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AI agent for vacation rental hosts

Guest Pre-Arrival and Check-in Agent

Every guest gets correct information on time

CommunicationCustomer serviceOperationsHospitality and events
See how it worksGet access
Guest Pre-Arrival and Check-in Agent: what goes in, what the agent does and what you get

What it does

Guests ask the same questions, and check-in details are often sent late or wrong. For each booking this agent plans a message series: booking thanks, house rules, check-in instructions with the door code, and a checkout reminder. It sends them on schedule and answers common questions from your house guide. It checks that the guest confirmed an arrival time and agreed to the house rules, and follows up if not. Late arrivals get extra notes such as where the outside light switch is. Unusual requests, such as a crib or early check-in, go to the host. If the door code changes, it updates instructions for every upcoming guest. The host approves the message set and any change to it.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueYes, continueNoNo 1 STARTS WHEN New booking 2 DOES Plan message schedule 3 YOU APPROVE Host approves message set 4 USES A TOOL Send messages on schedule 5 CHECKS THE RESULT Has the guest confirmed arrival time and rules? If not: send a follow-up. Back to step 4. 6 DOES Add notes for late or early arrivals 7 DOES Answer common questions and pass unusual ones tohost 8 CHECKS THE RESULT Is the door code in the instructions still current? If not: update instructions for every upcoming guest.Back to step 4. 9 RESULT Guest ready to arrive
Read the steps as a list
  1. New booking
  2. Plan message schedule
  3. Host approves message setThe agent waits here for your OK.
  4. Send messages on schedule
  5. Has the guest confirmed arrival time and rules?If not: send a follow-up. Back to step 4.
  6. Add notes for late or early arrivals
  7. Answer common questions and pass unusual ones to host
  8. Is the door code in the instructions still current?If not: update instructions for every upcoming guest. Back to step 4.
  9. Guest ready to arrive

How it decides

It sends messages on schedule and answers only from the house guide.

  • Only answer from house guide
  • Unusual requests to host
  • Codes sent 24 hours before

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Message schedule
  • Tone
  • Topics allowed

What keeps you in control

It always asks you first

  • Message set
  • Exceptions

Hard limits

  • Never shares codes early

It stops when

  • Done: guest arrived
  • Stop: booking cancelled

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA family booked 3 nights for a Friday arrival. By Wednesday the check failed: no arrival time and no reply to the no-party rule. The agent sent a follow-up. They replied with a 10 pm arrival and agreed to the rules. It added the late-arrival note about the outside light and passed their crib request to the host, who approved it.

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