Overview
Set up email templates that Amenitiz sends automatically to your guests at key moments of their stay — booking confirmation, pre-arrival reminders, post-stay thank-you messages, and any custom touchpoint you want.
You can use it to:
Confirm bookings the moment they're made
Send pre-arrival info (directions, check-in time, parking)
Follow up after the stay (review request, return offer)
Trigger any custom message at a chosen time before or after the booking
Before you start
You need admin access to your Amenitiz account.
The booking confirmation template already exists for every hotel — you can edit its content but cannot delete it or turn it off.
All other templates are custom and fully under your control. There is no limit on how many you can create.
Attachments must be JPG, PNG or PDF only.
Write one template in your hotel's default language and Amenitiz will use it for every guest, or fill in a version per language for finer control.
Step-by-step instructions
Open the templates list
In the sidebar, go to
Settings→Templates, or open theMessagingtab and selectTemplates.
Create a new template
Click
+ New Template.Fill in the fields:
Template name — internal reference, not seen by guests
Delivery method — Email, OTA messaging, or "OTA messaging if no guest email"
Template subject — the email subject line; use variables for personalisation
Template body — the email content; use variables for personalisation
Documents — attach JPG / PNG / PDF files (optional)
Send time — when the email goes out (see Trigger options below)
Manual bookings — toggle on to also send to bookings you create in the admin
Rooms — limit the template to specific rooms (defaults to all)
Activation — switch on or off without deleting
Click
Previewto see how the email will look to a guest, with sample data filled in.Click
Save.
Trigger options
A template can be sent at any of these moments:
Immediately after booking — sent within minutes of the reservation being created
N days after booking — e.g. 3 days after the guest booked
N days before arrival — e.g. 2 days before check-in (the pre-arrival reminder)
N days after arrival — e.g. 1 day after check-in (welcome follow-up)
N days before departure — e.g. 1 day before check-out (late checkout offer)
N days after departure — e.g. 2 days after check-out (thank-you, review request)
You can also set the hour of the day the email should send (e.g. 09:00). Times are applied in your hotel's timezone.
Available variables
Insert these placeholders in the subject or body — Amenitiz replaces them with the booking's real values when the email is sent.
Guest
{{ civility_title }}— Mr., Ms., Sr., …{{ first_name }},{{ last_name }}
Booking
{{ reservation_number }}{{ arrival_date }},{{ departure_date }}{{ room_name }}{{ number_of_people }},{{ number_of_rooms }}
Payment
{{ total_price }}{{ amount_paid }},{{ amount_due }}{{ payment_status }}— paid / unpaid / ongoing{{ payment_type }}
Hotel
{{ hotel_name }},{{ hotel_address }}{{ hotel_email }},{{ hotel_phone }}
Online check-in (CheKin)
{{ chekin_signup_form_links }}— guest online check-in links{{ chekin_remote_access_urls }}— smart lock or remote access codes
How languages work
Amenitiz picks the right language for each guest using this order:
The guest's preferred language, if known and supported by your hotel
The most common language of their country
Your hotel's default language as a fallback
You only need to create each template once in your default language. If you want tighter wording for a specific market, fill in the subject and body for that language too — Amenitiz will use it whenever it applies.
Important rules
📌 Note — The Booking confirmation template is created automatically for every hotel. You can edit its content but you cannot delete it or turn it off.
Important — Manual bookings (the ones you create yourself in the admin) do not receive automated emails by default. Turn on the Manual bookings toggle on a template if you want them to.
⚠️ Warning — Cancelled bookings stop receiving any scheduled emails immediately. A guest who cancels before the pre-arrival email is sent will not receive it.
Watch our tutorial
FAQs
Can I send automatic messages via WhatsApp?
Can I send automatic messages via WhatsApp?
No, WhatsApp is not supported for automated messages at this time. You can send via email, Booking.com chat or Airbnb chat.
Will a guest who booked via Booking.com or Airbnb get my email?
Will a guest who booked via Booking.com or Airbnb get my email?
Yes, if you set Delivery method to OTA Messaging (Booking.com & Airbnb) or OTA Messaging if no guest email is provided. The message arrives in the OTA's internal chat. Booking.com bookings using an alias email always go through the OTA chat.
What file types can I attach?
What file types can I attach?
Only JPG, PNG and PDF files. Other file types are not accepted.
Can I have a different subject and body per language?
Can I have a different subject and body per language?
Yes. Each template stores a separate subject, body and attachment list per language. Filling them in is optional — Amenitiz falls back to the version in your hotel's default language if a specific language is empty.
Is there a limit to how many templates I can create?
Is there a limit to how many templates I can create?
No, you can create as many custom templates as you like.
Can I send a test email to myself?
Can I send a test email to myself?
Use the Preview button on the template form — it shows you exactly how the email will look to a guest, with sample data filled in.
What happens to scheduled emails if the booking is cancelled?
What happens to scheduled emails if the booking is cancelled?
Any scheduled email for that booking is cancelled automatically. The guest will not receive any further automated emails for that booking.