the template and add them manually if you want them to use it as well.
The only exception is when the template is configured for All accommodations, as it will then be automatically applied to any new accommodations added to your account.
📝 A template can only be associated with one event
Each automatic template can only be associated with one event. The same template cannot be used for several events at the same time.
If you want to send the same content for different events for example, at Booking confirmation and Check-in you must create a separate template for each event and select the corresponding event during configuration.
💡 Important: templates cannot currently be duplicated. If you need to reuse the same content, you will have to create a new template from scratch. You can copy and paste the subject and message content to speed up the process, but the remaining settings must be completed manually again.
What should be the origin of the reserve?
In this section, you must specify which booking sources the automatic template can be sent from.
By default, when you create a new template, the system keeps all three available options selected:
Manual reservations
Booking engine
Channels
This means that the template can be sent for bookings from any of these sources, provided that all the other configured conditions are also met.
If you want the template to be sent only for a specific source, simply deselect the options you do not want to use and leave only the corresponding option selected.
Channels
If you keep the Channels option selected, you can use the drop-down menu to specify whether the template should apply to:
All channels, or
only one or more specific channels.
📝 The booking source acts as an additional filter. The template will only be sent when the booking comes from the selected source and the event and all other configured conditions are also met.