Sending your first packet

Open the property, click Reservations, then New reservation. Enter the guest name, email, and dates. Click Send. PreArrive emails the guest a branded link.

You can also send from the Reservations tab in the side rail: pick a property, fill in the guest, hit send. Same result.

A page branded with your property name (and address, if you set one). They tap each rule to acknowledge, then each fee — each one is a separate tap so we can prove individual disclosure later.

The page also explains the release sequence: review rules, acknowledge each item, complete any configured photo step, sign, then view arrival details on the same link. No app or PreArrive account is required.

Three things land on the reservation:

• A PDF certificate with the property, the guest, every rule + fee they acknowledged, the drawn signature, and the timestamp + IP audit trail.
• A content hash on the signed snapshot: the rules + fees they signed are immutable, even if you edit the live packet later.
• An email notification to you when they sign, so you don’t have to refresh.

Sending does more than fire an email. It freezes the reservation’s requirements to whatever the property looks like at that moment. The big one: whether the guest has to complete the photo step is captured the instant the packet goes out.

So if you later turn photo verification on or off for the property, a reservation you’ve already sent keeps the requirement it had when it left. The guest isn’t suddenly asked for a photo they weren’t told about, and one you required at send stays required. New reservations you send after the change pick up the new setting. This is true whether you clicked Send yourself or the scheduler auto-sent it.

WiFi, door codes, check-in notes, parking, checkout, and local notes are held until signing by default. The guest sees which details are held, then gets them on the same link after signing.

Safety notes are different: emergency numbers, access fallback, fire extinguishers, shutoff locations, and accessibility notes should stay visible before signing. Managers can also release held arrival details early for one reservation with a recorded reason.

If the guest says they never got the email, click Resend on the reservation. Same link, no new token. Every resend lands on the reservation's delivery timeline so you can see whether it delivered, opened, or bounced.

If they refuse to sign or use the link, you can mark the reservation as manually overridden. You attest you got verbal/messaging acknowledgment another way. The certificate notes the override.

By default every new property is on the scheduler: PreArrive sends the packet about 72 hours before check-in and reminds the guest (and you) every 24 hours until they sign, capped at five reminders. You can change the offset, change the cadence, or turn it off per workspace, per property, or per reservation. See When PreArrive sends the signing invite for the override chain.