Automated Guest Emails: Check-In Details and Checkout Reminders, Sent for You
Set up a check-in email and a checkout reminder once, and let OurSharedPlace send them for every booking — with the right details, your how-to articles, and a private portal link that needs no login.
The Problem
Every stay tends to involve the same messages. A few days before arrival, someone has to send the address, the door code, the WiFi, and where to park. The day before departure, someone has to remind the guest to start the dishwasher, take out the trash, and lock up. It is easy to forget, easy to send late, and easy to get slightly wrong each time.
Automated Guest Emails take that off your plate. You write each message once, choose when it goes out, and the system handles the rest for every booking.
How It Works
In Property Settings, open Guest Emails. You will find two independent emails, each with its own on/off switch so you can run one, both, or neither.
A check-in email and a checkout reminder
Each email has its own subject and a free-form message you write however you like. Put the WiFi, the door code, and parking notes right in the text — there is no rigid form to fill out.
Sent on your schedule
Choose how many days ahead each email goes out — for example, the check-in email one day before arrival and the checkout reminder the day before departure. Timing is calculated in your property's own time zone, so "the day before" means the day before for your guests.
Personalized with merge fields
Drop in fields like {{guest_name}}, {{check_in_date}}, and {{check_out_time}}. Each one is filled in with the real booking details when the email is sent.
Feature your articles and checklists
Pick specific how-to articles and checklists to include. They appear at the bottom of the email as tidy links — with the article's featured image — and open directly to that content, no login required.
A Private Portal That Opens With One Tap
For outside guests, OurSharedPlace can create a private access code automatically for each booking, so everything in the email just works.
Activates before the stay, expires after
You decide how many days before arrival the code turns on and how many days after departure it shuts off. The code is created and managed for you — no need to generate or revoke anything by hand.
Works on the web and in the iPhone app
Guests can open their stay portal in any browser with no login, or enter the same code on the OurSharedPlace iPhone app's login screen. Either way they see the articles, checklists, photos, and contacts you have shared — and nothing else.
From the Right Person — and Test It First
Choose which admin it comes from
Pick the property admin the emails should come from. Their name appears as the sender and replies go straight to their inbox, so a guest who writes back reaches a real person.
Send a test to yourself
Each section has a Send test email to me button that delivers the email to your own inbox with sample details, so you can see exactly what your guests will receive — links and all — before a single one goes out.
Getting Started
- Go to Property Settings → Guest Emails and turn on the check-in email, the checkout reminder, or both.
- Write each message, inserting merge fields where you want the guest's name, dates, and times.
- Choose how many days ahead each email should send, and pick any articles or checklists to feature.
- Enable guest access codes and set how long before and after each stay the portal should be open.
- Choose which admin the emails come from, then use Send test email to me to preview the result.
From then on, every booking gets its check-in details and checkout reminder automatically — on time, in your property's time zone, with the right links for each guest.
Put Your Guest Emails on Autopilot
Automated Guest Emails are included with every OurSharedPlace subscription. Start your free trial and stop sending the same check-in and checkout messages by hand.