Best guest messaging solutions and software

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Running a hotel is all about creating memorable stays for your guests. In today's world, the way you communicate with them before, during, and after their visit can make all the difference in their guest experience. While personal, face-to-face service will always be important, many guests now prefer the convenience of sending a quick message - just like they do with friends and family. That's why more hotels are turning to messaging systems that help them stay connected with guests in a way that feels natural and personal.

This guide will help you understand the different messaging solutions available and choose one that's right for your hotel. Whether you're looking to save time at the front desk, make check-ins smoother, or simply want to be more responsive to guest needs, you'll find practical advice based on real experiences from other hotel owners.

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What is guest messaging?

Think of guest messaging as a modern way to extend your front desk's reach. Instead of guests having to call down or walk to the lobby for every request, they can simply send you a message through their phone. Whether they want extra towels, dinner recommendations, or help with an early check-in, they can reach you through familiar communication channels like WhatsApp, Social Media or regular text messages.

These messaging systems gather all guest conversations in one place, making it user-friendly and easy for your staff to keep track of requests to ensure nothing falls through the cracks. Many can also handle routine tasks automatically, such as sending check-in instructions or gathering guest feedback post-stay. That gives your team more time to focus on creating great guest experiences in person.

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Top guest messaging platforms and solutions for hoteliers

Visito

Most hotel owners know the challenge: your front desk hotel staff spend hours answering the same questions about check-in times, parking, and wifi passwords. Visito tackles this head-on by automatically answering common guest questions. What makes it special is that it can handle these conversations naturally in a human-like tone. This means your staff can focus on more important tasks, like making guests feel welcome in person. It works through popular communication channels  which most guests already use, such as WhatsApp, Instagram, Facebook Messenger, and SMS.

Visito’s AI-powered platform auto-resolves 97% of guest messages and helps hoteliers reduce support costs by 90%. Unlike traditional messaging tools, Visito focuses on driving revenue by increasing direct booking conversion rates through AI-powered engagement.

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Asksuite

If you're tired of losing bookings to online travel agencies, Asksuite might be your answer. Unlike other messaging systems, it specializes in converting website visitors into direct bookings. When potential guests have questions about room availability or rates, Asksuite answers immediately with accurate information from your booking system. This is especially valuable at night or during busy periods when your staff can't respond right away. 

Their real-time inventory synchronization ensures precise availability responses, while strong pre-arrival upselling capabilities help maximize revenue per booking. However, Asksuite's limited AI capabilities mean more manual intervention is required for complex guest interactions. The platform is best suited for properties focused primarily on improving direct booking rates and streamlining the pre-arrival process, particularly boutique hotels and smaller properties with straightforward operational needs.

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Quicktext

For hotels with complex operations requiring strong staff coordination, Quicktext offers a n excellent mobile app for staff communication and task management. The platform integrates seamlessly with existing hotel management workflow and helps coordinate staff across different departments efficiently. While strong in operational aspects, Quicktext's automated guest communication capabilities are less advanced than other solutions.

While effective at managing internal communications and task assignments, Quicktext places less emphasis on driving direct bookings compared to specialized platforms. It's ideal for properties with established processes seeking to digitize their operations rather than those looking for comprehensive AI-driven guest engagement.

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Duve

Small hotels looking to modernize their check-in process will find Duve particularly appealing. The platform excels at making check-in smooth and paperless, with strong pre-arrival communication and room upgrade features. Hotels using Duve report significant reductions in check-in paperwork time.

The platform's limitation lies in its real-time engagement capabilities, as its messaging features focus more on scheduled communications than dynamic interactions. This makes it most suitable for boutique hotels and vacation rentals seeking to reduce concierge workload rather than those needing comprehensive guest communication solutions.

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Canary Technologies

Canary Technologies offers tools that simplify guest communication, helping hotels manage messaging more efficiently. Through its platform, hoteliers can streamline interactions with guests, providing instant responses to common inquiries and enhancing overall communication. The focus is on enabling a smoother guest experience by reducing response times and ensuring consistent engagement across digital channels.

With features designed to support operational efficiency, Canary helps hotels stay responsive to guest needs while maintaining high standards of service. Its approach to messaging integrates seamlessly with other systems, ensuring that properties can handle guest interactions effectively and keep communication at the forefront of their service offerings.

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Akia

Extended-stay properties with predictable guest needs often find Akia to be a good fit. The platform excels at simple automation of routine guest communications and handles basic guest requests automatically, significantly reducing time spent on routine questions. However, Akia offers limited advanced features for more complex situations.

The platform works well for properties seeking to automate basic guest interactions and streamline routine communications, especially extended stay properties with predictable guest needs. However, its limited advanced features for direct booking enhancement and basic AI capabilities make it less suitable for properties seeking comprehensive guest engagement solutions.

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HiJiffy

International hotels serving guests who speak different languages will appreciate HiJiffy's excellent translation capabilities. The platform integrates well with TripAdvisor and helps serve international guests in their preferred language. However, its reliance on template-based automation rather than true AI capability limits its effectiveness in driving direct bookings and revenue generation.

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How does hotel guest messaging work?

Guest messaging is simpler than it sounds: your guests send messages to your hotel through text, WhatsApp, or email, and all these messages appear in one place for your staff to handle. Instead of juggling phone calls at the front desk, your team can respond to multiple guests at once, keep track of their requests, and share information between departments.

For example, when a guest texts asking for extra towels, your front desk can instantly notify housekeeping. Or when someone wants dinner suggestions, your staff can quickly send them your favorite local recommendations. The system remembers these conversations, so next time a repeat guest stays with you, you'll know their preferences right away.

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Why do hotels need specialized text messaging software?

While you could handle guest messages through your personal phone, a proper messaging system makes a real difference in running your hotel smoothly. It keeps all guest conversations in one place, so your entire team knows what's been promised to guests and what still needs to be done. When your morning staff takes over from the night shift, they can see exactly what each guest has requested and what needs attention.

The system also helps you stay organized during busy times. Instead of sticky notes and phone messages, every guest request is tracked and handled properly. Plus, it saves time by automatically handling routine questions about check-in times or parking, letting your staff focus on more important aspects of guest care. Most importantly, it helps you provide the kind of quick, attentive service modern travelers expect - the kind that leads to great reviews and repeat visits.

Enhanced guest engagement

Today's travelers prefer quick, easy communication. With a messaging system, you can respond to guests promptly whether they need extra towels at midnight or dinner recommendations at noon. This kind of attentive service leads to happier guests who are more likely to return and recommend your hotel to friends.

Streamlined operations

Instead of juggling phone calls, paper notes, and verbal requests, your staff can see all guest needs in one place. When the morning team takes over from the night shift, they know exactly what each guest has requested and what still needs attention. Simple questions like check-in times or wifi passwords get answered automatically, giving your staff more time for personal interactions.

Higher revenue

When guests can easily reach you, they're more likely to order room service, book spa treatments, or ask about room upgrades. The system helps you offer these services at the right time. And these messages can be triggered automatically based on a particular time or event to maximize utility.

Improved team communication

No more missed messages between shifts or departments. When a guest requests something, everyone who needs to know about it, from housekeeping to maintenance, gets notified right away. This means faster service and fewer overlooked requests.

Understanding your guest journey

Over time, you'll learn what your guests ask for most often, when they typically need assistance, and which services they value most. This helps you improve your offerings and train your staff to better meet guest needs.

Competitive advantage

Hotels that make it easy for guests to communicate tend to get better reviews and more repeat visitors. In a world where travelers have many choices, this kind of service helps your property stand out.

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Getting started with guest messaging

Starting to use a new messaging system doesn't have to be overwhelming. Many hotel owners find success by taking small steps. First, pay attention to the most common questions your guests ask during a typical week. These are the conversations you'll want your new system to handle. Think about how your guests prefer to communicate. Do they usually text, use WhatsApp, or send emails? This will help you choose a system that matches their habits.

When you're ready to try a system, start with just one or two features. For example, begin with basic guest messaging before exploring automatic check-in or payment processing. Give your staff time to get comfortable with the basics before adding more complex features. The best providers will help you through this process, offering training and support as you need it.

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Why consider guest messaging for your hHotel

The benefits of good guest messaging in the hospitality industry show up quickly in your daily operations. Instead of your front desk phone ringing constantly, guest requests come in through messages that your staff can handle efficiently. A single staff member can help multiple guests at once, rather than being tied up on long phone calls.

More importantly, guests appreciate the convenience. They can ask for extra towels, dinner recommendations, or help with the TV without feeling like they're bothering anyone. Many hotel owners find that guests leave better reviews when they feel they can easily communicate with staff.

There's also a practical benefit to your bottom line. When guests can easily reach you, they're more likely to order room service, book spa treatments, or ask about room upgrades. Plus, having records of all guest conversations helps you understand what they value most about their stay.

Making your choice

When choosing a system, think about what matters most to your property. If you run a small boutique hotel where personal service is your strength, look for a system that helps maintain that personal touch while saving your staff time. If you serve international guests, strong translation features might be crucial.

Most providers charge monthly fees based on your hotel's size. Basic systems typically cost between $50-100 per month, while more comprehensive solutions range from $200-$500. While this might seem like a significant expense, consider how much time your staff currently spends on phone calls and routine questions. A good messaging system often pays for itself through improved efficiency and increased guest satisfaction.

Taking the next steps

The best way to understand if a messaging system is right for your hotel is to see it in action. Most providers offer free demonstrations where you can see how the system works with real examples. Take advantage of these demos to ask practical questions about:

• How long it takes to get started
• What kind of training they provide
• How they help you move your existing guest information into their system
• What happens if you need help after hours

Remember, the goal isn't to replace personal service, but to enhance it by giving your staff better tools to care for guests. The right system will feel like a natural extension of your hotel's hospitality.

Is there any particular aspect of these sections you'd like me to expand on or clarify further? I can also help revise any specific parts to better match your hotel's needs.

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Ready to get started?

Join the leading properties that are using the power of artificial intelligence to drive direct bookings, elevate guest experience, and automate support.

Reach out to us to see a free demo of Visito AI.

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Frequently asked questions

What are the common pricing models for these tools?

Guest messaging platforms typically offer tiered subscription models based on property size and feature requirements. Basic plans start around $50-100 per month for essential messaging capabilities, while enterprise solutions can range from $200-$500+ monthly for advanced features like AI automation and multi-property management. Most providers offer customized pricing for large hotel groups and usually include implementation and support services in their packages.

You can check out Visito’s pricing and plans here.

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Which are the types of guest messaging tools for businesses?

Guest messaging tools fall into three main categories: standalone messaging platforms focused solely on guest communication, integrated solutions that combine messaging with PMS and other hotel operations, and enterprise systems designed for large hotel groups. While standalone platforms offer flexibility and specialized features, integrated solutions provide seamless data flow across hotel operations. Enterprise systems add multi-property management and advanced analytics capabilities for larger operations.

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What are the key benefits of hotel guest messaging?

Hotel guest messaging transforms traditional hospitality operations through improved efficiency and guest satisfaction. Properties typically see a 30% reduction in front desk calls and a 25% increase in guest satisfaction scores after implementation. These platforms enable 24/7 guest support, increase operational efficiency through automation, and create new revenue opportunities through timely upselling. Additionally, hotels report stronger guest relationships and higher review scores due to more personalized, responsive communication.