Collect hotel guests’ pre-arrival requests automatically
At 16:00 a list of every request for tomorrow’s arrivals arrives, with the department responsible.
- Trigger
- daily at 16:00
- Guide value
- ≈ 10 minutes per property and day (estimate)
- Systems
- PMS
- Guest journey tool
Today
Requests like a cot or an early arrival are scattered across pre-check-in, messages and PMS notes.
Afterwards
At 16:00 a list of every request for tomorrow’s arrivals arrives, with the department responsible.
How to set it up
- 01
Describe the task
In plain language, the way you would explain it to a new colleague. The description below is a starting point.
- 02
Review the first run
Discontinue shows you the result before anything runs on a schedule.
- 03
From then on it runs
On a schedule or when something happens. You can change it in chat at any time.
Every day at 16:00, send the front desk and housekeeping every request for tomorrow’s arrivals: cot, extra bed, pillow choice, early arrival, special occasions. Take them from pre-check-in and the messages in our guest journey tool and from the notes in the PMS. One line per request, with reservation, room (if already assigned) and the department responsible. Don’t reply to guests.
Step by step in the documentation: Create a report in chat and Schedule a report or Create an agent in chat.
What the result looks like
The agent works from your description and reports what it did and what is open.
What stays with you
You decide what you can make possible. Your team writes the replies to guests.
- Cot
- 2 · Rm 204, 311
- Early arrival
- 3 · from 10:00
- Special occasion
- Rm 501 · wedding anniversary
Sample data. Your output uses your property’s data.
Systems and permissions
| Software, any one of them | Access | What for |
|---|---|---|
| PMS | read | Read tomorrow’s arrivals, rooms and notes |
| Guest journey tool | read | Read pre-check-in, requests and guest messages |
| Team channels (optional) | write | Deliver the result to the team inbox or channel |
Apaleo
Oracle OPERA Cloud
Cloudbeds
Beds24
Hospitable
LIKE MAGIC
Slack
TelegramWhich data and actions are available depends on each system’s interface. When you connect a system you decide what is granted; every run is logged.
Frequently asked questions
Does the list find requests that only appear in a message?
Yes. Besides the PMS fields it also reads guest messages and pre-check-in.
Which permissions does “Pre-arrival requests” need?
PMS (Apaleo, Oracle OPERA Cloud, Cloudbeds, Beds24, or Hospitable): read, Read tomorrow’s arrivals, rooms and notes; Guest journey tool (LIKE MAGIC or Hospitable): read, Read pre-check-in, requests and guest messages. When you connect a system you decide which areas and actions are granted. Everything else stays off-limits.
What happens when a rule does not apply?
Agents only work with the systems and actions you granted. Where a rule does not apply, a person decides, and every step is logged.