The birthday wishes automatically congratulate a guest on their birthday. The hotel switches them on once and sets the text in a template; ReGuest then prepares an entry for every matching guest three days before the birthday and, on the birthday itself, sends the title and text of the template. The birthday wishes are under Autopilot › Auto Messages, card “Birthday wishes”. In some hotels the “Autopilot” menu does not show “Auto Messages” yet. There they are under Autopilot › Birthday Wishes, and the settings are under Settings › Messaging Automation. The example and the pages below describe “Auto Messages”.
Example: Congratulate guests automatically on their birthday from now on
Under Autopilot › Auto Messages, open the “Birthday wishes” card.
Open the “Settings” tab.
In the “Automation” box, switch off the “Do not send birthday wishes” switch.
On the right of the title bar, select “Save”. It then says “saved” there.
From now on, ReGuest creates an entry for every matching guest three days before their birthday and sends it on the birthday.
The “Birthday wishes” card in the “Auto Messages” overview then shows the status “Active”, and the prepared entries appear in the “Messages” tab with the status “Ready to send”.
The pages in detail
Card “Birthday wishes” under “Auto Messages”
The “Auto Messages” overview shows one card per automatic message. The “Birthday wishes” card carries the text “Surprise your guests with automatic birthday wishes” and a status:
“Active”: The birthday wishes are switched on and go to the guests.
“Test mode”: The message goes by e-mail to the author at the hotel instead of to the guest.
“Deactivated”: The birthday wishes are licensed, but the “Do not send birthday wishes” switch is switched on.
“Not active”: The birthday wishes are not licensed. The card is then greyed out and refers you to support.
The card leads to the “Messages”, “Report” and “Settings” tabs.
Tab “Messages”
The tab lists the entries of the birthday wishes with the columns “Send automatically”, “Guest” and “Date of birth”, sorted by the scheduled send date. An entry has the status “Ready to send”, “Stopped”, “Processed” or “read”.
The “Period” filter narrows the list down by the scheduled send date, with “Next 7 days”, “Next 14 days”, “Next 30 days” or “Next 90 days”. The preset is the period from today to three days from now. “Filter by name...” searches for a single guest.
“Edit” opens the page “Birthday Wishes for: …”, as long as the entry is “Ready to send” or “Stopped”. If it is “Processed”, the same button is called “Details” and opens the same page.
“Go to guest” opens the guest in the “Guests Archive”.
Page “Birthday Wishes for: …”
The page shows a single entry.
The “Send information” box shows its “Status” and, under “Will be sent on”, the day of sending. Under “Actions”, “Stop” halts an entry that is “Ready to send” and sets it to “Stopped”; “Activate” sets a stopped entry back to “Ready to send”. Both changes are saved immediately.
The “Message” box shows the “Author”, “Template”, “Title” and “Content” of the birthday wish.
“Change the content for this guest...” copies the title and content of the template into this entry. After that, they can be edited for this guest, and the customised content is kept when sending.
“Restore original template” discards the customisation after a confirmation prompt. When sending, the title and content then come from the template again.
“To template” opens the e-mail templates of the birthday wishes. It only appears as long as the content is not customised for the guest.
“Change the content for this guest...” and “Restore original template” only appear as long as the entry is “Ready to send” or “Stopped”.
Tab “Report”
The tab shows key figures for the last 7, 30 or 90 days or for a freely chosen period: “Messages”, “Click rate” and “Interaction rate”. “Click rate” is the share of opened birthday wishes.
Tab “Settings”
In the “Automation” box, “Do not send birthday wishes” switches the birthday wishes off. When the switch is switched on, the note “With this value, the feature will be deactivated. All already prepared messages will be removed when saving.” appears. Saving then deletes all entries that are “Ready to send”.
In the “Templates” box, “Edit templates” opens the e-mail templates of the birthday wishes under “Templates” › “Auto Messages”, that is, the title and the text the guest receives.
With unsaved changes, “Cancel” and “Save” appear on the right of the title bar. “Cancel” discards the change. “Save” saves it and is disabled as long as a value is invalid.
Prerequisites
‘Birthday’ belongs to the Guest Management licence module.
If the module is licensed, access to it is enabled for specific users through their role. The following need their own access in the role: saving the settings and “To template”. Roles are managed by ReGuest support.
Frequently asked questions
When does the birthday wish go out? On the guest's birthday. The entry for it is created three days before and appears in the “Messages” tab from then on.
Which guests get a birthday wish? Guests with a date of birth and a language who are not excluded in the guest record with “Do not send birthday greetings” and have not objected to e-mail marketing. ReGuest support can tell you whether, for the hotel, the birthday wishes only go to guests who have explicitly consented to e-mail marketing.
Can a single guest be excluded? Yes, in the guest record in the “Exceptions” box with “Do not send birthday greetings”.
Why does a guest not get a birthday wish? They are missing the date of birth or the language, they are excluded in the guest record with “Do not send birthday greetings”, they have objected to e-mail marketing, or their entry is “Stopped”. “Activate” on the page “Birthday Wishes for: …” gets a stopped entry going again. ReGuest support can tell you whether, for the hotel, the birthday wishes only go to guests with explicit consent.
What happens to the prepared entries when the birthday wishes are switched off? If “Do not send birthday wishes” is switched on and saved, ReGuest deletes all entries that are “Ready to send”.
Can the text be changed for a single guest? Yes, on the page “Birthday Wishes for: …” with “Change the content for this guest...”, as long as the entry is “Ready to send” or “Stopped”.
Why is the “Birthday wishes” card greyed out? The birthday wishes are not licensed. ReGuest support can tell you whether they can be set up for the hotel.
Why are “Save” and “To template” missing? “Save” only appears after a change, “To template” only for an entry whose content is not customised. Both also need their own access in the role. Roles are managed by ReGuest support.
Why is the “Autopilot” menu item missing? Only a user whose role includes the access sees it. Roles are managed by ReGuest support, and it can also tell you whether the birthday wishes are set up for the hotel.
As of: 2026-10-23.