Messages and AI bot

How long messages about your bookings stay stored, and what is excluded.

How to copy an existing automation with all settings. The copy starts paused so that no guest receives a message twice.

Which conditions an automation can check, such as check-in, payment, or deposit, and when it sends using the three time modes.

Copy to yourself, note about a returning guest and cancellation info to the cleaning team: automations with a fixed recipient instead of the guest.

With "Don't send while a conversation is going on", no automation cuts into a chat. When it applies and where you see skipped messages.

The "Also send if the send time has already passed" toggle: what gets caught up on and why last-minute bookings receive multiple emails.

Cancel or change the text of a single scheduled message for one booking, without touching the automation.

Connect an Instagram Business account, where messages land, and why you can only reply within 24 hours.

Mute the AI bot for a single booking or guest without switching it off for the whole account.

Global instructions, FAQs, what the bot is allowed to access, check-in times, and how the bot adopts your FAQs into its answers.

All placeholders for message templates, automations, and guest pages at a glance, by category as in the placeholder menu.

Who pays for WhatsApp messages (Meta directly, not Xentra), why there is no WhatsApp credit and how AI credits differ from it.

How to add links like check-in, door opening or guest guide as a button in a Meta template and see in the history what reached the guest.

Where the inbox is, the channel menu, messages without a booking, forwarding and AI help when writing, with links to the bot, templates and automations.

Guest contacts: automatic creation, search and filters, repeat guests and VIP, contact details with bookings and messages, merging, and company data.

Filter guests with newsletter consent, export the list as a CSV file, for example for Brevo, and revoke consent on the contact.

AI Assistant, automatic responses, Guest page generator, and more.

Consent, reply mode, properties, knowledge, autonomy, style with waiting time, channels and AI disclosure of the Messaging Bot.

When the Messaging Bot answers WhatsApp inquiries without a booking and how it quotes prices and availability like your booking page.

Status, inbox and outbox, filters by property, portal and channel, follow-ups and overview: how to keep your inbox under control.

How guest messages are translated into your language and your replies into the guest's language, where you set this and what it costs.

Create Meta templates in the template editor, copy from Xentra templates, variables, example values, submitting, rejection, and English version.

Personal AI Assistant for questions, setup analysis, and data evaluation.

Booking.com blocks links or guest emails? How to allow your domain and your Xentra sender address in the extranet under security settings.

Collect, analyse and reply to reviews from Airbnb, Booking.com and Expedia, via Channex (full) or Beds24 (read only). Other PMS do not deliver any.

Xentra reviews your Airbnb guests automatically 48 hours after departure, with your own texts. One switch in the settings is enough.

Show real Airbnb/Booking.com reviews on your own website with one line of code.

How an automation is structured: all triggers, all conditions and the three time modes.

Ready-made recipes: Check-in reminder and arrival info, last-minute, one night, late check-out, thank you & review.

Use custom fields such as key box code or directions in templates: syntax, multi-line values, one value per language and several rooms.

Create templates, limit them to properties, write subject and text with placeholders, live preview, AI, duplicating and WhatsApp templates.

Name the services booked with {{booked_services}} and offer those still bookable with {{available_services}}, including preview and limits.

Which placeholder is the right one for check-in time, access time, door code, guest cards, invoice link, and imported links from other systems.

Recipient, channel and fallback, template and properties, the filters under "For which bookings?" and catching up on missed send times.

The trigger “When an extra service is booked”: only for certain services, damage waiver, triggering again, and messages to fixed addresses in the message history.

WhatsApp via Xentra with "Connect with Facebook", share account from your own Meta app, status on the WhatsApp card, and the developer route directly via Meta.

Email add-on: custom domain (DNS) or "in your name" with Gmail/GMX, plus the forwarding that makes replies visible in Xentra.

Assign conversations to a team member, control who can see which conversations at all, and see live who is working on what.

The bot sorts incoming messages into categories, you set how urgent each category is, and the list is sorted accordingly.

Why you write to guests by email for Agoda and Feratel bookings via the channel manager and what happens to your automations.

Determine which channel an automation goes out through, what steps in if it does not deliver, and when WhatsApp is sent additionally.

How many images work per channel, why PDFs cannot be attached, and how images still reach the guest automatically.

## Company bookings and salutation: placeholders for company and greeting If you book for companies, often only the company name is listed as the guest, such as “St…

Write Xentra values like check-in link, check-in status or door code into a field of your PMS via PMS field rules and use them as placeholders there.

Create a template in several languages, have it translated automatically, and set what a guest who speaks another language receives.

Which placeholders work specifically in the guest guide: invoice password, guest card link, house rules, check-out link, door codes, and Wi-Fi.