Automatic Messages to Guests in Macufy: Online Check-in and Personalised Notifications
Introduction
One of the most time-consuming aspects of managing a holiday rental is communicating with guests. Confirming bookings, sending the check-in link, reminding them to complete their details before arrival, explaining how to access the property, sending departure instructions... If you have several properties with frequent bookings, this communication can take up hours each week.
Macufy solves this problem at its root with a system of fully configurable automatic messages that cover all key moments in the booking lifecycle. In this document, we explain how each type of message works, how to configure them from your dashboard, and provide concrete examples you can adapt for your property.
The first automatic message: the online check-in link
When a new booking arrives in Macufy—whether from Airbnb, Booking.com, Vrbo, Lodgify or created manually—the system automatically sends the guest a message with the personalised link to complete online check-in.
This message is sent without you needing to do anything. The guest receives a unique, non-transferable link leading to a form where they can:
Enter their identity details and those of their companions
Scan their passport or ID using artificial intelligence
Sign the holiday rental contract
Select their arrival time if you have enabled this option
Book additional services if you have configured them
The form is available in 32 languages, so the guest will see it automatically in their language or can select it manually.
Once the guest completes online check-in, Macufy:
Automatically sends the data to SES Hospedajes of the Ministry of the Interior
Generates the PDF entry form and archives it
Activates the post check-in message with access instructions to the property (explained below)
This first automatic message is therefore the starting point for all guest communication, and works with no further configuration from the outset.
Check-in reminders: for guests who have not completed the process
Not all guests complete online check-in immediately after receiving the link. Some leave it for later and then forget. Others do not open the first message until days afterwards. To ensure the check-in process is completed before the guest arrives, Macufy allows you to configure automatic reminders.
How they work
Check-in reminders are messages sent automatically to the guest a set number of days before their arrival, at a specific time. You can configure as many reminders as you need (up to 10 on the Pro plan) and each can have:
Number of days before arrival: how many days before check-in the reminder will be sent
Sending time: what time of day it will be sent
Title and message: fully customisable in all available languages
Dynamic variables: the message can include specific booking data such as guest name, check-in link, confirmation code, arrival and departure dates, and property name
An important detail: reminders are only sent if the guest has not yet completed check-in. If the guest has completed the process, the reminder is not sent, avoiding unnecessary messages.
How to configure them
Go to your property settings and the Check-in → Check-in Reminders section. There you will find the list of active reminders and the button to add a new one.
When creating a reminder you must:
Choose how many days before arrival to send it
Choose the sending time
Write the title and message in each language you use
Save the reminder
You can activate or deactivate each reminder individually without deleting it, which is useful if you want to test different configurations or temporarily pause one.
Example recommended reminder sequence
Reminder 1 — 7 days before, 10:00
Subject: Your online check-in for {property_name} is waiting for you
Hello {guest_fullname},
Your stay at {property_name} is approaching. To ensure a quick and smooth arrival, please complete your online check-in before you arrive.
It will only take a couple of minutes: {checkin_link}
If you have any questions, we are at your disposal.
See you soon!
Reminder 2 — 3 days before, 18:00
Subject: Remember to complete your check-in — you arrive in 3 days
Hello {guest_fullname},
In 3 days you begin your stay at {property_name} (arrival: {date_start}).
If you have not yet completed your online check-in, please do so now to avoid delays on arrival: {checkin_link}
We look forward to welcoming you!
Reminder 3 — 1 day before, 09:00
Subject: You arrive tomorrow! Complete your check-in now
Hello {guest_fullname},
Tomorrow is the big day! Remember you need to complete your online check-in before arriving at {property_name}.
Do it in less than 2 minutes here: {checkin_link}
Booking: {confirmation_code}
Arrival: {date_start}
Departure: {date_end}
Variables available
Variable | Description |
|---|---|
| Guest’s full name |
| Personalised check-in form link |
| Booking confirmation code |
| Arrival date |
| Departure date |
| Property name |
Post check-in message: automatic instructions after completing the form
Once the guest completes online check-in, Macufy can automatically send a message with access instructions or any other information needed for their stay.
Use cases
Access instructions:
Hello {guest_fullname},
Today is the day! Here is everything you need to access {property_name}:
📍 Address: Example Street 12, 2A
🔑 Access code: 4829
📶 WiFi: MyNetwork_5G / Password: example123
Check-out is on {date_end} before 11:00.
If you have any questions, you can contact us here.
Enjoy your stay!
House rules on departure day:
Hello {guest_fullname},
Tomorrow {date_end} your stay at {property_name} ends. Please remember:
Check-out before 11:00
Leave the keys in the entrance box
Close all windows and turn off the gas
If you need late check-out, contact us in advance
Thank you for your visit! We hope to see you again soon.
How to configure the post check-in message
In your property settings, in the Check-in section, you will find Message after check-in. Here you can:
Set the sending time: indicate how many days and hours after check-in you want the message sent. For example,
0 days, 0 hourssends it at check-in;0 days, 2 hourssends it 2 hours later;-1 days, 20 hourssends it the evening before arrival.Write the message in multiple languages: use the language selector to switch between available languages and write the title and body for each. Macufy automatically detects the guest’s language and sends the message accordingly.
Insert dynamic variables: as with reminders, you can insert variables like
{guest_fullname},{date_start},{date_end}and{property_name}by clicking the variable buttons in the editor.Preview the message: before saving, you can use the preview button to see how the message will look with real booking data.
Automatic notifications for booking events
Beyond check-in reminders and the post check-in message, Macufy allows you to set up automatic notifications linked to specific booking lifecycle events. These events are:
1. New booking received
Triggered when a new booking arrives, regardless of the channel. You can set up an automatic message for the guest confirming the booking details and providing the check-in link.
Example:
Hello {guest_fullname},
We have received your booking at {property_name} successfully.
📅 Arrival: {date_start}
📅 Departure: {date_end}
🔖 Booking code: {confirmation_code}
To speed up your arrival, complete your online check-in whenever you wish: {checkin_link}
If you have any questions, we are here to help.
2. Guest arrival day
Triggered on the guest’s arrival day. Ideal for sending a final welcome reminder with access instructions if you haven’t already done so via the post check-in message.
Example:
Hello {guest_fullname},
Today is your arrival at {property_name}. We hope your journey is going well.
Remember check-in is from 15:00. If you have any issues with your schedule, let us know.
See you soon!
3. Guest departure day
Triggered on the departure day. Useful for reminding guests of check-out time and procedures.
Example:
Hello {guest_fullname},
Today {date_end} your stay at {property_name} ends. Check-out must be completed before 11:00.
Please leave the keys in the entrance box and close the door when you leave.
Thank you for choosing {property_name}. It’s been a pleasure having you!
4. Online check-in completed
Triggered when the guest completes the online check-in form. Perfect for sending detailed access instructions, as you know the guest is actively engaged with the booking.
Example:
Perfect, {guest_fullname}! Your check-in is complete.
Here is everything you need for your stay at {property_name}:
🔑 Access: The key is in the security box to the right of the door. Code: 7734.
📶 WiFi: BeachHouse_5G / Password: summer2025
🅿️ Parking: You have a reserved space at number 12 in the communal garage.
If you need anything during your stay, we are available on this number.
Enjoy your stay!
Messages in multiple languages: no barriers
All Macufy automatic messages—check-in reminders, post check-in messages and event notifications—can be written in as many languages as you have configured. Macufy automatically detects the guest’s language based on the language used to complete online check-in and sends the message in that language.
This means that if you have a German guest, they will receive all automatic messages in German, even if you have configured them simultaneously in Spanish, English, French and German. You do not need to do anything extra: the system selects the correct language automatically.
To write messages in multiple languages, use the language selector in the editor for each message type and write the content for each language independently.
Copy settings between properties
If you manage several properties and want them all to have the same reminder configuration, Macufy includes a function to copy reminders from one property to all others with a single click, or select which properties to apply the configuration to.
This is especially useful when:
You have just set up the perfect reminder sequence in one property and want to replicate it
You add a new property and want it to have the same communication as the rest
You update message content and need to propagate it to all properties
You’ll find this option in the check-in reminders section of each property’s settings.
Summary: the complete automatic communication cycle
Moment | Message type | Sent if... |
|---|---|---|
New booking | Confirmation + check-in link | Always on booking receipt |
X days before arrival | Check-in reminder | Guest has NOT completed check-in |
Check-in completed | Access instructions | Guest completes the form |
Arrival day | Welcome / instructions | Configurable |
Departure day | Check-out reminder | Configurable |
With this fully automated communication chain, your guests are always well informed, the check-in process is completed before arrival, and you can focus on what really matters: providing an excellent accommodation experience.
Any questions about configuring automatic messages for your property? Check our wiki or contact the support team from your dashboard.