Ensuring a seamless and welcoming experience for property owners during their vacations is key to maintaining strong relationships and exceeding expectations. To achieve this, we’ve developed an efficient process for managing owner reservations with precision and care.
Streamlined Owner Reservation Process
When an owner vacation is created, our system has the ability to ensure a smooth journey from booking to departure with the following steps:
1. Immediate Team Notification - The team is notified immediately upon the creation of an owner reservation, ensuring everyone is aligned and ready to deliver exceptional service.
2. Gift Preparation - A task reminder can be automatically set for the team to arrange a thoughtful welcome gift for the owner’s arrival, adding a personalized touch to their stay.
3. Super Cleaning and Pre-Check-In Inspection - A high-standard cleaning and inspection are scheduled to ensure the property is in pristine condition before the owner arrives.
4. Welcoming and Departure Messaging - As part of the owner’s arrival and departure, an automated message is sent from leadership, thanking them for their stay and wishing them a safe trip home.
How to Enable This Process
To implement this streamlined approach, follow these setup steps:
Set Up Service Calls for Owner Vacations
Create Catalogs for Owner Reservations
Add a dedicated catalog for owner bookings, such as for check-in inspections, super cleaning, and preparing a gift. Here are sample catalog items:
You can customize the configurations as needed. Click here to see steps on how to create a catalog.
💡 Note: If you have a specific Office Task board for Owner Vacations, you can have the service calls automatically added to it, allowing you to keep track of the related tasks. See here how to create an Office Task board.
Add the Automated Tasks
Create automations with the owner vacation catalogs. This way, as soon as an owner vacation is booked, tasks will automatically be generated and assigned to the designated contractor to notify them.💡 Note: Make sure to set the whitelist channels to "owner" so that the automation is applied only to owner vacation reservations.
Here's a guide how to create the automation.
Configure Automated Messages
Welcome and Departure Messages
Set up specific automated messages to welcome owners on their check-in date and bid them farewell with a departure note.💡 Note: Make sure to set the channels to “Owner” so that the automation is applied only to owner vacation reservations. Also, ensure that the correct time settings are configured for the welcome and departure messages.
Here's a guide how to create an automated message.