As a host, being responsive is crucial to acquiring great reviews and gaining the algorithm’s favor. By using this tool called scheduled messaging, you won’t have to type out a message and send it manually through the channels.

Let’s plunge into it!

Where to find scheduled messaging

The feature previously called Automated Messaging is now named Scheduling. To find it, open the Inbox and click Scheduling (available on both desktop and mobile). This is where you manage automated messages, view scheduled messages, and check sent messages.

If the Scheduling menu does not appear at all, it is usually because your user role has Automated messaging = No access, which hides the menu. Check your permissions in your user role settings.

How to schedule your messages?

Create new rule

To create a new scheduled messages rule go to create/add a new rule.

• Set the rule title.
• Select the rentals this rule will apply to
• Define the trigger. The trigger defines when the message will be sent. You define:The period (Immediately - Six months)
• The timing: Before or After
• The booking event:Booking created - send a message relative to the booking creation time.
• Guest arrival- send a message relative to the guest arrival date and time.
• Guest departure- send a message relative to the guest departure date and time.
• Define the off-schedule sent policy. This includes the following cases:Rules including a Before Guest Arrival trigger:In that case there will be a checkbox to confirm that: For bookings made less than [selected timing] in advance, send the message at booking creation time.
• Rules including a Before Guest Departure trigger:In that case there will be a checkbox to confirm that: If a booking's departure date is changed to happen [selected timing] or more earlier, send the message at the time of the booking change.
• Define the message subject text. (Applicable only for email messages)
• Define the message body.
• Use dynamic variables: You can use dynamic variables in the subject and body of the message. This way you can include dynamic content in your messages that is related with booking attributes. The dynamic variables will automatically be replaced with the actual booking data before sending. For example, the {allAccessCodes} variable automatically inserts the access codes for a booking. You can create an access code per reservation by going to Reservations > open the reservation > Access code > Create access code.

Custom fields and message language

Fully custom template fields (such as {Floor}, {Wifi Name}, {Wifi Code}, {Main Entrance code}) are not currently supported. Aside from the available dynamic variables, any other information must be added manually to your scheduled messages.

Messages are shared across all platforms, there is no per-channel configuration. Because the same message is delivered to guests on every channel, it is usually best to write your messages in English so they are understood by all guests.

If you already have scheduled messages set up inside a channel's own system (for example VRBO), and you also create messages in Hosthub, guests will receive both, so it is recommended to delete the channel-side messages to avoid duplicates.

How off-schedule policy works

Rules including a Before Guest Arrival trigger

If For bookings made less than [selected timing] in advance, send the message at booking creation time is selected, then if a message is scheduled X days before guest arrival and a reservation is created or updated with check-in date within X days from today, then the message will be sent at booking creation/update time, if not already sent. This ensures that even last-minute bookings receive important information like check-in instructions automatically.

Rules including a Before Guest Departure trigger

When **If a booking's departure date is changed to happen [selected timing] or more earlier, send the message at the time of the booking change.**is selected, then if a message is scheduled X days before guest departure and a reservation is updated with new check-out date within X days from today, then the message will be sent at booking update time, if not already sent.

Viewing and Editing rules

After you have your rules created you can view them in the Message rules section.If you want to adapt them and make them more clear, you can use rule editing. In the rule menu select Edit and apply any changes that you need.

From the same menu you can also delete a rule.

Viewing scheduled messages

You can view all messages scheduled to be delivered in the Scheduled messages section. There you will be able to see the schedule time and details regarding the related rule and template.

Viewing sent messages

You can view all sent messages Sent messages section. There you will be able to see the send time and details regarding the related rule and template.

Troubleshooting and Modifications

When working with scheduled messages, you may occasionally need to make corrections or adjustments. If test messages are not received, verify the functionality of your registered email address in Hosthub and ensure it is operational. For enhanced reliability, it is recommended to test messages by sending them to yourself. This ensures both timing and content are accurate before enabling automated delivery.

Correcting Scheduled Messages

Scheduled messages cannot be modified directly once they are scheduled. If you need to change a scheduled message, you'll need to copy the message, cancel the scheduled version, and manually send the revised message to your guest.

Frequently Asked Scenarios

• Amending Messages Post-Scheduling: Copy the original message, cancel it, and send the updated version manually.
• Message Delivery Verification: Always confirm delivery through the 'Sent Messages' section in your Hosthub dashboard.

Controlling the order of messages sent at the same time

There is no way to choose which message is sent first when two rules are set to trigger at the exact same time (e.g. both immediately at booking creation). To guarantee the order, set the first message to be sent at booking creation and the second one a couple of hours after booking creation.

How are scheduled messages being delivered to guests?

GDPR (General Data Protection Regulation) in Europe
CCPA (California Consumer Privacy Act) in California
These laws ensure guest privacy by restricting the sharing of personal information such as email addresses, requiring all communication to take place within the respective platforms.

Airbnb

The scheduled messages are sent via the Airbnb messaging system only.

Booking.com

The scheduled messages are sent via the Booking.com messaging system only.

VRBO, Expedia

For bookings originated from those channels Hosthub receives the guest email address so the scheduled messages are sent via email.

WordPress

For reservations originating from WordPress that include guest email addresses, scheduled messages will be delivered via email. Always verify successful delivery by checking the 'Sent Messages' section in your Hosthub dashboard.

iCal channels

For channels connected using ical there is no way for Hosthub to retrieve the guest email address so scheduled messages will not be sent to the guest unless their address is manually added by the host in the booking edit page.

Updated on: 23/07/2026