Invitations and Guest Messaging

Invitation System

Once a PMS is connected and reservations are synced, XenGuide automatically sends invitations to guests 24 hours before check-in. This system ensures guests have access to your AI assistant when they need it most.

How Invitations Work

Automatic Sending

Invitations are automatically sent to guests based on their reservation data:

• Sent 24 hours before check-in by default (timing can be customized)
• Delivered via email or SMS, depending on available contact information
• Include a personalized message and link to access the chat
• Can be customized with your branding and welcome message

Guest Access

When guests receive an invitation, they can:

• Chat without signing in (using a secure link)
• Authenticate for a persistent session
• Access the chat via web, SMS, or in-app
• Ask questions at any time before, during, or after their stay

Managing Invitations

Hosts can view and manage invitations from the property dashboard:

• See the status of each invitation (Scheduled, Sent, Active)
• Manually send or resend invitations if needed
• Customize invitation timing and content
• View which guests have engaged with the chat

Guest Messaging Experience

Once a guest accesses the chat, they can:

• Ask questions about the property and their stay
• Receive immediate answers for questions the AI can confidently address
• Get host assistance for complex or unique inquiries
• Browse knowledge base articles directly
• Receive notifications when the host responds to their questions

Host Notifications

XenGuide ensures you're always informed about guest interactions:

• Receive alerts for new guest questions that require your attention
• Get notifications on desktop and mobile
• See when guests have read your responses
• Track conversation history for each guest

Best Practices

• Ensure your PMS has accurate guest contact information
• Customize your invitation message to set expectations
• Mention the chat assistant in your pre-arrival communications
• Keep your knowledge base updated for the best guest experience
• Respond promptly to questions that require host attention