The Top 7 Guest Communication Tools for Vacation Rentals
Strong communication is the pillar of every successful vacation rental business. From the pre-booking process to long after check-out, the way you communicate and what values you transmit heavily influence your positive reviews and overall bookings.
There are two main routes you can take as a property manager or host—dedicating a chunk of your time to doing things manually or investing in guest communication tools for vacation rentals.
In this article, we’ve handpicked a list of 7 leading guest communication tools based on their features, benefits, and pricing that can help streamline your vacation rental management business and optimize your interactions.
With these options, you’ll be able to pick the one that best suits your business, whether you’re a professional property manager with a large portfolio or a host managing a handful of properties. You’ll also be able to narrow down the functionality of each one, from all-in-one tools to platforms that provide specific features such as automated messaging or digital guidebooks.
What are guest communication tools for vacation rentals?
Guest communication tools are platforms that help property managers and rental hosts with a series of time-consuming tasks such as managing check-in, answering frequently asked questions, and upselling services.
Most guest communication platforms include:
- An automated messaging system
- Welcome books
- House manuals and destination guides
- Integrations with property management software (PMS)
- Special offers for services
Some platforms include a variety of these features and others specialize in just one functionality.
Why are guest communication tools so important?
Guest communication tools are essential because they play a major part in the way your clients experience their stay. These vacation rental tools help you to:
- Build brand loyalty
- Receive more constructive feedback
- Increase your five-star reviews
- Boost your guest experience
What’s more, you’ll be able to achieve these wonders all while saving hours of work that were once used for manual tasks.
The top 7 vacation rental guest communication tools
Thanks to improvements in technology and a market that’s constantly growing, innovative solutions for property managers and hosts are readily available.
Here are 7 guest communication tools that will impress your guests, encourage vacation rental reviews , and cut down your workload.
1. RueBaRue
RueBaRue is a multi-feature guest communication tool that provides travelers with all of the information they might need before, during, and after their stay. This is done through digital vacation rental welcome books , SMS automation/guest SMS messaging, and local area guides.
- Vacation rental welcome books: From check-in times to instructions on how to use amenities, a welcome book is a sure way to enhance your guest experience and save time.
- SMS automation/guest SMS messaging: Use SMS templates and automate messages so that you never miss your mark.
- Local area guides: Share your best insider tips on restaurants, activities, and attractions in the area to help guests feel like locals.
RueBaRue goes beyond just welcome books and vacation rental house rules . You can also access unique features such as:
- Integrations with popular vacation rental software. Import data and reservations from your favorite property management system like Guesty or Hostaway and create personalized guidebooks within seconds.
- A team SMS inbox. Automatically save guest messages and staff replies with a shared inbox that your team can access for the utmost efficiency through the web or mobile app.
- An Extend Guest Stays feature. Take advantage of gap nights by offering guests the option to stay longer for a discounted price, boosting your direct bookings and occupancy rates.
Pricing: RueBaRue offers flexible pricing plans depending on the number of vacation rental properties that you’re managing, starting at $9.99 per month for one property. To get an estimated price, check out this handy calculator. Free 14-day trial available.
Who it’s for: Property managers, owners, and hosts with anywhere from 1 to 200+ properties.
Preview of RueBaRue
2. YourWelcome
YourWelcome is a guest management platform with two main features, the YourWelcome tablet, and the YourWelcome Advance for automated guest messaging.
With the YourWelcome tablet subscription, you receive a free vacation rental tablet that can be used to share essential information and facilitate the check-in process. For a more visual impact, you can also leave video guides and reduce the number of questions that you receive from guests.
There are potential drawbacks when it comes to an in-property tablet. The first is that you have no control over how the tablet is being used and the risk of damage is quite high. This means that tablets have to be checked after each reservation to ensure that new visitors are not faced with a broken device, which can end up being extremely time-consuming depending on the number of properties that you manage.
YourWelcome Advance allows you to automate your guest communication, set up email workflows, and upsell services like stocking the fridge or offering an early check-in.
Pricing: Starts at $119.99 per year. Free demo available on their website.
Who it’s for: Because in-property tablets should be checked after each booking and require more time, YourWelcome is ideal for property managers and owners with less than 10 properties.
Find out more in our YourWelcome tablet review .
Credit: YourWelcome
3. TouchStay
TouchStay is a digital welcome book platform that gathers all of your content in one online location.
Information is processed through a web app that creates an easy-to-use guidebook that guests can use throughout their stay. To highlight your brand, you can add logos, company colors, and fonts.
TouchStay’s welcome books can be accessed from any device and in multiple languages—all you need to do is to send over your website link and you’re ready to go.
The downside of this platform is that it doesn’t integrate with many property management systems, which can be inconvenient for those juggling many units.
Pricing: Contact TouchStay for pricing. Free 14-day trial available.
Who it’s for: Property owners, hosts, vacation rental managers, and hotels.
For more information, head over to our TouchStay review .
Credit: TouchStay
4. Hostfully Guidebooks
Hostfully is a property management platform that offers customizable guidebooks to hosts and professional vacation rental managers.
Hostfully’s guidebook format works both on desktops and mobile devices. Through pictures, videos, and written instructions, you can simplify the self-check-in process and attract guests from all over the world with a multi-language feature.
Create additional revenue streams with upselling opportunities, recommend the best places to eat in town, and woo your guests with immaculate details.
When it comes to guest communication tools, Hostfully is limited because it mainly focuses on digital guidebooks. There are no revenue-boosting features or team SMS inboxes and the number of PMS integrations are sparse.
Pricing: Starts at $19.99 per month for 1-5 listings or $44.99 for 6-10 listings. For hosts and property managers with more than 10 listings, contact Hostfully. Free demo available.
Who it’s for: Due to Hostfully’s limited features and focus on guidebooks, the platform is recommended for hosts, owners, and property managers with only a handful of listings.
For more insight on this guest communication tool, check out our Hostfully Guidebooks review.
Credit: Hostfully
5. HelloHere
HelloHere’s features include a welcome book, destination guide, marketplace, chatbox, and automated messaging system.
The guidebooks are available offline and can help to maximize your rental profit, build a consistent brand, and avoid call-outs. You can integrate your property information with:
- Rentals United channel manager
- BusyRooms PMS
- Cloudbeds PMS
Each subscription also includes a multi-property messaging app so that you can easily contact groups that are traveling together.
HelloHere requires guests to download an app to access guidebooks and other features. The platform also requires property managers and owners to include 15 recommendation categories in their guidebooks, which can be a downside for those who are looking for a fully customizable solution.
Pricing: Contact HelloHere for pricing and plans. Free trial and demo available.
Who it’s for: Property managers with multiple rentals.
Credit: HelloHere
6. Duve (formerly Wishbox)
Duve is a guest management and communication platform for hotels, vacation rentals, and hostels. Although this tool integrates with many hotel and hostel property management systems, they also have solutions designed specifically for short-term rentals.
Duve provides short-term rental owners and property managers with:
- An easy online check-in/check-out and mobile key
- A guest app with guidebooks, a real-time chat function, and property branding
- Upselling opportunities
- A unified inbox for emails, SMS, and Whatsapp
- A marketplace to increase revenue
- A house manual
Pricing: Contact Duve for pricing. You can also check out their calculator for an estimated price.
Who it’s for: Vacation rental owners and property managers, hotels, and hostels.
Credit: Duve
7. Host Tools
Host Tools doesn’t offer guidebooks but instead focuses on automated messaging. You can choose from a variety of customizable templates, schedule messages, and seamlessly manage check-ins.
It’s ideal for property managers or owners using OTAs like Airbnb or Vrbo who are just starting out in the industry and looking for an affordable solution for their guest communication.
However, seeing as Host Tools doesn’t include a digital guidebook, you have to resort to inconvenient alternatives such as using Airbnb guidebooks or creating your own unprofessional PDF.
Pricing: $5 per month per listing. Free 14-day trial available.
Who it’s for: Property managers with one to a handful of rentals.
Credit: Host Tools
Conclusion
Whether you’re deciding between Hostfully vs. Touchstay vs. RueBaRue or any of the other management tools listed above, investing in guest communication is the key to take your short-term rental business to the next level. Not only will you stand out from competitors, but you’ll also leave a lasting impression on anyone that walks through your doors.
Frequently asked questions about guest communication tools for vacation rentals
What are the most important features to look out for when choosing a vacation rental guest communication tool?
The features that you should look out for when choosing a vacation rental guest communication tool depend on the number of properties that you’re managing. Nonetheless, some of the most important features in the market are:
- Welcome books
- SMS/email messaging and automation
- Local area guides
What are the benefits of using a guest communication tool?
The main benefits of using a guest communication tool include streamlining your operations, saving time, improving your guest experience, and boosting your five-star reviews.
How much do guest communication tools cost?
The cost of guest communication tools varies depending on each platform and the features that they offer. In some cases, prices also depend on whether you’re a property manager, owner, or hotel and how many units you manage.
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