Schedule WhatsApp Pre-Arrival Messages
Most hotels finish this in 3 minutes after templates are approved.
This guide helps you schedule automated WhatsApp messages before arrival.
Go to: Pre-Arrival → Messages
Quick Reference
| Setting | What it controls | Where to click |
|---|---|---|
| Channel tab | Selects the WhatsApp settings | |
| Notification Status | Turns pre-arrival messages on or off | Notification Status → Enabled/Disabled |
| Days before check-in | How many days before arrival the message sends | Days before check-in |
| Send time (HH:MM) | The time of day to send the message | Send time (HH:MM) |
| Select Template | The WhatsApp template guests receive | Select Template |
| Save | Stores your settings | Save |
Before You Start
Confirm these requirements:
- Your plan includes WhatsApp messaging
- WhatsApp is connected in Settings → Communications → WhatsApp → Setup
- At least one approved WhatsApp template exists
Schedule the Message
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Go to Pre-Arrival → Messages.
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Select the WhatsApp tab.
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In Notification Status, click Enabled.
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Enter a number in Days before check-in.
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Set a value in Send time (HH:MM).
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Open Select Template and choose an approved template.
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Click Save.
✓ You see a success message.
Preview the Message
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Select a template.
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Review the Template Preview panel.
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Confirm variables are highlighted.
✓ The preview updates with your template.
Troubleshooting
No approved templates available
What you see: "No approved templates available."
Fix:
- Connect WhatsApp in Settings → Communications → WhatsApp → Setup.
- Create or approve a template in Settings → Communications → WhatsApp → Templates.
- Return to Pre-Arrival → Messages and choose WhatsApp.
Save error asks for a template
What you see: "Please select a template for pre-checkin notifications."
Fix:
- Open Select Template.
- Choose a template from the list.
- Click Save.
Guests do not receive messages
What you see: Guests do not receive the message.
Fix:
- Confirm Notification Status is Enabled.
- Confirm the selected template stays Approved.
- Save again after any changes.
Still Stuck?
Contact success@vouch-technologies.com if:
- ❌ 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 configuration panel
- The template name you selected
- Time you last saved the settings