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Booking Reminders

Set up and manage automated reminders to reduce no-shows and prepare guests

Written by Hayden Zammit Meaney
Updated over 2 months ago

Booking Reminders

Automated booking reminders help ensure guests remember their upcoming experiences, arrive prepared, and don't become no-shows. Tourism Accelerator makes it easy to set up and customise reminders that work for your business.

Why Reminders Matter

Effective reminders help you:

  • Reduce no-shows by keeping bookings top of mind

  • Prepare guests with important pre-experience information

  • Build anticipation for their upcoming adventure

  • Provide last-minute details like weather updates or meeting points

  • Give guests opportunity to reschedule if their plans have changed

Types of Reminders

Standard Booking Reminders

Automated emails sent before the experience, typically including:

  • Confirmation of date, time, and location

  • What to bring or wear

  • How to find the meeting point

  • Contact details for questions

Day-Before Reminders

Sent 24 hours before, often including:

  • Final confirmation of details

  • Weather-appropriate advice

  • Check-in time reminders

  • Last chance to notify you of changes

Same-Day Reminders

Sent on the day of the experience:

  • Final meeting point details

  • Contact number for the day

  • What to do if running late

  • Excitement-building messaging

SMS Reminders

Short text message reminders:

  • Sent closer to the experience time

  • Brief, essential information only

  • Direct contact option

  • Higher open rates than email

Setting Up Reminders

Configuring Email Reminders

  • Navigate to your Settings

  • Go to Communications or Email Settings

  • Find Booking Reminders

  • Enable the reminder types you want

  • Set the timing (e.g., 24 hours before, 2 hours before)

  • Customise the message content

Reminder Timing Options

Common timing configurations:
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  • 7 days before (for advance bookings)

  • 48 hours before

  • 24 hours before (most common)

  • On the morning of the experience

  • 2 hours before (for same-day)


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Customising Reminder Content

You can personalise reminders to include:
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  • Your brand voice and tone

  • Experience-specific instructions

  • Seasonal information

  • Special preparation requirements

  • Links to useful resources


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What to Include in Reminders

Essential Information

  • Experience name and reference number

  • Date and time

  • Meeting point with clear instructions

  • Contact phone number for the day

Preparation Details

  • What to bring (sunscreen, water, camera)

  • What to wear (comfortable shoes, layers)

  • What's provided (equipment, refreshments)

  • Parking or transport information

Practical Considerations

  • Arrival time (suggest arriving early)

  • What to do if running late

  • Cancellation/reschedule policy reminder

  • Weather contingency information

Building Excitement

  • Highlight what they'll experience

  • Share a recent guest review

  • Include a photo of what's to come

  • Express your enthusiasm

Managing Individual Booking Reminders

Viewing Scheduled Reminders

For any booking, you can see:
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  • Open the booking details

  • Go to the Communications section

  • View scheduled reminders with send dates

  • See which reminders have already been sent


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Manually Sending a Reminder

If you need to send an additional reminder:
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  • Open the booking

  • Click Send Reminder

  • Choose the reminder type

  • Send immediately or schedule


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Stopping Reminders for a Booking

If a booking no longer needs reminders (e.g., guest has been in touch):
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  • Open the booking

  • Go to scheduled communications

  • Cancel pending reminders

  • Note the change in booking notes


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Reminder Best Practices

Timing

  • Don't send too many reminders (2-3 maximum)

  • Space them appropriately

  • Consider your experience type (adventure vs. relaxed)

  • Allow time for guests to act on information

Content

  • Keep subject lines clear and recognisable

  • Put the most important information first

  • Use formatting for easy scanning

  • Include a clear call-to-action if needed

Tone

  • Match your brand personality

  • Be helpful, not nagging

  • Build excitement, not anxiety

  • Respect your guests' time

Reminders for Different Experience Types

Early Morning Experiences

  • Send reminders the evening before

  • Emphasise arrival time

  • Include caffeine/breakfast suggestions

Multi-Day Experiences

  • Send detailed packing list in advance

  • Day-before reminder for Day 1 start

  • Consider reminders between days

Weather-Dependent Experiences

  • Include weather forecast in reminder

  • Explain your weather policy

  • Provide guidance on appropriate clothing

High-Value Experiences

  • More comprehensive reminders

  • Personal phone call option

  • Detailed preparation guide

Tracking Reminder Effectiveness

Monitor how reminders impact your business:

Metrics to Watch

  • No-show rates before and after implementing reminders

  • Guest feedback about communication

  • Bounce rates on reminder emails

  • Unsubscribe rates (if too high, adjust frequency)

Adjusting Based on Results

  • Test different sending times

  • Try different content approaches

  • Adjust frequency based on feedback

  • A/B test subject lines

Common Reminder Issues

Guest says they didn't receive reminder

  • Check email address is correct

  • Ask them to check spam folder

  • Consider adding SMS reminders

Guest complains about too many reminders

  • Review your reminder frequency

  • Offer preference settings

  • Ensure each reminder adds value

Reminder contains wrong information

  • Update the booking details

  • Resend with correct information

  • Apologise for any confusion

Thoughtful, well-timed reminders show your guests you care about their experience from the moment they book until the moment they arrive.

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