Arrival and departure instructions

PrivateStay can automatically send arrival and departure instructions to your guests — no manual effort required. Once you configure the content, the emails go out on schedule for every approved booking.

How it works

Arrival instructions

Set the text guests will receive before they arrive. A good arrival instruction includes:

• How to get into the property (key collection, key safe code, smart lock instructions)
• Parking information
• What to do on arrival (where to leave luggage, who to call if there's an issue)
• Wi-Fi password
• Any quirks about the property they should know before arriving

You can also add an arrival URL — a link to a PDF, a video walkthrough, a Google Doc, or any web page with more detailed instructions. This link is included in the email alongside the text.

Timing

Arrival instruction emails are sent automatically on two occasions:

• 7 days before check-in — the first reminder
• 1 day before check-in — a final reminder

Both emails contain the same arrival instructions and URL.

Departure instructions

Set the text guests will receive on the day of check-out. A good departure instruction includes:

• Check-out time
• What to do with keys or access codes
• Rubbish and recycling instructions
• What to leave on / turn off (heating, hot tub, lights)
• Where to leave bedding and towels

Timing

The departure email is sent on the morning of the check-out date.

Configuring the content

Go to Dashboard → Settings → Arrival & Departure and fill in:

• Arrival instructions — the text content
• Arrival URL — optional link to extended instructions
• Departure instructions — the text content

Save each section. Changes take effect for all future bookings. Emails already scheduled for existing bookings are not retroactively updated.