Overview

Email campaigns let you automate guest communication based on booking events. Instead of manually sending emails, you define a trigger (like “2 days before check-in”), set conditions (like “only for Deluxe rooms”), write the email content, and Vesta handles the rest. Every time a booking matches your campaign’s rules, the guest receives your email automatically.

Common uses include pre-arrival information, post-stay feedback requests, booking confirmation follow-ups, and promotional offers for returning guests.

Creating a Campaign

The campaign creation form walks you through five steps:

Step 1: Basic Information

Name — an internal name to identify the campaign (e.g., “Pre-Arrival Welcome”)
Description — a brief note about the campaign’s purpose

Step 2: Trigger

Choose when the email should be sent:

Trigger	When It Fires
Before Check-in	A set time before the guest’s check-in date
After Checkout	A set time after the guest checks out
After Booking Created	A set time after a new booking is made

Set the offset — how long before or after the trigger event the email should go out. For example:

“2 days before check-in” sends the email 48 hours ahead of arrival
“1 hour after booking created” sends a quick follow-up shortly after booking

Step 3: Conditions

Optionally restrict which bookings trigger the campaign:

Room Type — only send for specific room types
Rate Plan — only send for bookings on specific rate plans
Booking Source — only send for bookings from a specific source (direct, website, etc.)
Minimum Nights — only send for stays of a certain length or longer

If you leave all conditions blank, the campaign applies to every booking that matches the trigger.

:::tip Use conditions to make your campaigns more relevant. A “Welcome to the Suite” email only makes sense for suite bookings. A “Thank you for your extended stay” email should target bookings over a minimum number of nights. :::

Step 4: Email Content

Write the email that guests will receive:

Subject Line — the email subject
Email Body — the message content with formatting

Use dynamic variables to personalize the email. These are automatically replaced with real values when the email is sent:

Variable	Replaced With
`{guest_first_name}`	The guest’s first name
`{guest_last_name}`	The guest’s last name
`{property_name}`	Your property’s name
`{booking_start_date}`	The check-in date
`{booking_end_date}`	The check-out date
`{booking_confirmation}`	The booking confirmation number

:::info Dynamic variables ensure each email feels personal. Always test with a real booking to make sure the variables resolve correctly before activating the campaign. :::

Step 5: Review

Review all your settings in a summary view. If everything looks good, save the campaign. New campaigns are created in Draft status.

Campaign Statuses

Status	Meaning
Draft	Campaign is saved but not sending emails yet
Active	Campaign is live and will send emails when bookings match
Inactive	Campaign is paused and will not send emails

To activate a draft campaign, open it and change its status to Active. To pause a running campaign, switch it to Inactive.

Monitoring Campaign Performance

Each campaign has a Stats tab showing:

Total emails sent — how many emails have been triggered
Delivered — successfully delivered to the recipient
Failed — emails that could not be delivered
Pending — emails queued but not yet sent

The execution history shows each individual email with its status, the booking that triggered it, and the timestamp.

:::warning If you see a high number of failed emails, check your email delivery settings. Failed emails may indicate invalid guest email addresses or email configuration issues. See Email Delivery Queue for troubleshooting. :::

Managing Campaigns

Edit — modify any step of the campaign. Changes only affect future emails, not ones already sent or queued
Duplicate — create a copy to use as a starting point for a similar campaign
Delete — remove the campaign entirely

Troubleshooting

Campaign is active but no emails are being sent?

Verify that bookings matching your trigger and conditions exist
Check the trigger offset — if set to “2 days before check-in,” the email will not go out until 2 days before a matching booking’s check-in date
Make sure the guest has a valid email address on file

Guest received the email at the wrong time?

Review the trigger offset settings
Remember that offsets are calculated from the booking event, not from when you activated the campaign

:::permissions

campaigns:view — view campaigns and their stats
campaigns:create — create new campaigns
campaigns:edit — modify existing campaigns
campaigns:delete — delete campaigns :::

Email Templates — manage reusable email templates
Email Delivery Queue — monitor email sending status
Creating a Booking — how bookings trigger campaigns