Automations: messages to you and your cleaning team
Copy to yourself, note about a returning guest and cancellation info to the cleaning team: automations with a fixed recipient instead of the guest.
Updated on October 26, 2026
Not every automation writes to the guest. With a fixed recipient, you or your cleaning team get a message as soon as something happens. You create all of them under Open automations with "New Automation". Recipes for messages to your guests are under Automations: typical workflows step by step.
A copy to yourself
Every automation has exactly one recipient. If you want to receive the same message yourself, create a second automation with the same template and the same trigger and choose the recipient "Host (own email)" under "To whom & how?". You enter several addresses with "Custom email": type the address, press Enter. Through the portal (Booking.com, Airbnb) you only reach the guest; your copy comes by email.
A note to you when a guest has been here before
- Trigger "After booking".
- Under "To whom & how?" choose the recipient "Host (own email)" instead of the guest.
- "Add condition", "Returning guest": your template at the top (met), "No Message" in the condition block.
- A short text in the template, for example "A regular guest has booked, take a look at the booking."
This way, for every new booking from a returning guest, you automatically get a message without having to search.
Good to know: Xentra recognises a returning guest by the same email address in an earlier booking. Portals like Booking.com and Airbnb often issue their own forwarding address for every booking, so a regular guest from there is not recognised.
Inform the cleaning team on cancellation
Trigger "On cancellation". The recipient is always an address you enter yourself: "Custom email", with a connected Twilio account (SMS) also "Custom SMS" or "Custom WhatsApp". You cannot choose the guest here, they usually already got the cancellation from the portal. You and your owners get the cancellation info through the normal notifications.
It is sent once, as soon as a booking is cancelled, not retroactively. Expired or declined requests trigger nothing, they are not a cancellation.
Automation on cancellation with a fixed address