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Pre-Departure Automation

The Pre-Departure automation provides guests with important checkout information and instructions ahead of their departure date. This automation ensures a smooth checkout process and reduces confusion on departure day.

Overview​

Purpose: Send checkout procedures, key return instructions, and departure reminders.

Trigger: 2 days before the guest's departure date.

Channels: Email (primarily) with optional SMS reminder.

Setup Instructions​

  1. Navigate to Automations in your SendSquared dashboard
  2. Click + Create New Automation
  3. Select Pre-Departure from the template library or start from scratch
  4. Configure the automation with the following nodes:

Step 1: Configure Trigger​

  1. Select the Days Before Departure Date trigger
  2. Set the value to 2 days
  3. (Optional) Add filter conditions if you want this automation to run only for specific reservation types

Step 2: Add Conditional Logic (Optional)​

  1. Add a Condition node to check if the reservation has been canceled
    • Condition: Reservation.CancelledAt is Null
    • This ensures the automation only runs for active reservations

Step 3: Add Email Action​

  1. Add an Email action
  2. Select or create a pre-departure email template
  3. Configure recommended email settings:
    • From name: Your property/company name
    • Subject: "Checkout Instructions for Your Stay at [Property Name]"
    • Content: Include checkout procedures, key return instructions, and departure reminders

Step 4: Add SMS Reminder (Optional)​

  1. Add an SMS action
  2. Create a brief message reminding guests about checkout
  3. Include checkout time and key return instructions

Email Template Suggestions​

Your pre-departure email should include:

  • Personalized goodbye message using guest's first name
  • Reminder of departure date and checkout time
  • Detailed checkout procedures
  • Key return instructions (if applicable)
  • Cleaning requirements (garbage disposal, dishes, etc.)
  • Property closure procedures (windows, doors, appliances)
  • Information about security deposit return timeline
  • Request for reviews or feedback about their stay
  • Offer for future stays or repeat booking discount

SMS Template Example​