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Hi all! I can't seem to find this functionality and am hoping it exists.

We typically collect all monies in full up front for any booking that begins within the next 59 days. However, for bookings that begin 60+ days out, we only collect 50% of the total, and then we automatically charge the balance two weeks before they arrive.

I can't find in the RULES section how to set up these parameters. My only option appears to be to charge ALL UP FRONT or to do two payments, across the board, for every single booking.

Is there something I'm missing?

Thanks!!
Monica

There's a link on each booking (and quotes) where you can find all email sent for that booking. It's a shortcut over to the email list that filters just to that booking or quote. You can find it in two places - under the booking > email tab and in the top yellow bar:

Not sure how to determine "did I already send this guest the welcome email"?

I'm only sending emails manually at the moment until I get comfortable with the channel bridge importing and turn on some automation.

I'd expect that clicking on a booking would show the email history under Activity (near the bottom) but emails don't seem to show there.

I'd expect that clicking on the email menu link from the Overview under a booking would show email history, but the only emails I see are canned emails, not manually sent emails

The only place I can see an email history is from the email module, but that requires remembering a persons name and typing it into the filter which is harder to do.

Hopefully I'm missing something, otherwise this should surely be a feature request to have some easy way to see a full list of all email communications by booking and by guest. Especially for repeat guests it is helpful to see past discussions about children, experience with the area, etc.

Thanks - I added an entry to feature request since I think having automated reports would be very desirable.

Hi Tim,

To be clear, you still want the line items split apart internally, but you want the guest to SEE it as the same thing. If that's the case, we don't have out yet. That's the "condensed view" thing we've talked about before. No ETA on that yet. Doing the "show as rent" check will simply make the line item type be rent, but there would still be multiple line items when the guest sees it.

We've discussed internally and we may end up moving those damage protection settings to the channel only. It makes more sense to have that there then on the iCal. You either want it on a channel's bookings or you don't - no matter whether it was imported from iCal or channel bridge. No ETA on that yet though. If you need it removed, let us know and we can remove it from a booking. Send in a ticket for that.

Hi Rich,

You can create an email template and trigger to email the cleaner with a nicely formatted message but only for one booking (using the booking field codes). There isn't a way to do a single email for a list of bookings.

You can grant full admin access to other accounts if you use the PM > Portal Access feature. If you're looking for limited access (calendar, guest info only) you can do that in the same place.

I'd like to stop having my cleaning fee as a separate line item on quotes. I know I can manually edit quotes I create, though obviously if it was done automatically that would be great. I am particularly looking at the booking/quote widgets though. I thought this was possible to set it so that surcharges and rent are all combined into one line item? I could swear that the check box for "Categorize this as a 'rent' line item" was supposed to do this, but it doesn't seem to do anything. Am I missing something?

-Tim

We do an authorized hold of $500 as a sec/dam deposit (put on cc 3 days before arrival) and it doesn't show up on our quote but is a note in my email and in the contract so not had any problems with this being a problem in the quote phase.
Has worked well for us.
Wendy

My cleaning person isn't excited about using iCal, so wondering if there is any way to automate the periodic emailing of a table of bookings (current + future) for her.

Example: an automated emailed report with a table like this ....
Unit A
- Smith 1/2/19 - 1/4/19 (2A 3C)
- Sanders 1/4/19 - 1/11/19 (4A)
- Sampson 1/14/19- 1/17/19 (2A 2C)
etc

Additional Question
- do I need to contact OR support to have other users (eg: my daughter, partner, cleaning person) added to the account for access?

Airbnb and VRBO are the external payments so I don't charge or offer damage protection. I wouldn't expect iCal or Channel Bridge to charge for damage protection

To vary up the lock code value per property, the thing to do is create a custom field for the lock code at the property level and then populate it with a different value for each property.

Then when working with your email template, use the Insert Field button to insert that custom field, and it'll be populated with the correct value for the property.

Here's an article that walks you through this process (and also some other stuff with triggers): https://www.ownerrez.com/support/articles/pre-arrival-email-templates-triggers-custom-fields

I'm trying to personalize lock code email letters for different properties with out using any of the lock service. The same key code letter with the same code go to every listing. How do I separate each code for each listing.

Thank you,
Kelly

yes noticed the TI:) Thanks

Yep, we're working on it! Everything has to be rejiggered a bit so the numbers all add up.

We have released the TI update where guests can alter the amount, so that side is better now.

That's an interesting point... channel bridge could override the iCal setting if it is bringing in a booking. That's not quite intentional.

Do you want to have that applied or not? I can look into the bookings for you if something needs to be fixed.

The iCal and channel bridge items are correct.

The setting VRBO email address to the OR property email is for inquiries and lets you respond to an inquiry from OwnerRez. You can't quote from OwnerRez because they strip all links and contact info out until after booking, but you can at least respond to the inquiry.

For bookings, channel bridge will get the email address, so you don't need the inquiry forwards unless you are doing the autoresponders.

No automated emails will be triggered by the VRBO iCal as that doesn't include the guest email. However, you can trigger "on created" emails from the Airbnb iCal as they do include the guest email in their iCal.

aaand.. this seems to have increase in importance now. I never had an issue with it o VRBO., however nowadays about 1/3 of my bookings are direct, I send inquirers to the website where I have embedded inquiry/quote form. And even though my damage deposit line item says in capital case REFUNDABLE, people either do not understand it and think the quote is too high. I get comments that "we are not paying $500 a night" well - it is because they do not understand that deposit amount should be subtracted from total as it is refundable...they just balk

I love the reviews widget! Everything is looking great now - thanks Chris!

After receiving an inquiry and creating a quote, I do not email the guest at that point. I learned early on that it didn't give me a chance to modify the text of the email from the inquiry (this may have changed since, but I haven't bothered to check).

So, I leave the inquiry tab and go to the quote tab and open the quote I just created. From there I am able to choose email templates or create a new email to send to the guest with their quote. This may not be how it's supposed to flow, but this is what is working for me.

I just realized Damage protection isn't billed when you do iCAL calendar synch but it looks like it will be billed for Channel Bridge Imports. Does it apply only to future bookings or bookings that happened in the past as well?

Damon

Thanks - when I started experimenting with the reports I couldn't get to the underlying data with enough granularity to convinced myself what was being shown.

I read in one of the forum responses here that OR isn't trying to be an accounting system. For me, I think that's a good approach.

After thinking more about all this I decided to NOT track based on arrival or departure, but instead to use the date funds are received. To me it's not a huge issue if I pay sales tax on funds received in 4Q2018 for a 1Q2019 visit. If that visit gets cancelled in 1Q2019 it will just show up as negative funds received and offset other taxes. Filing amended returns would be a huge annoyance, sure, but I can't see how any tax authority would have a problem with this approach. And I prefer to have my accounting rely on my bank account, where I can 100% trust posting dates, unlike OR where arrival/departure dates can be modified. So the answer I get today (when paying taxes) could be different than the answer I get 3 years down the road when I'm being audited ;-)

I imagine I'll be using OR reports primarily to keep the pulse on my rentals, but I'd like look forward to being able to 'click into' any value in a report to see the underlying line items. Quickbooks allows this and its essential, for instance when doing a class report its common to see unclassified or unexpected expenses. Clicking on them brings up a line item report where things can be modified. This goes a long way towards building confidence in QB reports and I think OR would benefit from the approach.

Thanks Chris - Will any automated emails be triggered by the iCal?

The following is my current understanding

iCal link exported from VRBO to OR:
- blocks calendar upon bookings?
- keeps vrbo calendar synced with OR?

channel bridge used on VRBO:
- creates booking
- pulls in additional VRBO guest/booking details
- gives option to trigger 'on created' activity like email templates

Setting VRBO email address to the special OR property email address:
- captures VRBO guest emails into OR
- allows OR to trigger various email templates and auto responders

Am I missing anything useful in the above?

Hi, I noticed that you have Remotelock integration.

Hence I signed up for a year service on the Remotelock site and I integrated my Vera z-wave locks to the site (they have an integration to Vera controllers). Once this was done, I was able to bring my z-wave controllers into Remotelock and control their locks via that site.

I then activated your Remotelock integration. It connects to the site and when I click on the Property Mapping button, it says "Error getting available locks for account: No available locks in account". However there are six locks on my Remotelock account that were integrated though my vera z-wave controller. Any thoughts?

This all depends on your locality and to some extent how you set up the business (cash vs accrual etc). Many taxing authorities give you the option to choose when you report (date booked, date of payment, date guest departed) as long as you stay consistent. Check with the taxing bodies in your area and see what you can do.

If you can go based on arrival or departure date, I'd highly recommend that -- makes tracking much easier because you don't have to send in a bunch of half payments for each booking and figure out which ones you paid, and back out anything for cancels/refunds.

Some folks will use the Tax report we have in OwnerRez, others go by QuickBooks. It depends on the level of data you have in each. If you fill OwnerRez with all of the data we can give a better report with vacation rental specific stuff like # of nights booked, perhaps rent vs. different non taxable items etc. This is actually our main focus area for development right now -- getting the numbers correct in OwnerRez and then being able to sync those across to QuickBooks etc.

Inquiries are oriented around that response. You can go to an inquiry and "answer again", but the main purpose is to get an initial response (or perhaps hook up to an autoresponder). We don't have triggers for inquiries and quotes yet, but those are planned.

Yep, that's exactly right. You want to do both -- the iCal because it'll get the calendar blocked automatically, and then the channel bridge because it brings in more detail and can send the "on created" triggers. The channel bridge will smartly merge with the booking that has already been pulled in by the iCal (or vice versa).

To do this on the iCal, enable add a custom link with the "Show a full description of the booking on each event" option enabled. That'll show the guest count but not the contact info.

Another option is to give them portal access: https://www.ownerrez.com/support/articles/portal-access

Ahh, yep, you have to map first. Everything else looking good now?

I just got an inquiry (via VRBO forwarded email) that came into OR.

I was able to 'answer' the email, but as I was poking around I couldn't find a way to initiate a 2nd email. For instance, suppose I had forgotten to mention something... The masked vrbo email is available in OR, but of course I'd want the email to be sent via OR so it remains in the history.

(edit - I realized that for inquiries the 'email guest' button isn't available, but it is for confirmed bookings. In the inquiry there is a 'verify information' button that is in the same place as 'email guest')

Also wondering if there is any mechanism to schedule an email for the future other than having a trigger set up. I regularly get inquiries and there is no more followup, so it would be nice to schedule a followup for +2 days to say something like "checking back to see if you have any more questions about unit xyz or the area..."