With a campaign, a hotel writes to a group of guests in a targeted way: by email and, with the licence module Channels › WhatsApp™ Integration, also by WhatsApp. The campaign defines who receives the message, what it says and when it is sent. The menu item is under Sales Campaigns › Campaigns.
Example: Write to guests arriving in autumn with a newsletter
Open Sales Campaigns › Campaigns. The campaign list shows the hotel's campaigns.
Select “New campaign”.
In the form, fill in “Campaign Name”, select the “Language” and, under “Campaign type”, select “Classic newsletter”. Under “Dispatch channels”, “E-Mail” is already set.
Select “Create”. The campaign is saved, and its page opens.
In the “Recipients” tab, select “Guests who meet the following criteria:”.
Select “Add condition”, in the dialog select the “Arrival Period” condition, enter the start and end date of autumn in the “Period” field and select “Save”.
Read the “Contacts” figure. It shows how many guests the campaign reaches and how many drop out for which reason.
Switch to the “Campaign Content” tab and select the “Blank template” template in the catalogue. “Content and flow” opens.
Fill in “Subject” and “Text content”. Shortly after the last entry, the change is saved, and the indicator changes from “unsaved” to “saved”. “Close” returns to the campaign's page.
Select “Send test”. The test message goes to the “Email address” shown in the dialog; it can be changed there. “Send test” in the dialog sends the test.
Select “Schedule dispatch”, under “Planned start of campaign” select, for example, “Tomorrow in the morning” and select “Start dispatch”.
The preparation of the dispatch then begins. On the campaign's page, the dispatch can still be paused with “Pause sending”.
The pages in detail
Campaign list
The list shows the hotel's campaigns with the columns “Campaign name”, “Status”, “Channels”, “Campaign type” and “Recipients and openings”. “Filter by name...”, “All languages” and “All campaign types” narrow down the list, “Sort order” sorts it by “Creation date” or “Last modification”. Archived campaigns do not appear here.
“New campaign” opens the form for a new campaign. “Info” opens the “Services and Obligations of the Customer” dialog. Each row has these buttons:
“Report” opens the figures of this campaign.
“Delete” archives the campaign. This is only possible while it is in the “Under creation” state.
“Duplicate” creates a copy, which is again in the “Under creation” state.
“Duplicate and translate” creates a copy in another language, with automatically translated content.
“Export recipients” opens the export of the recipients.
“Services and Obligations of the Customer” dialog
The dialog appears when Sales Campaigns › Campaigns is opened, as long as the logged-in user has not yet confirmed it. “Read and accepted” saves the confirmation for this user. After that, “Info” opens the dialog again, and “Close” closes it.
Dialog for duplicating
After “Duplicate and translate”, a language other than the campaign's is selected under “Translate to”. “Duplicate” creates the copy in this language, with automatically translated content, and opens it.
New campaign
The form defines the basic data of the campaign:
“Campaign Name” is the name under which the campaign appears in the list.
“Language” defines the language of the content and at the same time determines the recipients: only guests whose stored language matches the language of the campaign receive the campaign.
“Campaign type” offers “Interactive content” and “Classic newsletter”. The type cannot be changed after the campaign has been created.
Under “Dispatch channels”, “E-Mail” is always set. “WhatsApp” can be added with the licence module Channels › WhatsApp™ Integration and a WhatsApp template for campaigns.
“Facility/Hotel” only exists with Multi-Property. Among other things, the field determines which WhatsApp templates are available for the campaign.
“Create” saves the new campaign and opens its page. When an existing campaign is edited, the button is called “Save”.
Campaign
A campaign's page has two tabs: “Recipients” and “Campaign Content” or “Trigger message & interactive content”.
The “Recipients” tab defines who receives the campaign. The choices are “All guests” and “Guests who meet the following criteria:”. Every change in this tab is saved automatically.
“To contacts with the language” limits the recipients to guests with the selected language and switches the language of the content to it.
Under “Exclude guests who”, the switch “have already received an offer or booked for the following arrival period” excludes guests who already have an offer or a booking for an arrival period. “Filter proposals and bookings” excludes guests with an offer or a booking, “Filter only proposals” only guests with an offer and “Filter only bookings” only guests with a booking.
The switch “who have already received a marketing message within the last few days” excludes guests who have already received a marketing message in the last few days.
A new campaign only goes to guests who have explicitly consented to email marketing. The switch “also to people who have not explicitly consented to the use of their data for email marketing/newsletter dispatch” also sends it to the others.
The “Contacts” figure shows immediately how many guests the campaign reaches and how many drop out for which reason.
These buttons control the dispatch:
“Send test” opens the dialog for a test message.
“Schedule dispatch” opens the dialog for the time of dispatch.
“Pause sending” pauses a campaign that is ready to send or is currently being sent.
“Resume dispatch” lets a paused campaign continue.
“Stop sending” cancels a paused campaign for good.
“Add condition” dialog
The dialog opens via “Add condition” under “Guests who meet the following criteria:” and adds a condition to the recipients. The conditions select these guests:
“Arrival Period”: guests with a request or booking whose arrival date lies within the “Period” between the start date and the end date.
“Request Timing”: guests who made a request in the selected “Period”.
“Booking Timing”: guests who made a booking in the selected “Period”.
“Season”: guests who made a request or booking in one of the selected seasons.
“Number of Nights”: guests with a stay of at least, at most or between the specified number of nights.
“Room category” and “Rate plan”: guests who requested or booked one of the selected room categories or one of the selected rate plans.
“Child age”: guests with at least one child in the specified age range.
“Save” applies the condition. “Cancel” closes the dialog without saving.
“Send test” dialog
In the dialog, select “E-Mail” or “WhatsApp”. The test message goes to the “Email address” or “Mobile phone number” shown in the dialog, which can be changed there. It is sent in the name of the test guest from the hotel settings. A test is only possible while the campaign is in the “Under creation” state. If no test guest is stored, the page reports an error.
“Schedule dispatch” dialog
Under “Planned start of campaign”, the time is selected: “now”, “Today in the afternoon”, “Today in the evening”, “Today at night”, “Tomorrow in the morning” or “Tomorrow in the afternoon”. “Start dispatch” starts the preparation of the dispatch.
Content and flow
The content of the campaign is edited on the “Content and flow” page. If a campaign does not yet have any content, a template is selected from the catalogue in the “Campaign Content” tab, for example “Blank template”. The “Content and flow” page then opens. If the campaign already has content, “Edit...” in the “Campaign Content” tab opens the page. A “Classic newsletter” is built from blocks, with fields such as “Subject” and “Text content”. A campaign with “Interactive content” has a trigger message for email and WhatsApp, followed by interactive content.
Changes to “Subject” and “Text content” are saved automatically shortly after the last entry; there is no button for saving. The indicator changes from “unsaved” to “saved”. “Close” returns to the campaign's page.
The content is fully editable while the campaign is in the “Under creation” state. In the “Sending paused” state, only text can still be changed. After that, the content can only be read.
Report
For a single campaign, the “Report” shows the same figures that Sales Campaigns › Overview shows for all mailings. In addition, there is the “Top clicked options” table with the columns “Option” and “Count” and the “Performance in the first 24h after dispatch” chart.
Export of the recipients
“Export recipients” opens the export of the recipients. Under “Campaign”, only completed campaigns are listed. “Content” defines which data the export contains, for example “Guest data” or “Reservations (ext.) w/ postal addr.”, and “Format” selects “CSV” or “MS Excel”.
“Prepare export” creates the export in the background. The file appears in the table below, first with the status “running” and, once it is finished, with “done” and an icon for downloading.
Prerequisites
‘Campaigns’ belongs to the licence module Sales Campaigns. With Offers, the offer, booking and revenue figures in the “Report” are added. With Channels › WhatsApp™ Integration, the WhatsApp dispatch channel is added. With Multi-Property, the “Facility/Hotel” field in the “New campaign” form is added. With Guest Management, “Duplicate and translate” is added.
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: “Duplicate and translate” and “Export recipients”. Roles are managed by ReGuest support.
‘Campaigns’ is included in the Sales Campaigns and Marketing Cycle packages and can be booked individually. The prices are on the pricing page.
Frequently asked questions
Why can a campaign not be deleted? “Delete” only works while the campaign is in the “Under creation” state. A campaign that is ready to send or is being sent can be paused with “Pause sending” and then cancelled for good with “Stop sending”.
Why can the content no longer be changed? The content is only fully editable in the “Under creation” state. In the “Sending paused” state, only text can still be changed, after that nothing at all. For a changed version, “Duplicate” creates a copy in the “Under creation” state.
Why is a campaign missing from the list? A deleted campaign is archived and no longer appears in the list. ReGuest support can tell whether a deleted campaign can be restored.
Who is skipped during dispatch? Before every dispatch, recipients who are unsubscribed, permanently undeliverable, marked as a spam complaint, not supported or blocked are dropped. Without the switch “also to people who have not explicitly consented to the use of their data for email marketing/newsletter dispatch”, the campaign also only goes to guests who have consented to email marketing. Before the dispatch, the “Contacts” figure shows how many guests drop out for which reason. A guest's consent, an unsubscription and a permanent undeliverability are changed on the guest in the guest archive. ReGuest support can provide information about the other reasons.
What does “No marketing campaign” mean? A campaign with “No marketing campaign” also reaches addresses that have unsubscribed from promotional emails. Blocked, permanently undeliverable and not supported addresses remain excluded. This setting is made by ReGuest support.
Why can WhatsApp not be selected? “WhatsApp” is only available with the licence module Channels › WhatsApp™ Integration and a WhatsApp template for campaigns. ReGuest support can tell whether the connection and a template are set up for the hotel.
Why is a campaign not in the export of the recipients? Under “Campaign”, only completed campaigns are listed. A campaign that is still being sent only appears there after the dispatch.
As of: 2026-10-30.