Airbnb Automated Messaging Setup: A Step-by-Step Guide for New Hosts

Key Takeaways

Setting up automated messages on Airbnb takes about 30 minutes and can save you hours every week. Once your scheduled messages are running, guests get fast, consistent communication and you stop answering the same questions at midnight. This is one of the first things we set up on every new property we manage.

• Airbnb's built-in scheduled messages tool lets you send automatic messages triggered by booking events like confirmation, check-in, and checkout.
• You can create up to 20 scheduled message templates inside the Airbnb host dashboard at no extra cost.
• The five messages every host needs are: booking confirmation, pre-arrival details, check-in day reminder, mid-stay check-in, and checkout instructions.
• Automated messaging does not replace personal touches; it handles the repetitive stuff so you have time for the moments that actually matter to guests.
• Third-party tools like Hospitable or OwnerRez add more flexibility if you list on both Airbnb and Vrbo.

Why Automated Messaging Is One of the First Things We Set Up

When Craig and I were managing our first few properties, we spent a surprising amount of time typing out the same messages over and over. "Here is the door code." "Check-out is at 10 a.m." "Yes, there is parking." Sound familiar? Automated messaging on Airbnb solves exactly this problem. It is not about being robotic with guests. It is about making sure every guest gets the right information at the right time, even when you are at your kid's soccer game or asleep at 2 a.m. when someone books from a different time zone. As property owners ourselves, we know that fast, clear communication is directly tied to five-star reviews, and five-star reviews are directly tied to your income.

How to Access Scheduled Messages in Your Airbnb Host Dashboard

Airbnb's scheduled messages feature lives inside the host dashboard under the Inbox section. Here is exactly where to find it:

1. Log into your Airbnb host account and click Menu in the top right corner.
2. Select Inbox.
3. Click Scheduled messages in the left sidebar.
4. Hit Create a new scheduled message to build your first template.

When you create a message, you will choose a trigger event (booking confirmed, check-in day, checkout day, etc.) and set a send time relative to that event. For example, you can send a pre-arrival message 3 days before check-in at 10 a.m. Airbnb also gives you shortcodes, which are basically variables that auto-fill guest names, dates, and your property's address. Use them. A message that starts with "Hi Sarah" instead of "Hi guest" reads completely differently. The whole setup for a basic five-message sequence takes most hosts under 30 minutes the first time.

Shortcodes worth using in every message

Airbnb supports shortcodes like {{guest_first_name}}, {{listing_name}}, and {{checkin_time}}. These pull directly from your listing and booking details, so you do not have to edit each message manually. If you ever change your check-in time in your listing settings, messages using that shortcode update automatically. That alone saves a lot of accidental outdated-info headaches.

The Five Messages Every Host Should Automate First

You do not need a dozen automated messages to run a smooth operation. Start with these five and you will cover 90 percent of guest communication without lifting a finger.

1. Booking confirmation (send immediately after booking)

Keep this short. Thank the guest, confirm the dates, and tell them when to expect more details. Something like: "Thanks for booking, Sarah! We are excited to have you. About three days before your stay, we will send everything you need for a smooth arrival." This sets expectations without overwhelming someone who just clicked "Book Now" five minutes ago.

2. Pre-arrival details (send 3 days before check-in)

This is your most important message. Include the door code or lockbox instructions, parking details, Wi-Fi name and password, and any house rules worth repeating. Also mention your contact number in case something comes up at arrival. Guests who arrive well-informed have fewer problems and leave better reviews. For ready-to-use language, check out our airbnb automated messaging templates to see how we write these for our own properties.

3. Check-in day message (send morning of check-in)

A short "Today is the day!" message sent around 9 a.m. on arrival day reminds guests of the check-in window and gives them one more chance to ask questions before they are standing at your door. This is the message that reduces "I forgot the door code" texts at 11 p.m.

4. Mid-stay check-in (send day 2 of a multi-night stay)

Send a quick "How is everything going?" message. This does two things. It shows guests you care, and it gives unhappy guests a chance to tell you about a problem privately before they tell Airbnb in a review. About 80 percent of the time you get a "Everything is great, thanks!" reply. The other 20 percent is where you earn your five-star review by actually fixing something.

5. Checkout reminder (send the evening before checkout)

Remind guests of checkout time, what to do with keys or lockboxes, and any simple checkout steps like starting the dishwasher or putting used towels in the tub. Keep it friendly, not bossy. You are a host, not a drill sergeant.

When Airbnb's Built-In Tool Is Not Enough

Airbnb's scheduled messages work well for single-platform hosts. If you list on both Airbnb and Vrbo, or if you take direct bookings, you will quickly find yourself maintaining two or three separate sets of the same templates. That is where third-party tools earn their keep. Hospitable (formerly Smartbnb) and OwnerRez both connect to multiple platforms and let you manage all your messaging from one dashboard. OwnerRez is particularly strong for hosts who take direct bookings and want a property management system alongside their messaging. Hospitable is easier to set up and better for hosts who primarily want to handle communication across Airbnb and Vrbo without a full PMS.

The tradeoff with third-party tools is cost and setup time. Hospitable runs around $40 per month for most small portfolios (Hospitable pricing, 2024). OwnerRez starts higher but covers more ground including website, channel management, and accounting integrations. If you only have one or two properties on Airbnb, the built-in tool is genuinely good enough and you should use it before paying for anything else. When you add a second platform or a third property, revisit the decision.

Frequently Asked Questions

How many scheduled messages can I create on Airbnb?

Airbnb currently allows up to 20 scheduled message templates per host account. For most hosts managing a small portfolio on a single platform, that is more than enough to cover every stage of a guest's stay across multiple listings without repeating yourself.

Can I use the same message template for multiple listings?

Yes. When you create a scheduled message in Airbnb, you can assign it to all listings or select specific ones. Shortcodes like listing name and address auto-fill with each property's unique details, so one template works across several properties without manual editing.

Do automated messages hurt your response rate on Airbnb?

No. Airbnb calculates response rate based on how quickly you reply to new inquiry and booking messages from guests. Scheduled automated messages you send first do not affect that metric. You still need to reply to any guest who messages you directly within 24 hours to protect your response rate.

What happens if a guest books and checks in the same day?

If your trigger timing overlaps (for example, a pre-arrival message set for 3 days out and a same-day booking), Airbnb will either skip the message or send it immediately depending on your settings. Review the timing logic when you set up each template and build in a "send immediately on booking" fallback for same-day arrivals.

Should I mention the door code in automated messages?

Yes, but only in the pre-arrival message sent 2 to 3 days before check-in, not in the booking confirmation. Sending access codes too early creates unnecessary security risk. Also double check that Airbnb is not already sending automated access details through a smart lock integration before adding them manually to your templates.

Is automated messaging allowed under Airbnb's terms of service?

Yes. Airbnb's own platform includes a scheduled messages tool, which means automated messaging is fully supported. Third-party tools that use Airbnb's official API are also allowed. Tools that scrape Airbnb outside of the API violate terms of service, so verify that any tool you pay for is an official Airbnb API partner before connecting it to your account.

Can I personalize automated messages or do they feel generic?

Using shortcodes for guest first name and listing name goes a long way. Beyond that, writing in a natural, warm tone matters more than most hosts expect. A message that sounds like a person wrote it, even if it sends automatically, reads very differently from a template that sounds like a terms-and-conditions doc. Write your templates out loud to yourself first.

Ready to See What Your Property Could Earn With the Right Setup in Place?

Getting your automated messages right is one of the fastest ways to run a tighter operation without adding hours to your week. We set these up on every property we manage because we have seen firsthand how much they affect guest satisfaction and review scores. If you want to see how the full picture fits together, from pricing in PriceLabs to the message templates we actually use, our free income estimate gives you a real look at your property's potential and how we approach management. Get a free income estimate and see what your property could earn.