Automated Airbnb messages that helped us become Superhost

The 4 message templates

Just click 'Copy Message' and paste into Airbnb. Then swap the placeholders with your own property details.

#1 Pre check-in procedure

⏰ Send: 5 minutes after booking

🔑 Pre Check-In Procedure 🔑 Hello, [Guest Name] 👋🏽. Everything is confirmed for your reservation! 🤗 We kindly ask you to complete the mandatory check-in procedure for building access authorization. Check-in link: https://app.hostsmartly.io/check-in?tenant=YOUR_TENANT&code=[Confirmation Code] After completing check-in, you'll have access to remote opening of the building's pedestrian gate. *This mechanism will only be used for first access. The building key will be available inside the apartment to use during your stay* We'll also send the digital lock password for the apartment. If you have any questions, we're here to help. Thank you 😊

Note: Don't have Host Smartly? Simply remove the check-in link and pedestrian gate instructions, and add your own manual check-in and entry instructions instead.

#2 Check-in instructions

⏰ Send: 1 day before check-in at 6 PM

🔑 Check-In Instructions 🔑 Hello, [Guest First Name] 👋🏽. Your travel day is approaching 🤗. Address: Apartment 11 - First floor [Full Address] Building pedestrian gate opening: https://app.hostsmartly.io/check-in?tenant=YOUR_TENANT&code=[Confirmation Code] This mechanism will only be used for first access. The building key will be available inside the apartment to use during your stay. Digital Lock: Your digital lock password for the apartment was/will be sent in a separate message. Check-out is until [Checkout Time]. If you need flexibility, please let us know. For trash disposal, go down to the basement, left side of the elevator. We provide trash bags in the apartment. WI-FI NETWORK: [Wifi Name] PASSWORD: [Wifi Password] If you have any questions I'm available. For emergencies: WhatsApp [Your Phone Number]. Thank you for your booking and have an excellent stay!

Note: Don't have Host Smartly? Simply remove the check-in link and pedestrian gate instructions, and add your own manual check-in and entry instructions instead.

#3 Pre check-out procedure

⏰ Send: 1 day before check-out at 7 PM

🔑 Pre Check-Out Procedure 🔑 Hello, [Guest Name] 👋🏽. I hope you're having an amazing and comfortable stay 🤗. Here are the check-out instructions: 🕒 Check-out by 12pm (noon) 🔑 Leave the key, vehicle badge, and gate remote on the dining table 💡 Turn off lights, fans, and TV 🚪 Close doors and windows To exit the building, on the ground floor there's a switch near the elevator that will open the pedestrian gate. We're very happy to have you with us during these days and we'd love to hear any suggestions and improvements we can make to better serve you next time. Thank you 😊

#4 Post check-out thank you

⏰ Send: On checkout day at 12 PM

Hello, [Guest Name] 👋🏽 We wanted to thank you for choosing to stay with us. We're very happy to know that everything went well and you had a comfortable stay 😊🙏🏽 You were 5-star guests and thank you again for your preference. After checkout, Airbnb will ask you for a review about your stay. Positive reviews help us tremendously to get more guests and continue improving our service.☺️ Have a great trip back and we look forward to your next visit! 👋🏽

How to set up automated messages on Airbnb

Setting up these automated messages on Airbnb is straightforward. Follow these steps:

Navigate to quick replies settings

Go to Messages > Message settings and click on "Manage quick replies".

📖 View Airbnb's official guide

Create and paste each message

Click "Create" to add a new quick reply. Copy each of the 4 message templates above and paste them one by one.

Customize Variables

Replace placeholder text (like [Guest Name], [Wifi Password], etc.) with Airbnb's automatic variables or your property-specific information.

Set the Timing

Configure when each message should be sent according to the timings specified above (5 min after booking, 1 day before check-in, etc.).

Test and Activate

Review each message template, make any final adjustments, and activate them. Your messages will now send automatically!

The results: Superhost and a 4.97 rating

This message system has been instrumental in achieving and maintaining top-tier hosting metrics:

Superhost Status

Consistent communication and proactive information sharing helped achieve and maintain Airbnb Superhost status quarter after quarter.

A 4.97 rating

Our listing holds a 4.97 rating. The secret? Clear communication and always inviting direct feedback.

Up to 70% fewer messages

By proactively sending all necessary information, guest questions dropped by up to 70%, saving hours every week.

Better guest experience

Guests consistently mention "excellent communication" and "clear instructions" in their reviews, leading to higher booking rates.

Ready to automate your guest communication?

Frequently asked questions

Common questions about automated Airbnb messages

Yes. These templates are free to use. Just customize the property-specific details (address, WiFi, check-in links, etc.) to match your listing.

No. These message templates work with any Airbnb listing. Host Smartly also automates your check-in, remote access and guest FAQ, so the rest of the guest experience runs on its own too.

Simply remove or modify those sections! Replace them with your check-in method (lockbox, key exchange, etc.). The structure and timing are what matter most.

Yes. These timings are the ones that worked best for us. Try different timings if you like, but start with these.

Go to your Airbnb host dashboard, find "Scheduled messages" or "Message templates," create a new template for each message, paste the content, customize variables, and set the timing. See Airbnb's official guide linked above for detailed steps.

Not at all! These messages handle the essential information, freeing you to have meaningful conversations with guests about their stay, local recommendations, or special requests. Automation handles routine communication so you can focus on hospitality.

The combination of proactive information (reducing frustration), strategic timing (information when needed), and the post-checkout message that encourages reviews while keeping feedback channels open. Guests can share concerns privately rather than in public reviews.