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How does the Owner Contact Form work

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Overview

The Contact Owner Form in WPRentals allows visitors and registered users to send a message to the owner connected to a listing.

This contact form is used for property questions, booking inquiries, and inquiry-only setups where the booking form is replaced with a contact form.

Important: The Contact Owner Form is not the same as showing the owner’s direct contact information. A user may be allowed to send a message through the form even if the owner’s email address or phone number is hidden.
Important: Contact Owner messages are sent to the email address saved in the owner profile. The owner or site admin managing the listing must have the correct email address saved in User Dashboard > My Profile.

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Where the Contact Owner Form Can Appear

The Contact Owner Form can appear in different places, depending on the website setup.

1. Property Page – Contact Host Button

The form can open from the property page, usually from the booking or contact area.

2. Owner Public Profile Page

Users can also send a direct message to the owner from the owner public profile page.

3. Instead of the Booking Form for All Listings

The site admin can replace the booking form with the Contact Owner Form for all listings.

This is useful when the website should collect inquiries first instead of allowing visitors to send booking requests directly.

Go to:

Theme Options > Booking Configuration > Form Display Settings

Enable:

Show Contact Form Instead of Booking Form?

4. Instead of the Booking Form for One Listing

The Contact Owner Form can also replace the booking form only for a specific listing.

Admins and owners can manage this from the front-end dashboard:

User Dashboard > My Listings > Edit Listing > Description

Enable:

Show Contact form instead of Booking Form

Important: When the Contact Owner Form replaces the booking form, users can still select check-in and check-out dates in the contact form. These dates are sent as part of the inquiry message. The form does not create a booking request, invoice, payment request, or confirmed reservation.

Who Receives Contact Owner Messages

Contact Owner messages are sent to the owner connected to the listing.

The receiver can be:

  • A registered owner who manages their own listings.
  • The site admin if the admin manages the listing as the owner.
  • A selected owner account used for a single-owner website.

If the website is used as a single-owner website and the site admin manages the listings, the admin should still complete the profile information from the front-end dashboard.

How to use WPRentals as a single owner or site admin

Owner Profile Email Address

The Contact Owner Form uses the email address saved in the owner profile.

Owners and site admins who manage listings should check their profile from:

User Dashboard > My Profile

Make sure the profile email address is correct.

Important: If the owner profile email is missing, wrong, or cannot receive emails, Contact Owner messages may not reach the expected owner email address.

Owner Contact Information Visibility

WPRentals protects the owner’s direct contact information.

Direct contact information means details such as the owner phone number or owner email shown on the owner profile or listing contact area.

Users Who Cannot See Owner Contact Information

  • Non-registered users cannot see the owner’s direct contact information.
  • Registered users without a confirmed booking cannot see the owner’s direct contact information.

Users Who Can See Owner Contact Information

  • Users with a confirmed booking can see the owner contact information.
  • Owners can see their own contact information.
  • Admins can see all contact information by default.

Important: Even when direct owner contact information is hidden, users may still be able to send a message through the Contact Owner Form.

How the Form Works for Logged-In Users

When a logged-in user opens the Contact Owner Form, the form uses the account details already saved on the website.

The form can include:

  • Check-in date.
  • Check-out date.
  • Guests.
  • Message.

When the message is sent:

  • The owner receives an email notification.
  • The message details are included in the email.
  • The message appears in the owner’s User Dashboard > My Inbox.
  • The sender can track replies from their own User Dashboard > My Inbox.

How the Form Works for Non-Logged-In Visitors

Non-logged-in visitors can also use the Contact Owner Form, depending on your theme setup.

When the visitor is not logged in, the form can include:

  • Name.
  • Email.
  • Check-in date.
  • Check-out date.
  • Guests.
  • Message.
  • Phone number, if enabled in Theme Options.

When a non-logged-in visitor sends the message:

  • The owner receives the message by email.
  • The email is sent to the owner profile email address.
  • The site admin can review the message from wp-admin > Messages.
  • Full dashboard conversation tracking is limited because the visitor is not connected to a registered user account.
Important: For complete dashboard conversation tracking, users should be logged in before sending messages. Non-logged-in messages are mainly handled by email and admin message review.

How Replies Work

When a registered user or owner replies to a message:

  • The recipient receives an email notification, if email delivery is working correctly.
  • The reply is sent to the email address connected to the recipient account.
  • The reply appears in the recipient’s User Dashboard > My Inbox.

This allows registered users to track the full conversation from the dashboard.

Important: If the original sender was not logged in, full dashboard tracking is not available for that visitor because there is no user account connected to the message.

Messages in My Inbox and Wp-admin Messages

WPRentals stores messages in two different places, depending on the user role and purpose.

User Dashboard > My Inbox

This is the front-end inbox for registered users.

Owners, renters, and site admins using the front-end dashboard can track their own messages from:

User Dashboard > My Inbox

My Inbox – private messaging system

Wp-admin > Messages

The site admin can review all messages from the backend.

Go to:

Wp-admin > Messages

Important: The front-end Inbox is for each user’s own conversations. The backend Messages section is for admin review.

Messages From My Reservations and My Bookings

Booking-related messages can also be sent from the User Dashboard.

Renter Side

Renters can send messages from:

User Dashboard > My Reservations

This is used for messages related to reservations sent by the renter.

Owner / Site Admin Side

Owners and site admins who manage listings can send messages from:

User Dashboard > My Bookings

This is used for messages related to booking requests received for their listings.

GDPR Checkbox and Phone Number Field

The site admin can enable additional fields for the Contact Owner Form from:

Theme Options > Contact Form Settings

From this section, you can manage:

  • Use GDPR Checkbox?
  • Show Phone Number in Contact Form

If you enable the GDPR checkbox, you must create a GDPR page.

Go to:

Wp-admin > Pages > Add New

Create a page and assign the GDPR Terms template.

This is how the GDPR checkbox shows in the contact form:

Email Notifications and Duplicate Email Copies

When a message is sent, the receiver can receive an email notification with the message details.

Email delivery depends on the website email setup and on the email notification settings.

Duplicate Email

The site admin can add a duplicate email address to receive copies of theme emails.

Go to:

Theme Options > Email Management > Duplicate Email

Edit Email Content

The site admin can customize the text used in theme email notifications from:

Theme Options > Email Management > Email Content

Email Management in Theme Options

Important: If dashboard messages are created but email notifications are not received, check the theme email settings and the website email delivery setup.

Important Notes

  • The Contact Owner Form sends messages to the owner connected to the listing.
  • The form can appear on the property page, owner profile page, or instead of the booking form.
  • The Contact Owner Form can be used by logged-in users and non-logged-in visitors, depending on the setup.
  • The owner or site admin profile must have the correct email address saved.
  • Direct owner contact information is protected and is not visible to all users.
  • Users with a confirmed booking can see the owner contact information.
  • Owners can see their own contact information.
  • Admins can see all contact information by default.
  • For logged-in users, messages can be tracked in User Dashboard > My Inbox.
  • For non-logged-in visitors, the message is sent by email and can be reviewed by the admin, but full dashboard tracking is limited.
  • Admins can review messages from wp-admin > Messages.
  • GDPR checkbox and phone number fields are managed from Theme Options > Contact Form Settings.
  • Duplicate email and email content are managed from Theme Options > Email Management.

My Inbox – Private Messaging System

Owner Contact Info – How it works

Theme Email Notifications

Enable GDPR Checkbox in Contact Form

Hide Booking Form and Replace with Owner Contact Form

My Reservations Page – User Dashboard

My Bookings in User Dashboard

How to use WPRentals as a single owner or site admin

Email Management in Theme Options

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