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Schedule SMS Pre-Arrival Messages

Quick Setup

Most hotels finish this in 5 minutes after creating a message template.

This guide helps you send SMS reminders before arrival.

Go to: Pre-Arrival → Messages

Quick Reference​

SettingWhat it controlsWhere to click
Channel tabOpens the SMS settingsSMS
Notification StatusTurns SMS messages on or offNotification Status → Enabled/Disabled
Days before check-inHow many days before arrival the SMS sendsDays before check-in
Send time (HH:MM)The time of day to send the SMSSend time (HH:MM)
Message TemplateThe SMS body guests receiveMessage Template
Save All ChangesStores schedule and template updatesSave All Changes

Before You Start​

Confirm these requirements:

  • Your plan includes SMS notifications
  • Guest phone numbers are stored in your PMS
  • You know the message you want to send

Schedule the Message​

  1. Go to Pre-Arrival → Messages.

  2. Select the SMS tab.

  3. In Notification Status, click Enabled.

  4. Enter a number in Days before check-in.

  5. Set a value in Send time (HH:MM).

  6. Enter your message in Message Template.

  7. Click Save All Changes.

    ✓ You see a success message.

Add Variables​

Use variables to personalize the message.

  1. In Available Variables, click the Copy icon next to a variable.

  2. Paste the variable into Message Template.

  3. Repeat for any other variables you need.

    ℹ️ Variables are replaced with guest data when the SMS sends.

Common SMS Variables​

VariableUse it for
{{guestName}}Greet the guest by name
{{arrivalDate}}Show the arrival date
{{checkinLink}}Share the main check-in link
{{selfCheckInLink}}Share a self check-in link
SMS character limit

Messages using emoji or non-Latin characters use the UCS-2 limit of 65 characters. Messages with standard Latin characters can use the higher limit shown in the editor.

Preview the Message​

  1. Review the Live Preview panel.

  2. Confirm the preview shows the right tone and length.

    ℹ️ The preview uses sample values, not real guest data.

Troubleshooting​

Template required warning​

What you see: "Please create a message template before enabling SMS notifications."

Fix:

  1. Add content in Message Template.
  2. Click Save All Changes again.

Message too long​

What you see: "Message exceeds character limit. Please shorten it."

Fix:

  1. Remove emojis or non-Latin characters if you can.
  2. Shorten the message or remove extra variables.
  3. Save again.

Character limit shows 65​

What you see: The counter shows / 65 chars instead of / 120 chars.

Fix:

  1. Remove emojis or non-Latin characters to return to GSM-7.
  2. Or keep UCS-2 and shorten the message to 65 characters.

Upgrade required​

What you see: An upgrade screen instead of the SMS settings.

Fix:

  1. Go to Settings → Billing & Subscription.
  2. Upgrade to a plan that includes SMS notifications.

Still Stuck?​

Contact success@vouch-technologies.com if:

  • ❌ SMS messages do not send after the steps above
  • ❌ The page will not save settings
  • ❌ You see repeated errors for more than 30 minutes

Helpful to include:

  • Screenshot of the SMS settings
  • The message template text
  • Time you last saved the settings