Skip to main content

Booking Reminders

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

Written by Hayden Zammit Meaney

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:
​

  • 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)


​

Customising Reminder Content

You can personalise reminders to include:
​

  • Your brand voice and tone

  • Experience-specific instructions

  • Seasonal information

  • Special preparation requirements

  • Links to useful resources


​

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:
​

  • Open the booking details

  • Go to the Communications section

  • View scheduled reminders with send dates

  • See which reminders have already been sent


​

Manually Sending a Reminder

If you need to send an additional reminder:
​

  • Open the booking

  • Click Send Reminder

  • Choose the reminder type

  • Send immediately or schedule


​

Stopping Reminders for a Booking

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

  • Open the booking

  • Go to scheduled communications

  • Cancel pending reminders

  • Note the change in booking notes


​

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.

Did this answer your question?