--- title: "Hotel automation guides ยท Vivified Tech" description: "Plain-language guides on automating hotel reporting, guest messaging and other repetitive admin work, with sources and no jargon." url: "https://vivifiedtech.com/guides/" --- # Hotel automation guides Plain-language, sourced guides on automating hotel reporting and guest messaging. See [how it works](https://vivifiedtech.com/how-it-works/) or [get in touch](https://vivifiedtech.com/contact/). ## Hotel data and reporting - [Hotel lost and found log in Google Sheets Staff log every found item through a Google Form, each item becomes a row in a linked Google Sheet with where it is stored and a Status, and a saved view shows what is still held, so the desk can answer a guest who asks. Free, about 20 minutes. Updated 1 November 2026](https://vivifiedtech.com/guides/hotel-lost-and-found-log/) - [How to use Room Ready Board at your hotel A live room-status board where housekeeping mark rooms from their phones and the desk sees which rooms are Inspected, with rooms imported from your PMS export. Free, about 10 minutes. Updated 30 October 2026](https://vivifiedtech.com/guides/room-ready-board/) - [Hotel room status board in Google Sheets Housekeeping sets each room's Status from a dropdown in the Google Sheets app on their phones, the front desk works from a saved filter view that shows only Inspected rooms, and anyone with edit access can right-click a cell to see who changed it. About 20 minutes. Updated 25 October 2026](https://vivifiedtech.com/guides/hotel-room-status-board/) - [Hotel maintenance request form and log Staff submit a maintenance request through a Google Form, each request becomes a row in a linked Google Sheet with a Status column, and the maintenance lead gets an email for every new request. About 20 minutes. Updated 24 October 2026](https://vivifiedtech.com/guides/hotel-maintenance-request-form/) - [Shift handover form with a morning email Staff fill in a short Google Form at the end of each shift. Every morning the GM gets one email with the last 24 hours of notes. It runs on free Google tools and a short Apps Script. About 25 minutes. Updated 22 October 2026](https://vivifiedtech.com/guides/shift-handover-form-morning-email/) - [Three checks before a PMS export goes out Before the daily PMS export goes to the revenue tool, check that every stay date is there, no total row is left in and rooms sold never exceed rooms available. Free, in Google Sheets. About 25 minutes to set up. Updated 21 October 2026](https://vivifiedtech.com/guides/pms-export-checks-before-sending/) ## Guest messaging - [Hotel booking confirmation email template Every direct booking confirmed with the same details, dates, room, times, payment and cancellation terms, from one Gmail template, with a short WhatsApp version and a template to copy. Free, about 15 minutes. Updated 2 November 2026](https://vivifiedtech.com/guides/hotel-booking-confirmation-email/) - [Replies for hotel early check-in requests Three replies ready for every early check-in request: room ready, not yet and not today, saved as WhatsApp quick replies or Gmail templates, with examples to copy. Free, about 10 minutes. Updated 31 October 2026](https://vivifiedtech.com/guides/hotel-early-check-in-replies/) - [A WhatsApp QR code for the hotel front desk A printed WhatsApp QR code at the front desk, plus a short link for emails and texts, both made by the free WhatsApp Business app for the hotel's number, with a first message ready for guests to send. Free, about 10 minutes. Updated 29 October 2026](https://vivifiedtech.com/guides/whatsapp-qr-code-for-hotels/) - [Hotel welcome and checkout message templates A welcome and a checkout message ready to send in two taps from WhatsApp Business, with templates to copy. About 10 minutes. Updated 28 October 2026](https://vivifiedtech.com/guides/hotel-welcome-message-templates/) - [Pre-arrival email from a Google Sheet Each guest on the Arrivals sheet gets one pre-arrival email, with check-in and check-out times, the address and directions, sent automatically up to two days before they arrive. It runs on a free Google Sheet and a short Apps Script, with no guest emailed twice. About 25 minutes. Updated 27 October 2026](https://vivifiedtech.com/guides/hotel-pre-arrival-email/) - [Auto-acknowledge hotel enquiries in Gmail Label every enquiry, send a holding reply straight away and keep a list of what still needs an answer, using only built-in Gmail features. About 20 minutes. Updated 23 October 2026](https://vivifiedtech.com/guides/gmail-enquiry-inbox-for-hotels/) - [Google review alerts and replies for hotels Collect Google review alerts under one Gmail label, reply with an approved opener and a personal line, and send the review link to every guest. Free, about 20 minutes. Updated 21 October 2026](https://vivifiedtech.com/guides/google-review-replies-for-hotels/) - [Auto-replies for hotel WhatsApp, set up free Set up a greeting, an away message and saved quick replies in the free WhatsApp Business app. No developer needed, about 20 minutes. Updated 17 October 2026](https://vivifiedtech.com/guides/whatsapp-business-auto-replies-for-hotels/)