Schedule invitations, track guest access, and manage your guest list.
The Upcoming Reservations tab in My Guest Experiences shows all reservations for the next 60 days (for properties with GuestBook enabled).
- Which reservations have scheduled invitations
- Which invitations have been sent
- Which guests have redeemed their invitations
- Which reservations still need invitations
| Badge |
Meaning |
| No invitations |
No one has been invited yet |
| Scheduled |
Invitation created, email will send automatically |
| Sent |
Email sent, waiting for guest to redeem |
| Redeemed |
Guest clicked the link and set up their PIN |
- Schedule Invite — Send an invitation for this reservation
- Add Guest — Invite additional guest to the same reservation
- Send Now — Queue scheduled invitations for immediate delivery
Invitations send automatically before check-in based on your Days Before Check-In setting.
Per-invitation timing options:
- Use property default (recommended)
- 14, 7, 3, or 1 day before check-in
- Day of check-in
- Send immediately
For last-minute bookings, invitations send right away.
From Upcoming Reservations (recommended):
- Go to My Guest Experiences
- Click the Upcoming Reservations tab
- Find the reservation and click Schedule Invite
- Enter the guest's email address
- Choose when to send (default or custom timing)
- Add an optional personal note
- Click Schedule Invitation
New guests:
- Land on your GuestBook with email and stay dates pre-filled
- Enter their name and where they're visiting from
- Create a 4-digit PIN for future access
- Get access to your GuestBook content
Returning guests:
- See "Welcome back, [Name]!"
- Enter their existing PIN
- Get access immediately
| Status |
Meaning |
| Scheduled |
Email will send on the scheduled date |
| Pending |
Email sent, waiting for guest to complete signup |
| Redeemed |
Guest set up their PIN |
| Expired |
7 days passed without guest completing signup |
| Cancelled |
You cancelled the invitation |
Resend: Click menu > Resend to send a fresh link (old link stops working)
Cancel: Click menu > Cancel to invalidate the invitation
Reschedule: Click menu > Reschedule to change the send date (Scheduled status only)
For group bookings:
- Send the first invitation
- Click Invite Guest again
- Select the same reservation
- Enter the next guest's email
Each person gets their own invitation and sets up their own PIN.
View all guests who have authenticated to your GuestBook.
- Go to My Guest Experiences
- Click the Guests tab
Or: Open the GuestBook Editor > Guests tab
¶ Guest List Columns
| Column |
Description |
| Guest |
Name (if provided) with email |
| Check-In |
Check-in date |
| Check-Out |
Check-out date |
| Access Status |
Full, Read-Only, Expired, or Revoked |
| Access Until |
When access expires |
| PIN |
Checkmark if guest has set up a PIN |
| Sessions |
Number of times accessed |
| Last Active |
Most recent access |
Click Export to download as CSV or Excel. Includes:
- Name, Email
- Property Name, Property ID
- Check-in/Check-out Dates
- Country
Build your direct booking list from verified guest emails.
Guest status is calculated automatically based on stay dates and your access window settings.
| Status |
When |
What Guest Can Do |
| Full Access |
During stay + configured days after |
View all content, submit requests |
| Read-Only |
Past full access window, before 30-day expiration |
View content only |
| Expired |
30+ days after checkout |
See "Access Expired" message |
| Revoked |
You manually revoked access |
See "Access Revoked" message |
Guest staying May 15-20, with 7-day access window:
- May 8-27: Full Access
- May 28 - June 19: Read-Only
- After June 19: Expired
Give a guest more time when needed:
- Find the guest in the Guests tab
- Click the ⋮ menu
- Select Extend Access
- Select a new expiration date
- Click Extend
Extension examples:
- Guest left item behind: +7 days
- Guest wants to reference WiFi: +14 days
- VIP/repeat visitor: +30 days
Remove a guest's access immediately:
- Find the guest in the Guests tab
- Click the ⋮ menu
- Select Revoke Access
- Confirm by clicking Yes, Revoke Access
What happens:
- Guest immediately loses access
- They see "Your access has been revoked" if they try to log in
- Email remains in your guest list for reference
- Find the revoked guest
- Click the ⋮ menu
- Select Restore Access
- Access restored to your default window
Sometimes guests find your GuestBook using the property access code and register themselves. These appear in the Unlinked Guests section because they're not connected to a specific booking.
- Guest knew your access code from a previous stay
- Guest got the code from another guest in their party
- Guest found the access code elsewhere
Unlinked guests appear in an orange-highlighted section at the top of the Guests tab.
Link to a booking:
- Click Link on the guest card
- HostHive shows bookings with suggested date matches
- Select the correct booking
- Guest is validated and linked
Dismiss:
- Click Dismiss on the guest card
- Confirm the dismissal
- Guest's access is revoked and removed from the list
Review unlinked guests periodically. If someone registered themselves, they're probably a legitimate guest—just link them to their booking.
Review and respond to mid-stay cleaning requests from guests.
- Guest email
- Preferred cleaning date
- Guest notes (if provided)
- Request status
- Approve: Confirm the cleaning (optionally add a message)
- Decline: Reject with a reason the guest will see
- Schedule: Set the actual cleaning date if different from requested
Pending → Approved → Scheduled → Completed
↓
Declined
See all feedback submitted by guests.
- Guest email
- Stay dates
- Survey response (emoji or star rating)
- Written comments (if provided)
- Date submitted
- Catch issues while guests are still on-property
- Identify consistently happy or unhappy guests
- Use positive feedback to encourage reviews
- Address negative feedback before checkout
Click Export to download survey responses as CSV.
See who's interested in booking your property.
- Returning guests: Past guests who want to come back (submitted through GuestBook after checkout)
- New visitors: People who found you through shared recaps (submitted through microsite)
- Source badge (Guest or New Visitor)
- Repeat Guest indicator
- Preferred timing (dates or season)
- Status (New, Contacted, Booked, Declined)
- Update status as you follow up
- Add private host notes
- View guest history for returning guests
- Make sure GuestBook is enabled
- Test the authentication flow yourself
- Share access code with a guest and have them authenticate
- Wait a few minutes for the list to update
- Make sure you're viewing the correct property
- Clear any search/filter
- Check if they're in a different access status
- Find the guest (they'll show as "Revoked")
- Click the ⋮ menu
- Select Restore Access
- Access is immediately restored