Tip: You can navigate to specific sections in the video by selecting the Chapters icon.
Learning Objectives:
1. Recall how to customize short term rentals settings.
2. Explain how to add a new stay.
3. Describe how to update stay details.
Video Script
Welcome to the Short Term Rentals: Updating Settings and Adding Stays overview. In this video, we will demonstrate how to customize your registration settings and add a stay to a unit.
To get started, select Setup from the welcome menu. Then, select Short Term Rentals from the main menu. This will open the Short Term Rentals page where you can configure your registration settings. To revise a setting, click the Edit icon beside the applicable section.
Under the General Settings section, the first item you can customize is the welcome email template. This email will be sent to the primary guest on the first day of their stay. Click the Edit icon to revise the details. The Text in square brackets are merged fields, which will be automatically populated by the system. Select Learn about supported codes for merging data, to see the full list of merged fields. After making your revisions, click Save to finalize your changes.
The next setting determines when welcome letters are sent. Select the Edit icon to update the time. Then, select the appropriate time using the drop-down menus. Once completed, click Save.
Next, you can customize the introductory text that appears at the top of the guest registration page and the Terms and Conditions that guests must agree to on the registration page. Select the Edit icon to update the text as needed.
The final settings under the General Settings section is Allow Registration for Guests. Here you can customize if guests have access to the registration page and if so, for how long. Click the edit icon and select the appropriate option from the drop-down menu.
Disabled, means the guest will not have access to the registration page. If you select this option, the registration link will be automatically removed from the welcome letter template. Enabled until guest stay expires, means the guest will have access to the registration page and can revise their details at any point during their stay. And Enabled one time until registration completed, means the guest will have access to the registration page but cannot revise their details after registration is complete. Click Save to finalize your selection.
The next section on the Short Term Rentals page is Import Stay Details. Here you can import a list of stays for your building. Start by downloading the short term rentals import template. Then, enter the required fields for each stay. This includes Unit, Stay Start Date, Stay End Date, Own Stay, and Email. Then, input any addition information you have about each stay. Once completed, upload the template by selecting Choose File and click Save. The stays have now been added to your workspace.
Before returning to the Homepage, ensure the applicable user group permissions are enabled for the short term rentals feature. Once completed, select Exit Setup followed by Unit File from the main menu.
To review the short term rental details for a resident, locate the resident in the Unit File. Then, select their unit number and click the Stay Details tab. Here you will see a list of all the stays for the unit. Filter the list using the drop-down menu.
To add a new short term rental to the unit, select Add New Stay. Then, determine who the stay is for. Select No if this is not your own stay. Next, enter the details for the primary guest starting with their Title, First Name, and Last Name. Then, enter their Mobile Phone Number and Email. The welcome letter will be sent to this email address.
If applicable, enter the number of Additional Guests that are part of the stay and input their First and Last Name in the boxes provided. Email addresses and phone numbers are not required for additional guests as the primary guest will be the sole contact for the stay.
Then, enter the Start Date and End Date for the stay. If you are aware of the guest’s Emergency Contact Detail, check the box and enter the relevant information. Guests can also add this information during the registration process.
If your guests have a vehicle, check the box beside Does User Have a Car and enter the vehicle details. Like before, this information can be added during the registration process. Once completed, select Save.
You will now see the stay listed on the Stay Details page. A welcome letter will be automatically sent to the primary guest on the first day of their stay. If applicable, they can click the link in the email to complete their registration form.
To review the details of a stay, select View. To revise a stay, select Edit. To cancel a stay, select Delete. And to resend the welcome letter, select Send Email. This option is only available for Active Stays.
This concludes the Short Term Rental: Updating Settings and Adding Stays overview. For more information on the Short Term Rental feature, please refer to our user guides.