Product Updates: Introducing the New HotelBuddy Communication Suite & Easy White Label Setup for Your Hotel

NEW Communication Suite!

First Release: Customizable Email Templates

We’re excited to announce the launch of the new HotelBuddy Communication Suite — a major upgrade designed to give hotels more flexibility, personalization, and control over guest communication.

This is the first release in a much larger roadmap of communication tools that will continue launching over the coming months.

Our first feature release introduces fully customizable guest email templates.

🎥 Watch the Communication Suite Tutorial

See how to customize guest emails, personalize subject lines, edit email content, manage multilingual templates, and more inside HotelBuddy.

Centralized Guest Communication Management

The new Communication Suite allows you to manage all guest message types and email templates from one centralized place within HotelBuddy.

Whether you want to adjust branding, personalize guest messaging, or improve your communication flow, everything can now be managed directly from the platform.

Manage all guest communication templates from one central place.

Create Your Own Editable Email Templates

Each message type includes a system default template.

To fully customize it, simply create a copy of the default version. Once copied, the template becomes fully editable and can be adjusted to match your hotel’s communication style and branding.

Create your own customizable email templates.

Personalize Subject Lines with Dynamic Variables

You can fully customize email subject lines and personalize them using predefined variables such as:

• Guest First Name

• Guest Full Name

• Hotel Name and others

For example:

Hi {{guestFirstName}}! Online check-in to {{hotelName}} is now available.

This allows hotels to create more engaging and personalized guest communication experiences.

Customize your email subject line and add in variables.

Flexible Email Content Editing

The Communication Suite includes a powerful visual editor that allows you to customize email content directly inside the platform.

You can:

• Edit existing text

• Add new content

• Insert variables

• Add links and images

• Format text using colors, bold, and italic styles

All highlighted placeholders inside brackets automatically pull guest or hotel information into the email.

Easily customize email text, formatting, variables, links, and images while using dynamic guest and hotel data.

Built-In Smart Components

Some elements within the email templates are mandatory system components that ensure proper functionality and compliance.

These include:

• Action buttons

• Forward disclaimers

• Unsubscribe links

• “Powered by HotelBuddy” disclaimer

While these elements cannot be deleted, they can still be repositioned within the template layout.

Other optional variables and content blocks can be fully removed or customized as needed.

Personalize your emails with custom variables.

Rich Formatting & Image Support

The editor also supports rich formatting options, allowing you to align emails with your hotel brand identity.

You can:

• Add images

• Insert clickable links

• Customize formatting

• Adjust text styling

Images are automatically resized to fit optimally within the email layout for a better guest experience across devices and email clients.

Add your own branding with formatted text, links, and images optimized for email layouts.

Advanced Source Code Editing

For more technical users, the Communication Suite also includes source code editing capabilities.

This allows advanced customization of predefined button labels.

For example, you can overwrite the default button text by editing the “guestappButtonLabel” field directly inside the source editor.

You can change the predefined action button texts straight in the source code.

Preview & Test Before Publishing

Before activating any template, we strongly recommend using:

• Preview mode

• Send Test Email

This helps ensure templates display correctly across different devices and email clients and that formatting remains consistent when content is copied from external sources or AI tools.

Always preview and test templates across devices and email clients before publishing.

Template Activation & Prioritization

Once your custom template is ready, simply activate it and move it above the default template in the hierarchy.

This prioritization system is important because it lays the foundation for upcoming advanced communication features such as:

• Guest segmentation

• Rule-based messaging

• Automated communication flows

While the setup may initially seem more advanced, it has been intentionally designed to support significantly more powerful communication automation in future releases.

Once your custom template is ready, simply activate it and move it above the default template in the hierarchy.

🚀 What’s Coming Next

This is only the beginning of the HotelBuddy Communication Suite roadmap.

Over the coming months, we’ll continue introducing new features including:

• Customized communication flows

• Flexible timing and trigger management

• One-off and recurring custom emails

• Guest segment-based templates

• WhatsApp integration

• AI Receptionist launches later this year

Our goal is to help hotels create smarter, more personalized, and more automated guest communication experiences — all from within a single platform.

Learn More

To read more about the HotelBuddy Communication Suite, visit:

https://www.hotelbuddy.eu/communication-suite

Fully Customizable White Label Experience

We’re also making it even easier to fully brand your HotelBuddy experience.

With the improved White Label setup, you can now customize the HotelBuddy interface to better match your hotel brand and create a more seamless guest experience.

You can now:

• Replace the HotelBuddy logo with your own

• Apply your hotel’s primary brand colour

• Upload custom logos and background images

• Create a more consistent branded guest experience

To configure your branding, navigate to:

Settings → Features → White Label

HotelBuddy now offers fully customizable white label functionality.

In the White Label section, you can choose your brand colors and upload custom logos and background images to fully personalize the guest experience.

Configure your brand logo and colors in the HotelBuddy White Label section.

Important Branding Tips

For the best visual appearance, make sure to upload logos with a transparent background.

When using logos on dark backgrounds, we recommend using a white or light-colored version to ensure good visibility inside the app.

Please avoid uploading logos with white or colored background boxes.

You can also adjust the logo height if needed to ensure the best fit and appearance across the application.

We strongly recommend testing the branding directly inside the app to verify that the logo placement and visibility look correct on all screens.

❌ Do not upload logos with white or colored background!

✅ Upload logos with transparent background and make sure they look good in the application.

Make sure the logo you upload has a transparent background and looks good in the app.

If you need any help customizing your branding, our team is always happy to assist.

Your hotel app can now fully reflect your brand identity with your own logo, colors, and visual style.

Your custom hotel app, fully branded with your logo and primary colour

If you have questions or would like help setting things up, feel free to reach out at support@hotelbuddy.eu.