Hostfully | Autohost Guest Communication Workflow (Message Setup Guide)

Please refer to this guide to set up the Autohost specific guest communications utilizing templates & triggers in your Hostfully account.

Table of Contents

1. Learn about the Autohost Process Flow

2. Learn about Autohost Stargate

3. Hostfully | Autohost Workflow

   1. Add 'Autohost Stargate' as a 'teammember'

   2. Configure Booking Confirmation Template / Trigger

   3. Configure Autohost Reminder(s) Templates / Triggers

   4. Configure Check-In Instructions Template / Trigger

Learn about Autohost Process Flow

To learn more about the process flow, refer to this help center article. 

Learn about Autohost Stargate

Autohost Stargate is an email relay system.

Its purpose is to act as a gatekeeper for your Autohost specific communications. 

Stargate uses verification-dependent filters to release (or withhold) specific messages, such as the 'reminder' messages and the 'check-in instructions' message.

Each guest will have an assigned verification status, and Stargate will release or withhold a message dependent on the status for example:

If a guest is in 'pending' status, Stargate will identify to continue to release the 'reminder' message.

Whereas, if the guest is in pending or declined status, Stargate will withhold the release of the check-in instructions.

To learn more about Stargate, refer to this help center article.

Hostfully | Autohost Workflow:

Likely, your current message flow is: 

Hostfully > Guest

Pre-check-in messages are automated to be sent to guests by Hostfully.

This is your new message flow:

Hostfully > Autohost >  Guest

Your pre-check-in messages to guests will first pass through Autohost Stargate, to ensure the right conditions are met before the messages are released to the guest.

Below, is a visual presentation of your new Hostfully | Autohost workflow:

Now that we understand our new workflow, let's begin to configure the templates and triggers in Hostfully.

First, let's add "Autohost Stargate” as a 'team member'  this will allow you to send specific communications to Autohost Stargate rather than the guest as noted above. For more information on roles & permissions with Hostfully view this article here.

1. On Hostfully, go to Agency Settings.

2. Click Invite team members.

   
   
3. Send the invite to your dedicated Stargate email address, which you can find in your Autohost account under Settings > Stargate (see image below).
   
   
   
4. Set their role as 'Manager', as seen below:
   

   

5. Click 'Send Invites' to continue.

6. Once sent, the Autohost Onboarding Specialist will approve the invite request from the invite email sent and will set a temporary password for login to be 'AHStargate123'.

7. Once you receive confirmation from your Autohost Onboarding Specialist, log into Hostfully as Autohost Stargate using your dedicated email address and the password provided. You’ll now be able to see the new user 'Autohost Stargate' under your 'team'.

8. Click into the account to change the password, utilizing the red 'Change password' button. Keep this information safe in a password manager.

Great job! Now, let's set up the templates and triggers for the following communications: 

1. Autohost Booking Confirmation

2. Autohost Reminder(s)

3. Autohost Check-In Instructions

1. Autohost Booking Confirmation 

1. On Hostfully, go to the account drop-down, select 'Templates & Triggers'

2. Select 'Custom Templates' subtab.

3. Click 'Create a template' > 'Email template'.

4. Proceed to fill out the following fields, and click 'Save Template' at the bottom.

Name:

Autohost Booking Confirmation

Subject:

Thank You For Booking [$LEAD_UID$]

Hi [$GUEST_FIRST_NAME$],

Thank you for booking a stay with us.

Here are your reservation details:

[$PROPERTY_NAME$]
Check-in: [$LEAD_CHECKIN$]
Check-out: [$LEAD_CHECKOUT$]
Number of Guests: [$LEAD_GUESTS$]

To ensure the safety of our guests, staff, properties, and community; we require all guests to complete our secure guest verification portal as noted in our listing description. Please complete the guest verification portal linked below ahead of your check-in date, to ensure your check-in instructions are sent ahead of your arrival.

https://verifyhub.org/[$LEAD_UID$]

We look forward to hosting you!

Thanks,
Your host

#AHP#hostfully:email:[$LEAD_UID$]:confirmation#AHP#

Great job on completing the 'Autohost Booking Confirmation' Template, now, let's create the associated trigger for the Autohost Booking Confirmation template:

1. On Hostfully, return to Templates & Triggers.

2. Click the subtab 'Triggers'.

3. Click the green 'Create a Trigger' button.

4. Proceed to fill out the following fields, and then click 'Create Trigger' at the bottom of the screen to save.

Now, let's create templates for the reminder messages.

2. Autohost Reminders

The following message reminders can be set up at the time frames you feel are most appropriate to your guests. However, we recommend the following reminder message sequence:

Begin to configure the reminder messages by following the steps below:

1. On Hostfully, go to the account drop-down, select 'Templates & Triggers'
2. Select 'Custom Templates' subtab.
3. Click 'Create a template' > 'Email template'.
4. Proceed to fill out the following fields, and click 'Save Template' at the bottom.

Proceed to fill out the following template fields for Reminders 1-3:

Name:

Autohost Reminder 1-3 

Subject:

Verify Your Upcoming Reservation [$LEAD_UID$]

Hi [$GUEST_FIRST_NAME$],

This is a friendly reminder that your reservation has not yet been verified.

To ensure the safety of our guests, staff, properties, and community; we require all guests to complete our secure guest verification portal as noted in our listing description. Please complete the guest verification portal linked below ahead of your check-in date, to ensure your check-in instructions are sent ahead of your arrival.

https://verifyhub.org/[$LEAD_UID$]

This process will only take a few minutes. We thank you for your participation in keeping our homes and communities safe!
Thanks,
Your host

#AHP#hostfully:email:[$LEAD_UID$]:reminder1#AHP#

Proceed to fill out the following template fields for Reminders 4-7:

Name:

Autohost Reminder 4-7

Subject:

Reminder To Verify Your Upcoming Reservation [$LEAD_UID$]

Hi [$GUEST_FIRST_NAME$],

Your stay is quickly approaching! This is a friendly reminder that your reservation is not yet verified.

Please take a moment to verify your reservation by completing our secure Guest Verification portal below:

https://verifyhub.org/[$LEAD_UID$]

As a reminder, check-in instructions will not be sent until guest verification is complete.

We thank you for your participation in keeping our homes and communities safe!

Thanks,
Your host

#AHP#hostfully:email:[$LEAD_UID$]:reminder4#AHP#

Proceed to fill out the following template fields for the Final Urgent Reminder:

Name:

Autohost Final Urgent Reminder

Subject:

Urgent Reminder To Verify Your Upcoming Reservation [$LEAD_UID$]

Hi [$GUEST_FIRST_NAME$],

Your check-in instructions can not be sent as we have identified that you have not yet completed our guest verification. Your stay is at risk of cancellation if guest verification is not completed soon. Please complete our secure guest verification portal below:

https://verifyhub.org/[$LEAD_UID$]

We thank you for your participation in keeping our homes and communities safe!

Thanks,
Your host

#AHP#hostfully:email:[$LEAD_UID$]:reminder8#AHP#

Well done! Now, let's create the associated Autohost Reminder triggers.

1. On Hostfully, return to Templates & Triggers.

2. Click the subtab 'Triggers'.

3. Click the green 'Create a Trigger' button.

4. Proceed to fill out the following fields, and then click 'Create Trigger' at the bottom of the screen to save.

Autohost Reminder (_)

When this event happens:

Complex Condition

If these conditions are met:

<Before stay starts> < equal to > < X > < days > 

Send email

Autohost Stargate

 Autohost Reminder 1

Repeat the above steps for the associated Triggers for Reminders 2-8

Autohost Check-In Instructions

Follow the steps below to create the Autohost Check-In Instructions template:

1. On Hostfully, go to the account drop-down, select 'Templates & Triggers'

2. Select 'Custom Templates' subtab.

3. Click 'Create a template' > 'Email template'.

4. Proceed to fill out the following fields, and click 'Save Template' at the bottom.

Name:

Autohost Check-In Instructions

Subject:

Your Upcoming Reservation [$LEAD_UID$]

Hi [$GUEST_FIRST_NAME$],

Thank you for verifying your reservation. We are looking forward to hosting you!

Here are your check-in details:

[INSERT CHECK-IN DETAILS HERE]

Thanks,
Your host

#AHP#hostfully:email:[$LEAD_UID$]:ci#AHP#

Now that you've prepped your Check-in Instructions template, let's create the associated trigger:

1. On Hostfully, return to Templates & Triggers.

2. Click the subtab 'Triggers'.

3. Click the green 'Create a Trigger' button.

4. Proceed to fill out the following fields, and then click 'Create Trigger' at the bottom of the screen to save.

   Trigger name:

   Autohost Check-In Instructions

   When this event happens:

   Complex Condition

   If these conditions are met:

   <Before stay starts> < equal to > < X > < days > 

   Then do this:

   Send email

   To: 

   Autohost Stargate

   Using this template: 

   Autohost Check-In Instructions

   

   Congratulations! You've successfully configured your new Autohost | Hostfully Guest Communication Workflow.