Roommatik Flow
The right message, at the right moment. Automatically
Flow sends the messages for each stage of the stay from what happens in your management system: the booking comes in, arrival approaches, the guest checks in, the guest checks out. You decide when, to whom and through which channel.
We will show you the messaging plan applied to a stay at your own hotel. No commitment.
You do not schedule messages here. You set rules
A scheduled message is a date and a list. It stops making sense the moment reality moves: the booking is cancelled, the guest brings the arrival forward, the payment comes in late. Somebody has to remember to undo it, and nobody does.
A rule is something else: it says what should happen, at which point of the stay and under what conditions. The facts come from your management system —every booking, with its dates and its status— and Flow works out whose turn each message is.
And it keeps quiet when it no longer makes sense: if the booking is cancelled or the guest has already checked in, the reminder does not go out.
The whole stay
From booking to check-out, and a few days after
Every hotel builds its own plan. These are examples of common rules, placed at the moment they fire.
Booking
When it comes inBefore arrival
Days beforeArrival
On the day of arrivalStay
After check-inDeparture
Before check-outAfterwards
Days afterSample plan. The rules, the wording, the channels and the timings are defined by each hotel.
How a rule is defined
When, under what conditions, to whom and through which channel
What each guest received, booking by booking
Open a booking and you will see the same sequence applied to that guest: what was sent, through which channel, and how it ended up.
A message that does not go out can be good news: if the guest had already checked in, the reminder was unnecessary. That is why it is not confused with a message that failed and needs looking at.
Would you like to see the plan applied to one of your own bookings?
Book a demoWhat keeps the automation from becoming a nuisance
Quiet hours
Automated messages do not wake anyone at four in the morning. A reply written by a person is never held back.
A cap per guest
A limit per guest, so that two or three rules landing on the same day do not pile up on them.
Each in their own language
The template goes out in the guest’s language and, when that is not on record, in the one the hotel has set as default.
By person and by room
On a booking with several occupants or several rooms, each one receives what applies to them.
It does not go out if it is no longer needed
If the booking is cancelled, or what the rule was waiting for has already happened, the message does not go out. Nobody has to remember.
The rules, in plain sight
The whole plan reads on a single screen, with the condition of each message written beside it.
The whole family
Three ways of talking to your guests
They work on their own and reinforce each other together. All three start from the same place: the booking.
Your front desk handles every conversation in the hotel from one workspace, with the guest’s booking in front of them.
See Roommatik Connect →The messages for each stage of the stay go out on their own, following the rules the hotel decides and the data its management system sends.
A team of Roommatik receptionists looks after your guests during the hours you decide, working on this very platform.
See remote reception →When a guest replies to an automated Flow message, that reply lands in Connect with the booking in front of you. That is where automation gives way to people. Without Connect, the reply reaches the hotel’s channel, but there is no workspace in which to handle it.
Works with the management system you already have
Flow needs nobody to upload lists: it reacts to bookings and their status changes exactly as they arrive from the management system the hotel already uses. Compatible with more than 50 platforms and providers in the industry.
What people usually ask us
Do I have to upload any list or export bookings?
No. Flow works from what already happens in your management system: every new booking, every date change and every status change. There are no files to upload and no lists to maintain.
Can I write the wording myself?
Yes. Each rule uses one of the hotel’s templates, with its variable data and its language. On WhatsApp, templates must be approved in advance, as the channel itself requires; we handle that approval with you, all we need is the wording.
What happens if the guest replies to an automated message?
The reply opens a conversation in Roommatik Connect, where your team handles it with the booking in front of them. Without Connect, the reply reaches the channel, but there is no workspace in which to manage it.
Can I start with two or three rules?
Yes, and that is the usual way. Most hotels start with the confirmation and the online check-in invitation, and add the rest once they see the result.
How do I know a message has gone out?
Each booking shows its messages along the line of the stay, with the state of every one: not out yet, sent, could not be delivered, not needed, or no longer applicable.
How much does each message cost?
Each channel has its own cost per message, different on WhatsApp, email and SMS. We set it out for you against your real booking volume before you contract, so you know what you will be paying.
Can I write to any guest?
Messages about their stay are sent to the contact on the booking. For commercial communications, each rule is configured according to the consent the guest has given.
Can I test a rule before it reaches a real guest?
Yes. Before switching it on you can fire it at one of the hotel’s own contacts and check the wording, the language and the channel it goes out through.
Does Flow replace my front desk?
No. It automates the repetitive so your team can spend its time on what is not. And if you are also short of staff to cover, there is remote reception.
Build your hotel’s messaging plan
We will show you how one of your guests’ stays would look with the rules in place: what they receive, when, and through which channel. No commitment.