We here in the world of vacation rental software solutions throw the term “automation” around a lot. Unfortunately, without some context, it’s pretty meaningless to the layman. Why do I need property management automation? What is being automated?

Right now, we’re going to set the record straight instead of just throwing buzzwords at you. First, we’ll take a look at how Tokeet’s automation system works. Afterward, you’ll get to see some real-world examples of property management automation in action.

For anyone looking for ideas on how to use Tokeet’s automation features, this article is for you as well!

How does Tokeet’s automation work?

Tokeet’s automation features work with a simple two-point system: triggers & templates. A user will create a trigger that will identify an event and perform an action. The automated actions include various communications (email, SMS, contracts, Push notifications).

The events can be narrowed to focus on specific booking channels and properties, or time-based. Here’s what a typical automation process looks like:

EventFilterAction
ifGuest Booking ConfirmedusingAirbnb / Any PropertythenSend Contract (“Airbnb Agreement” Template)

When an action is performed, it will use a user-created template. The templates allow you to craft professional communications that contain dynamic information based on various factors. These include guest details, property details, booking details, etc.

Examples of Rental Property Automation Usage

Now that you understand the technical side, let’s take a look at how it’s applied. Below is a typical property management automation sequence.

To access your automation controls in Tokeet, simply click the Settings button at the top right corner of the dashboard window and click “Automations”. For Automata users, go to the Add-Ons menu and select Automata or click here.

Feel free to make use of these examples for your own business (if you’re an Automata user, many similar automations are already stored in your sample library).

Purpose:
Confirm your guest booking and verify the booking details.
Event TriggerActionRecipient(s)
Booking ConfirmedSend Email MessageGuest
Template:

Hi *|GUEST:FNAME|*,

Thank you for booking *|RENTAL:NAME|*! We look forward to having you as our guest, and will do whatever we can to make your stay enjoyable! We will be sending you some pre-arrival information including check in and wifi details a few days before your scheduled arrival. If you have any questions before then, just let us know. Your booking details are below for your reference.

Property: *|RENTAL:NAME|*
Adults: *|INQUIRY:ADULTS|*
Children: *|INQUIRY:CHILDREN|*
Arrival: *|INQUIRY:ARRIVE|*
Departure: *|INQUIRY:DEPART|*
Total: *|INQUIRY:COST|*

Purpose:
Alert staff to prepare rental property.
Event TriggerActionRecipient(s)
Booking ConfirmedSMS MessageStaff (Cleaning)
Template:

Hi *|CUSTOM:STAFFNAME1|*,

Please ensure that the following property is cleaned and prepared 1 day before scheduled arrival:

Property: *|RENTAL:NAME|*
Arrival: *|INQUIRY:ARRIVE|*

Purpose:
Send the guest the check-in instructions.
Time-Based TriggerActionRecipient(s)
1-Day Before Check-InEmail MessageGuest
Template:

Hi *|GUEST:FNAME|*,

We know you must be ready to relax and start your vacation, and we want you to make yourself at home right way. Please review the check-in instructions below:

*|RENTAL:CHECKIN_INSTRUCTIONS|*

Should you have any other questions during your stay, feel free to contact us. We hope you enjoy your stay and visit us again in the future!

Purpose:
Send the guest the check-in instructions.
Time-Based TriggerActionRecipient(s)
4-Hours Before Check-OutEmail MessageGuest
Template:

Good morning *|GUEST:FNAME|*,

We hope you have enjoyed your stay at *|RENTAL:NAME|* in *|RENTAL:CITY|*. Please review the checkout instructions below:

*|RENTAL:CHECKOUT_INSTRUCTIONS|*

We hope you have a safe journey home, and would love for you to visit us again in the future.

Purpose:
Alert staff to tend to property after check-out.
Time-Based TriggerActionRecipient(s)
1-Day Before Check-OutSMS MessageStaff (Cleaning)
Template:

Hi *|CUSTOM:STAFFNAME1|*,

The following property will be vacated tomorrow – please ensure that it is cleaned, all linens are taken for washing, and the key is returned to the dropbox:

Property: *|RENTAL:NAME|*
Check-Out Time: *|INQUIRY:DEPART|*

Thank you!

Purpose:
Solicit a review.
Time-Based TriggerActionRecipient(s)
10-Days After Check-OutEmail MessageGuest
Template:

Hello again *|GUEST:FNAME|*!

We’d just like to thank you for staying with us again! Your patronage is greatly appreciated, and we hope to see you again soon!

If you haven’t left a review yet, you may do so from your *|INQUIRY:CHANNEL|* account. We value the opinions of our guests and would love for you to let others know how your experience at *|RENTAL:NAME|* was!

This is a very basic sequence of communications that’ll handle a smooth check-in and check-out process. If you set up and format your templates properly, your guest communications will appear both professional and personalized.

How will property management automation help me?

So, now we can see just how much work a basic automation sequence can do. It’s a fantastic way to cut down on your daily workload. Maintaining a constant level of hospitality for all of your guests can be difficult – even with one property. By automating your communications and staff arrangements, you’ll be free to focus on other aspects of your business.

The word automation itself sounds cold and generic, but the reality is the opposite. There’s a ton of room for creativity using automation features. Branding your templates, personalizing your messages, providing a rich customer experience to every guest – there’s nothing cold about that.

Looking at the sample above, you’ve probably had some ideas of your own already. We haven’t even scratched the surface of what Tokeet’s automation features can do either. Be sure to read the Automation Pro Tips document and explore your trigger & template in your Tokeet dashboard. If you’re interested in expanding your reach, you can learn more about the Automata add-on here!