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Guest Inbox (Communications)

The Communications page is a two-panel inbox for your guest email: the list on the left, the conversation and reply box on the right. Once your email provider is connected, guest emails flow in automatically and replies you send go out under your own address — no copy-pasting between apps.

Plan and setup

Communications requires a non-minimal plan and a connected email provider. Without a provider the page says exactly what to do: "No mail provider configured. Set one up in Account settings."

The inbox​

  • Filter buttons — Inbox (with your unread count), Sent, All
  • Search — "Search emails..." matches subjects, senders and bodies, and booking references
  • Sync emails — the sync icon pulls new mail immediately (it also happens automatically every ten minutes)
  • Rows show the sender, a preview line, the time, and — when the email is linked to a booking — a booking-reference chip. Unread rows are highlighted.

Selecting an email opens it on the right and marks it read.

Reading a guest email​

The detail panel shows the subject, sender, timestamp, the full message, and — if the email is linked to a booking — a Booking: {ref} chip. If it isn't linked yet, the Link to booking button (in the email and on the row) opens a search where you match it to the right booking by guest email or last name. Once linked, the conversation is tied to that guest's record and to the booking drawer wherever it appears.

Replying — with AI​

The reply box at the bottom:

  1. Press Generate AI Reply — BookingFlow drafts a reply using the booking (guest, accommodation, dates, party, cost, special requests), your Communications Preferences (site description, tone, sign-off) and live local context: the weather forecast, local events and traffic incidents for the guest's dates. Curious what it used? Press Context used to see the raw context.
  2. Edit the draft to taste (the textarea starts "Type your reply...").
  3. Send. The reply is threaded with the original email and links to the same booking.
tip

AI drafts are suggestions — you're the host. The generator knows the facts of the booking and your preferred tone; you add the warmth and any exceptions ("the gate code is…").

To-dos — summarising your unread​

When you have unread mail and nothing selected, the right panel offers Summarise unread emails. BookingFlow reads them and produces a short to-do list:

  • Needs response — emails where a guest asked something, each with a one-line summary, sender and booking chip
  • Informational — the rest (confirmations, notifications)

Click any item to jump straight to that email. It's the fastest triage at the start of the day.

What happens automatically​

  • Emails sync every ten minutes — no refresh needed
  • Airbnb confirmation emails are converted into bookings automatically once you map your listings (see Airbnb)
  • New unread mail appears while the page is open

Everyday patterns​

  • Morning triage — open Communications, Summarise unread emails, work the "Needs response" list top to bottom
  • During a booking phone call — search the guest's email, check what they were told, reply in-thread
  • "Where's my confirmation?" — check Sent; every reply is kept with its booking