Airbnb auto team reminders - A guide to Operations on Smartbnb
November 05, 2019
By Rowan Clifford
Author of Airbn'b'Smart and Smartbnb user
Do you get tired of sending the same old reminders to your cleaners? How about the ones to your maintenance team, laundry team, manager, co-hosts...?
Have you ever forgotten to send one of these reminders and your cleaner didn't show up? Or maybe you forgot to send a reminder to your laundry team, and you had to apologize to your guests who checked in to find no clean linens?
If any of the above ring a bell, then you’re not alone.
In fact, team reminders can be one of the most laborious, time-sensitive, important parts of running and operating successfully as an Airbnb host (especially if you operate more than one property).
Lets face it, this part of hosting is just plain tedious...
...But it doesn’t have to be that way.
Not if you’re a little savvy.
In fact, there’s a way to automate this process entirely, and it’s actually pretty easy to set up.
It’s done using what we call ‘Operations’ within Smartbnb, and you’re about to learn all about it!
So what are ‘Operations’ on Smartbnb?
Operations organize and automate much of the communication between you and all members of your team.
They keep each member of your team informed and up to date with any/all tasks which are required of them.
These tasks can be things like:
Window cleaning etc.
This is done using what we like to call ‘Task Rules’.
A ‘Task Rule’ allows you to automatically create tasks when a reservation is accepted.
Each ‘task’ can be automatically assigned to upcoming reservations, and each task will update according to the reservation status and arrival details for each booking.
Tasks can be either automatically assigned, or assigned manually depending on your workflow preferences (more on that later).
Why are Operations so damn effective?
Throughout every guest's journey, there are a number of predictable events.
Coordinating each of these events can be a massive time drain, and also a cause for mass anxiety…
...If you’ve ever forgotten to send a reminder to your cleaner you’ll know exactly what I’m talking about!
Usually, each task is manually sent to each member of your team, with follow up reminders to make sure everyone is in the loop. This takes a lot of time.
Now, these events happen for every new booking, and for that reason, they’re ripe for automation.
And that’s where Smartbnb ‘Operations’ step in.
Operations allow you to automate the process by auto-assigning each of the tasks to the different members of your team and sending automated reminders via SMS and email to make sure no task ever gets missed.
So let's have a quick run-through of how to set this up...
Here’s what you can do with Smartbnb’s Operations engine
Automatically schedule tasks - Things like cleaning, check-in/check-out visits, maintenance and more.
Delegate jobs automatically - Auto-assign tasks to your team and notify them by SMS or Email
Automated reminders - Send reminders to any member of your team automatically
iCal integration - Keep your entire team up to date.
Keep track of everything - Log reports allow you to trace all automated messages and notifications
How to set up a new Operations ‘Task Rule’.
First up, in order to set up a ‘task rule’, you first need to have a team member to assign it to.
For this demonstration, we’ll be selecting Cleaning - [after check-out]
As you can see from the above image, there’s a lot going on here. Don’t worry though, because I’m going to break each section down for you below.
The task title can be altered to your liking for example “Check-out changeover clean”.
*Remember to switch the toggle to ‘On’ to activate the task rule.
The duration is the amount of time allocated to complete a task. Slide the scale up or down to fit the size of the task at hand.
Timing allows you to schedule when you would like a task to be carried out.
There are three different variables you need to choose from:
Time - Start task immediately, after x number of minutes, after x number of hours, after x number of days.
Before or After.
The Guest checks in or The Guest checks out.
Use each of these variables to set the appropriate time for the task to be carried out.
Scope allows you to assign the task rule to 1, multiple or all of the properties you manage.
This is where you can choose whether to take manual control over the task rule or automate it.
If you choose the manual route you’ll have the ability to assign the task to a teammate at a later date. However, if you choose ‘auto’, you’ll need to select a teammate and directly assign the task to them.
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