Fully Customizable Emails
The suite integrates directly with your PMS (Opera Cloud, Mews, HotelTime, Hotsoft, Infor), allowing you to:
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Pull live reservation data
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Trigger workflows on actions like booking created, check-in or check-out complete
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Automatically segment guests by status, room type, channel, or length of stay
No need to export guest lists or manually sort data — it’s all handled in the background.
Flexible Messaging Channels
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Email: Fully customizable templates with your hotel branding
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Coming Soon: SMS and WhatsApp for faster, direct communication
Communication Suite: Smart Messaging for Every Step of the Guest Journey
The HotelBuddy Communication Suite is a guest messaging module that helps hotels manage both automated and one-off communications across the entire guest journey. Whether you're sending a check-in reminder, a spa promotion, or a post-stay thank-you message, our system ensures the right guest receives the right message at the right time — without adding work for your team.
Reduce Manual Work
Automated messages handle routine items like pre-arrival details, reminders, and thank-you notes as well as time-sensitive updates like water interruptions or bar specials. Reception can send one message to a selected group rather than contacting each guest individually.
Increase Revenue
Present upsells as helpful enhancements—not hard sells. Share spa info in advance, promote dinner specials mid-stay, and use one-off campaigns to fill gaps like late-check-outs or spa slots.
Improve Guest Communication
Timely, relevant updates keep guests well-informed. Sharing practical details reduces confusion, builds trust, and results in stronger guest satisfaction and reviews.
Send one-time messages to specific guest segments directly from the admin dashboard.
Useful for:
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Operational alerts: maintenance works, temporary pool closure
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Limited promotions: happy hour, late checkout offers
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Loyalty perks: birthday offers, return-stay discounts
You decide the message, audience, and timing — perfect for both planned and last-minute campaigns.
Automated Campaigns
Key Features
Send pre-scheduled messages triggered by reservation events — no manual input needed.
Examples include:
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Pre-arrival: check-in instructions, weather tips, parking info
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During stay: spa availability, cleaning schedules, F&B offers
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Departure: reminders or post-stay thank-you notes
Each message aligns with guest actions like booking, check-in, or check-out—ensuring accuracy and relevance.
One-Off Campaigns
Part of HotelBuddy Ecosystem
The Communication Suite works hand-in-hand with the other modules in a unified admin panel.
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Online Check-In: Automatically notify guests when online check-in becomes available
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Mobile Keys: Share digital key access information and instructions pre-arrival.
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Upselling: Sell extra services and special offers before and during the stay
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Guest Chat: Follow up on requests with proactive outreach.
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Feedback & Reviews: Send review requests to guests who gave high satisfaction scores.
Who is the Communication Suite For?
Business Hotels – Handle high guest turnover with automated pre-arrival info, reminders, and one-off updates like happy hours or shuttle schedules.
Resorts & Leisure Hotels – Upsell spa, dining, and activities at the right time, while keeping guests informed about daily programs or maintenance updates.
Boutique & Independent Hotels – Small teams save time with automation, while professional, branded messages help compete with larger chains.
Hotel Groups & Chains – Run property-wide or location-specific campaigns, with consistent communication across all hotels through PMS integration.
FAQ
Hotels often struggle when they need to inform everyone quickly — for example, a sudden water outage, spa closure, or last-minute promotion. Without a system, staff must call or email guests one by one, which is slow and unreliable.
Guests expect quick, clear, and personalized updates. Missed or delayed communication often leads to confusion, lower satisfaction, and negative reviews.
Upsell attempts at check-in can feel rushed or sales-driven. Guests are more likely to book spa treatments, late check-out, or dining offers if they receive the information in advance or during their stay at the right time.
Most negative reviews mention things guests “weren’t told about.” Clear communication (arrival info, service schedules, local tips) prevents misunderstandings and leads to higher satisfaction — and better review scores.
Improving guest arrival experience
Use mobile check-in software like HotelBuddy to let guests check in on their own time. Automate data collection, payments, and upgrades — and give staff more time to welcome guests personally. The result? Happier guests, faster check-ins, and fewer errors.
HotelBuddy automatically retrieves guest and reservation information from your PMS and sends out personalized welcome emails. These emails include a link to the self-service portal, where guests can:
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Complete the registration card and provide details of all accompanying guests
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Provide a signature and agree to your terms & conditions
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Share estimated arrival times, and other important information
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Book room upgrades and extra services
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Provide the billing information and make secure online payments
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Benefits of online check-in
Guests can use their own devices to complete the check-in process before arriving at the hotel. The procedure is user-friendly and designed for all age groups, including those less tech-savvy.
Online check-in allows guests to check in at their convenience and learn about your hotel’s services at their own pace, without feeling rushed.
This also improves guest satisfaction and can boost revenue through simultaneous service offerings during the check-in process.
With deep integration into your PMS, high automation, and an intuitive web-based solution, we achieve high conversion rates, reducing stress for both guests and staff. Your staff can focus on delivering a warm, personalized welcome rather than handling administrative tasks.
