Introduction – What does this module offer me?

With the Notifications module, you can provide your guests with important information in a targeted and automated way.

You can define what should trigger a notification. For example, a message can be sent after a specific event, at a defined time, during or after the stay, or based on a particular status.

Depending on the selected trigger, you can also define a delay or a specific sending time.
Depending on the configuration, the notification is sent to your guests as an email or in-app message.

The advantage: You only need to set up the notification once. As soon as the conditions you defined are met, it is sent automatically.

Function overview

The following functions are available in the Notifications module:

Automatic sending based on different triggers
Event-based notifications
Notifications during or after the stay
Birthday greetings
Reminders for menu orders
Notifications based on status changes
Individually defined sending times
Option to define a delay or time, depending on the trigger
Sending as an email or in-app message, depending on the guest’s settings
Multilingual content
Optional link including link text
Predefined system notifications for central processes such as orders, payments or activities

How to set up the Notifications module

Open the section Communication > Notifications in the backend
Click “New notification” to create a new notification.

Setup

Enter an internal name and select the type.

Triggers

Depending on the type selected above, the triggers change dynamically.

Reservation

Decide whether the notification should be time-based or event-based.

1. Time-based:
The trigger for the notification is sent automatically depending on the selected reservation event.

Before arrival
During the stay
After the stay
Birthday greeting

Define how much time before or after the trigger the notification should be sent. Choose between minutes, hours and days and enter your desired time.

2. Event-based:
“Pre-Check-in successfully completed” can be selected as the trigger. After the guest has completed the Pre-Check-in via Guestnet, they will then automatically be notified after the period of time you have specified.

Daily menu

1. Event-based:

New menu available – as soon as a new menu is available for ordering, the guest is automatically informed. No time specification is required here.

Breakfast

1. Time-based:
The guest is automatically informed at the time you have specified about the upcoming breakfast order deadline.

Define how much time before closing the notification should be sent. Choose between minutes, hours and days and enter your desired time.

If your guest can place an order in the breakfast module until 11:00 AM, with a one-hour lead time they would be informed at 10:00 AM that the form will be closing soon.

Children’s pass

1. Status-based:
If the children’s pass has been completed and saved by the guest but a field is still missing, the guest is automatically informed.

Manual

1. Send now:
The notification is sent to all guests immediately after saving.

2. Schedule
Define from when until when the notification should be visible, as well as the time at which it should appear on the specified days.

The notification can also be limited to specific days of the week.

Message

After you have defined the trigger and sending method, you can compose your message. Enter a title and description.

For a personalized form of address, you can also use the following placeholders:

%salutation% – Salutation, e.g. Mr/Ms/Family
%firstname% – First name
%lastname% – Last name

When the message is sent, the placeholders are automatically replaced with the corresponding information.

Optionally, you can add a link and suitable link text, for example to a section within Guestnet, a menu, an activity or another relevant page.

Completion

The notification can then be saved as a draft or saved and activated directly. The message will then be sent according to the selected trigger. On the right, you can also see a preview of your notification.

System notifications

In addition to freely configurable notifications, Guestnet contains a number of predefined system notifications. These ensure that guests automatically receive central information, such as an order confirmation after breakfast or a payment confirmation after a successful payment.

System notifications differ from manually created notifications in one important respect:

They can be deactivated, but not deleted
Title and description can be adjusted for each language (if a field is left empty, the default text is automatically used)
They are marked with the “System” badge in the status

The following areas already include their own system notifications:

Activity calendar

Registration confirmation – when an activity is booked by the hotel or the guest
Request confirmation – when an activity is requested by the hotel or the guest
Waiting list confirmation – when the hotel or guest registers for the waiting list of an activity
Moved up from the waiting list – as soon as a guest moves up from the waiting list
Cancellation confirmation – when the guest or hotel cancels the registration
Reminder before start – the time before the activity starts can be configured
Appointment cancelled – when the hotel cancels an appointment

This ensures that the guest is informed in every case, regardless of whether they take action themselves or the hotel carries out the registration or cancellation in the backend.

The displayed placeholders can also be used:

%activity% – Title of the activity
%date% – Date of the activity
%time% – Start time of the activity

Breakfast, Daily Menu, Room Service and Shop

In each of these four areas, there is an order confirmation, which is automatically sent to the guest when an order is completed.

If this is deactivated, the guest will not receive any confirmation of their order – neither by email nor in the app.

The placeholder %title% represents the ordered product.

Treatments

Request/booking confirmation – for a treatment request or a direct booking

The placeholder %treatment% represents the corresponding treatment.

If a PMS-Spa integration is active, an automatic
treatment reminder is additionally provided:

It uses the same sending logic as the reminder in the Activity Calendar: the guest receives the reminder as a push notification, in-app message or email, depending on which channels they have activated in their notification settings. The lead time before the appointment can be configured for each hotel; the default is one hour. The reminder contains the treatment, date and time in the hotel’s time zone.

The function currently applies to bookings synchronized via PMS with a confirmed appointment, not to open requests without a fixed slot.

Placeholders used:

%treatment% – Title of the treatment
%date% – Date on which the treatment takes place
%time% – Treatment start time

Payments

Payment confirmation – after a successfully completed payment

Access data

Access data email – is sent manually by the hotel in the “My Stay” module

Placeholders:

%salutation% – Guest’s salutation
%firstname% – Guest’s first name
%lastname% – Guest’s last name
%roomnr% – Room number in which the guest is checked in

FAQ

Where do guests see the notifications?

In Guestnet – recognizable at the top right via the bell icon with red dot.

What is a Push Notification?

A one-time pop-up on the guest’s smartphone (only if the setting is activated). The notification appears only once per message.

Can I reactivate an existing notification?

No – to send a new browser notification, a new notification must be created.

Can I delete a system notification?

No. System notifications can be deactivated and their text can be adjusted, but they cannot be deleted. This ensures that central information such as order or payment confirmations can be reactivated at any time.

Support

The Notifications module is part of the Advanced & Pro packages.
Our Customer Success Team will be happy to advise you on how to make the best use of this module:
📩 [email protected]