Marketing automation for short-term rentals
From first click to the next booking
Every booking and website lead becomes a contact with the guest’s own email. Segments update themselves, campaigns go out on email and WhatsApp, and AI follows up every new lead.
Made by The Flex, a rental company.
Our marketing team uses it.
What is marketing automation for rentals?
Your marketing, on AI autopilot
Marketing automation for short-term and vacation rentals turns leads and past guests into direct bookings without a separate email tool. In Base360 it sits inside the property management system, so it knows who booked, where and when.
- 1Who you can reachContacts and segmentsEvery lead and guest, with their real email, source and consent.
- 2How you reach themCampaignsA coupon, a template and a campaign to your segment, down to the booking.
- 3What runs on its ownAI follow-ups and influencersAI follows up every new lead, and every influencer is ranked by the bookings they bring.
Contacts and segmentsPart 1 of 3
Everyone you can reach, in one list
1Lead capture forms
Lead capture forms for your website
Build a form and embed it on your website. Answers become contact fields in your CRM, with tags and optional tasks for guest or landlord leads.
Allow your domain firstAdd your website to Allowed Domains before embedding the form. Submissions from other domains are blocked.
2Guest contacts
Guest contacts from every booking
Bookings from Airbnb, Booking.com and your own site create guest contacts in Base360, with stay history and lifetime value.
Replace the OTA emailPre-arrival check-in collects the guest’s own email and replaces the temporary OTA relay address on their contact.
3Source, UTM and consent
Lead source, UTM tracking and consent
See where each contact came from and which ad or post brought them. Track marketing consent separately for email, SMS and WhatsApp.
A booking is not consentCampaigns check consent when they send. A booking alone does not subscribe a guest to marketing.
4Dynamic segments
Dynamic segments that update automatically
Group contacts by rules, such as leads from Google Ads. New contacts join the matching segment automatically. Landlords can have their own segments, so property owners get different campaigns from guests.
Check changes over timeEach segment shows who joined and who left, day by day.
CampaignsPart 2 of 3
One campaign, start to booking
5Discount coupons
Discount coupons for direct bookings
Create percentage or fixed discounts for your booking site. Set valid dates, a minimum stay and usage limits, then track the bookings each coupon brings.
Direct bookings onlyThese coupons do not apply on Airbnb or Booking.com. Use length-of-stay discounts for offers based on the number of nights.
6Email and WhatsApp templates
AI email and WhatsApp templates
Describe the email and its coupon, and AI writes it. Ask for changes in the same chat or edit it block by block, then send yourself a test. WhatsApp templates sit in the same library once Meta approves them.
Current details at send timeProperty and coupon blocks pull current PMS data when the email sends, including prices, photos and coupon expiry dates.
7Email and WhatsApp campaigns
Email and WhatsApp campaigns for your segments
Choose which segments to include or exclude, then personalise your template with contact fields. Send now or schedule a date, time and time zone, and see every scheduled campaign on a calendar.
One send per personContacts in multiple selected segments receive the campaign once. Only people with consent for that channel receive it.
8Campaign analytics
Campaign analytics from delivery to booking
Track deliveries, opens, clicks and bookings for each campaign. See activity by recipient and link, plus bounces, unsubscribes and why a recipient wasn’t reached.
Clicks on every linkLink activity shows unique and total clicks for each link in the email, and how many people didn’t click.
AI follow-ups and influencersPart 3 of 3
Bookings you don’t send
9AI follow-up sequences
AI follow-up sequences on WhatsApp and email
Set up automatic follow-ups for new form leads, from a welcome offer to an expiry reminder. Choose the wait between messages, from minutes to days.
Stop when they bookBooking removes the lead from the follow-up sequence. Their conversation moves to the Unified Inbox for the stay.
10Referral links
Influencer referral links and commission
Give each influencer a referral link and coupon. Set a percentage or fixed commission per coupon; guests who sign up through the link get a discount.
Commission is calculated, not paidBase360 calculates what each influencer earns. You arrange the payment.
11Influencer tracking
Influencer tracking by bookings and revenue
Rank influencers by check-ins, revenue and commission. Compare each coupon’s share of bookings and export the results as a CSV.
Share their resultsGive each influencer a magic link to their own performance dashboard. They can view it without a Base360 login.
FAQ
Common questions
What is marketing automation for short-term rentals?
It is software that turns leads and past guests into direct bookings without manual work. In Base360 it is part of the property management system: every booking becomes a contact, segments update themselves, AI follows up new leads on WhatsApp and email, and each campaign shows which messages ended in a booking.
Which channels can I send campaigns on?
Email and WhatsApp. WhatsApp campaigns use templates approved by Meta, and each channel only reaches people who gave consent on that channel.
How do I get the guest's real email from Airbnb or Booking.com?
OTAs share a relay address that stops working after the stay. Base360 asks the guest for their own email at online check-in and saves it on their contact.
Does a booking subscribe the guest to marketing?
No. Consent is tracked per channel, for email, SMS and WhatsApp, and a booking alone does not subscribe anyone.
What happens when a lead books?
AI takes them out of the follow-up sequence and their messages move to the Unified Inbox for the stay. A segment such as “booked in the UK” picks them up on its own, ready for your next campaign. If they signed up for news, campaigns can still reach them.
What happens when someone unsubscribes?
An email unsubscribe takes the contact off your campaign list automatically, through SendGrid.
Can influencers share a referral link?
Yes, through your influencers. Each influencer gets their own referral link to share. Guests who sign up through it get a discount, and the influencer earns a commission on the bookings it brings.
Can I see which influencer brings the most bookings?
Yes. Influencer Tracker ranks every influencer by check-ins, revenue and commission earned, and shows each coupon's share of bookings. You can export it as a CSV, and each influencer can see their own results through a magic link, without a Base360 login. Base360 calculates their commission for you to pay.
Can a form entry go to the right person on my team?
Yes. A form can tag each lead and create a task with an assignee and a due date. In AI Agents Builder, a Form submitted trigger can also check an answer and assign the task to the right teammate.
Can I control when a campaign sends?
Yes. Send it now, or schedule a date, time and time zone.
Do coupons work on Airbnb and Booking.com?
No. Coupons are for direct bookings on your own booking site. OTA promotions are set on those platforms.
Do I need a separate email marketing tool?
No. Contacts, segments, templates, campaigns and results sit inside Base360, which knows who booked, where and when.
Read next
-
Landlord guide Landlord lead tracking for short-term rental managers -
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Pre-arrival guide How to set up online check-in for short-term rentals -
AI operations guide AI-powered guest support and operation flow: who does what -
Guest communication guide What a unified inbox for short-term rentals should actually do
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