Automatic Notifications for Owners in Macufy: Email, Telegram and Booking Alerts
Introduction
Managing holiday rentals means keeping track of many things at once: new bookings, guests arriving and departing, completed check-ins, last-minute changes... Without the right tools, it’s easy to miss something important or find out too late about a situation that needed immediate attention.
Macufy includes a system of automatic notifications for owners that keeps you informed in real time about everything happening in your properties, without needing to constantly check the dashboard. You can receive these notifications via Email or Telegram, configure exactly when you want to receive them, and personalise the content of each message.
What are owner notifications?
Owner notifications are automatic messages that Macufy sends to you—not to your guests—when a specific event occurs in one of your properties. Unlike automatic guest messages, these notifications are designed to keep you up to date with your accommodation activity and help you coordinate your team and schedule.
Examples of situations where you would receive a notification:
A new booking has just arrived on Airbnb for your beach apartment.
A guest has completed online check-in and their details have been sent to SES Hospedajes.
Tomorrow you have an arrival and haven’t received any indication that the property is ready.
Guests are leaving today and the cleaning team needs to know the property is free.
With Macufy’s notification system, all this information arrives automatically to your chosen channel, exactly when you need it.
Step 1: Configure your notification channels
Before you can receive notifications, you need to set up at least one delivery channel. Macufy currently supports two channels:
The most universal channel. Set up the email address where you want to receive notifications. You can add more than one address if you want notifications to go to a collaborator or your management team.
Telegram
Telegram is the preferred channel for most Macufy users due to its immediacy and convenience. Messages arrive as push notifications to your mobile in real time, are easy to read, and don’t get lost among other emails.
To set up Telegram as a notification channel:
Go to Settings → Notifications in your Macufy dashboard.
Select Add channel and choose Telegram.
The system will provide a verification link. Open it in Telegram to link your account.
Once verified, the channel will appear as active and ready to receive notifications.
You can set up as many channels as you need: for example, your personal email for new booking notifications and a Telegram group to coordinate the cleaning team with arrival and departure alerts.
Once you add a channel, you’ll receive a verification link. It’s important to complete this step to activate the channel correctly.
Step 2: Configure notifications per property
Once your channels are set up, you can create specific notifications for each property. Each property can have its own independent configuration, allowing you to tailor alerts to the particular needs of each accommodation.
To access notification settings for a property:
Go to Properties and select the property you want to configure.
Go to the Owner notifications section.
You’ll see the list of configured notifications and the Add notification button.
Configuration fields
When creating or editing a notification, you’ll find the following fields:
Custom name (optional): An internal name to identify this notification in the list. For example: "New booking alert — WhatsApp team" or "Cleaning reminder on departure day".
Event (required): The point in the booking lifecycle that triggers the notification. You can choose from:
New booking received: triggered when a new booking arrives.
Guest arrival day: triggered on the check-in date.
Guest departure day: triggered on the check-out date.
Online check-in completed (Pro): triggered when the guest completes the check-in form.
Time offset (arrival/departure only): Allows you to set whether the notification is sent exactly at the event or in advance/afterwards. For example, you can set the departure alert to be sent 2 hours before so the cleaning team has time to prepare.
Time range (arrival/departure only): Defines a time window during which the notification can be sent. For example, if you set the range from 08:00 to 22:00, notifications will never be sent overnight even if the event technically occurs outside those hours.
Delivery channels (required): Select which channels (Email, Telegram, etc.) to send this notification to. You can select several at once.
Message template (required): The message text you’ll receive. You can write it in multiple languages and use dynamic variables that Macufy automatically replaces with real booking data.
The four types of events and how to use them
1. New booking received
This event is triggered when Macufy registers a new booking, regardless of the channel: Airbnb, Booking.com, Vrbo, Lodgify or manual.
When to use it:
To be immediately informed of every new booking without checking the dashboard.
To confirm that synchronisation with platforms is working correctly.
To alert a collaborator or manager when a booking requires special preparation.
Example message: 🏠 New booking in {property_name}
👤 Guest: {guest_fullname}
📅 Arrival: {date_start}
📅 Departure: {date_end}
🔖 Booking: {confirmation_code}
The guest will automatically receive the check-in link.
2. Guest arrival day
Triggered on the guest’s check-in date. With the time offset, you can set the notification to be sent as early as you need: the day before, several hours before, or exactly at arrival.
When to use it:
To remind you of an arrival and check everything is in order.
To alert the cleaning team with enough time to prepare the property.
To remind you to activate systems or specific services before the guest arrives.
Example message (sent 3 hours before arrival): 🔑 Arrival today at {property_name}
👤 {guest_fullname}
⏰ Scheduled check-in: {date_start}
🔖 {confirmation_code}
✅ Check: clean access, keys available, amenities restocked.
Example message for cleaning team (sent 1 day before): 🧹 Preparation for tomorrow — {property_name}
Tomorrow {date_start} new guests arrive.
Please ensure the property is ready before 14:00.
Any issues, report via this channel.
3. Guest departure day
Triggered on the check-out date. Especially useful for coordinating cleaning between guest departures and arrivals, especially on days with same-day turnover.
When to use it:
To remind the cleaning team the property is free that day.
To check the guest has returned keys or closed up properly.
To prepare the property for the next booking.
Example message (sent 2 hours before check-out): 🚪 Departure in 2 hours — {property_name}
👤 {guest_fullname} is scheduled to leave today {date_end}.
Remember to request keys and check the property after departure.
Example message for same-day turnover: ⚡ Turnover today at {property_name}
Departure: {guest_fullname} — before 11:00
Next guest arrives from 15:00.
Cleaning window: 11:00 – 15:00
Important to be punctual today!
4. Online check-in completed (Pro)
Triggered when the guest completes the online check-in form.
When to use it:
To confirm the check-in process is complete without checking the dashboard.
To send access instructions immediately after check-in (combined with the automatic guest message).
To alert the team if check-in is completed very close to arrival and preparation needs to be sped up.
Example message: ✅ Check-in completed — {property_name}
👤 {guest_fullname} has completed online check-in.
📅 Arrival: {date_start}
Departure: {date_end}
🔖 {confirmation_code}
Details have been sent to SES Hospedajes automatically.
The entry form PDF is available in the dashboard.
Variables available in templates
Variable | Content |
|---|---|
| Guest’s full name |
| Online check-in form link |
| Booking confirmation code |
| Arrival date and time |
| Departure date and time |
| Property name |
Time range: notifications only when convenient
A particularly useful feature of Macufy’s notification system is the ability to define a time range during which notifications linked to arrival and departure events can be sent.
Imagine you have a departure notification set for the day of check-out. If a guest leaves at 07:00, without the time range you’d receive the notification at that time. With a range set from 08:00 to 21:00, the notification would be postponed until 08:00, avoiding unnecessary early alerts.
The system also supports ranges that cross midnight. For example, if you set the range from 22:00 to 08:00, notifications will be sent overnight and early morning—useful for owners with teams working night shifts.
Recommended configuration for different types of owners
Owner managing only with a smartphone
Channels: Personal Telegram
Notifications:
New booking → immediate, no time restriction
Arrival → 1 day before, at 10:00
Departure → same day, at 09:00
Check-in completed → immediate
This minimal setup gives you all relevant information on your mobile without message overload.
Owner with cleaning team
Channels: Personal Telegram + Cleaning team Telegram group
Personal notifications:
New booking → immediate
Check-in completed → immediate
Cleaning team notifications:Arrival → 1 day before, 09:00–20:00, message with preparation instructions
Departure → same day, 08:00–12:00, cleaning reminder
This setup separates operational information for your team from your management info.
Professional manager with multiple properties
Channels: Corporate email + Personal Telegram
Email notifications:
New booking → immediate (summary for invoicing)
Check-in completed → immediate (legal confirmation for records)
Telegram notifications:Arrival → 4 hours before, range 08:00–20:00
Departure → same day, range 08:00–12:00
This setup gives you documentary traceability by email and real-time operational coordination via Telegram.
Activate, deactivate and delete notifications
From the list of notifications for each property, you can easily manage each notification:
Activate / deactivate: use the switch next to each notification to pause it temporarily without deleting. Useful if you’re on holiday or have a period without bookings.
Edit: modify any aspect—event, offset, channels, template—at any time.
Delete: permanently remove a notification you no longer need.
Preview before activating
Before saving any notification, you can use the Preview button to see exactly how the message will look with real booking data. This lets you check variables are replaced correctly and the text is formatted as expected.
You can also use the Send test button to send the message directly to the configured channel and check delivery works before activating the notification in production.
Summary
Event | When triggered | Offset available | Time range |
|---|---|---|---|
New booking | When booking received | No | No |
Arrival day | Check-in date | Yes | Yes |
Departure day | Check-out date | Yes | Yes |
Check-in completed | When form completed | No | No |
Macufy’s notification system is designed so you’re never caught off guard by any event in your properties and can coordinate your team automatically, without relying on calls or manual messages. Once configured, it works on its own and gives you peace of mind knowing you’ll always be informed about what matters, when it matters.
Want to configure notifications for your properties now? Go to your Macufy dashboard, select a property and go to the Notifications section to get started.