Automated Booking & CRM System (OwnerRez → GoHighLevel)
Centralized guest intake, booking sync, and automated messaging built by integrating OwnerRez with GoHighLevel — eliminating manual follow-up and preventing missed leads.
Interactive system flowchart — open full view →
Two platforms, one seamless system.
OwnerRez is a powerful property management platform for vacation rentals — but it wasn’t designed to be a full CRM. Guest communication was scattered, follow-ups were manual, and leads from inquiries were getting lost between systems.
This project bridges the gap by connecting OwnerRez to GoHighLevel. Every booking automatically syncs into GHL’s CRM, triggering a complete guest messaging lifecycle — from pre-arrival instructions to post-stay review requests and rebooking offers.
The result is a hands-off system where every guest gets the right message at the right time, and every inquiry is followed up on automatically.
Quick Facts
Guest communication was falling apart.
The property manager was juggling OwnerRez for bookings and manually handling all guest communication — sending check-in instructions by hand, forgetting follow-ups, and losing track of inquiries that never converted to bookings.
- Booking data lived in OwnerRez with no CRM to track guest relationships
- Check-in instructions sent manually — sometimes late, sometimes forgotten
- No automated reminders or pre-arrival messaging for upcoming guests
- Guest inquiries from the website went unanswered for hours or days
- Zero post-stay follow-up — no review requests, no rebooking offers
- No visibility into which guests were happy, which had issues, or who to re-engage
6 workflows. Every guest, every touchpoint.
Booking Sync
OwnerRez reservations automatically sync into GoHighLevel via webhook — creating a contact with all booking details, source tags, and pipeline placement.
Guest Intake
Each synced guest gets auto-tagged by source (Airbnb, VRBO, direct), enriched with custom fields, and receives an instant booking confirmation via SMS and email.
Pre-Arrival Messaging
Timed sequence at 7 days, 3 days, and 1 day before check-in — delivering local guides, check-in instructions, door codes, and upsell offers.
In-Stay Communication
Day-after-arrival check-in message to catch issues early, plus mid-stay recommendations for local dining, activities, and late checkout offers.
Post-Stay Follow-up
Thank you message after checkout, review request at 24 hours, gentle reminder at Day 5, and a rebooking offer with 10% discount at Day 14.
Lead Capture & Nurture
Website inquiries that don’t convert get instant auto-replies, a 3-day follow-up sequence, and seasonal promo drip to convert them later.
What makes this system work.
OwnerRez → GHL Sync
Real-time booking import via webhook — every reservation appears in the CRM within seconds.
Multi-Channel Messaging
SMS and email work together across the entire guest journey for maximum reach and engagement.
Date-Based Triggers
All messaging is tied to check-in and check-out dates — every guest gets the right message at the right time.
Review Engine
Automated review requests timed for peak satisfaction, with gentle reminders for guests who don’t respond.
Guest Pipeline
Visual pipeline tracking every guest from booking through checkout — full visibility for the property manager.
Rebooking Offers
Past guests automatically receive direct booking discounts — bypassing OTA fees and building repeat business.
Full guest lifecycle, fully automated.
Ready to automate
your guest experience?
I connect property management platforms to GoHighLevel — so every guest gets a seamless, automated experience.