The smart scheduler automatically generates recurrent missions.
Each mission template and schedule is configured per office. If you have several offices, you will have to do steps 2 and 3 for each of your offices, and step 4 for each of your properties.
The 4 steps to create a smart scheduler
- (optional) Create a notification template: the notification will be sent to the guest before the mission start, only if it takes place during the guest's stay, to inform him/her of an agent's visit
- Create a mission template: a mission template for each type of mission you want to be done (property checks, mail collection, weekly cleaning, etc.).
- Create recurrence settings: these are the possible recurrencies of missions (weekly, monthly, etc.).
- Create the recurring mission on the property by associating a mission template and a recurrence.
Step 1. Create a notification template
If you want the mission to happen during a guest stay, you can create a dedicated automated message to be sent to guest, to inform him about an agent coming in the property.
Contact the RentalReady team and ask them to create a SMART_SCHEDULER notification template. Once created and set up, you'll be able to edit its content.
This notification template will only be sent if the mission is done during guest stay. It is sent to the guest between 24 and 48 hours before the start of the mission.
Step 2. Create a mission template
From the main menu, go to Missions > Smart scheduler
Select the office
Go to Mission templates tab
Click on +Create and fill the form:
General
- Add mission template name
- Select the notification template created in step 1, if applicable
- Select a mission sub-type
- Add mission duration. The value is expressed in minutes
- Add an internal comment if necessary. The comment will be visible only to staff users
- Add an external comment if necessary. The comment will be visible to staff users and the agent assigned to the mission
- Add the amount (excl. VAT) the agent assigned to the mission will earn
- Add mission start time
- Select the options you wish to activate for the mission:
- the agent needs to enter property to do the mission
- the mission must not be scheduled during guest stay
- the mission must not be scheduled during an owner stay (blocked dates on the calendar)
- there should have guest stay between two missions
Owner invoice
This section will allow you to automatically create a payout adjustment with charge type for the mission.
- Select the category from the drop-down menu according to the payout adjustment you are creating
- Fill in the price of purchase: this is the payout adjustment amount
- Price of purchase note: this comment is visible to the owner and will be displayed on the owner space and associated invoice
- You can also add service fees. The amount is expressed without VAT. VAT will be automatically applied according to the VAT rate set on the property office. If you do not want to apply service fees, add 0 in this field
- Add a service fee note : This note is visible to the owner and will be displayed on the owner space and associated invoice
- Import a file as a receipt if necessary. This is a proof/proof of payment adjustment (invoice, receipt, e-mail screen shot, other).
- Supplier name: It can be for example the name of the provider (if maintenance or service) or the store (if purchase of an object)
- Internal note : This note is only visible to the property manager
Once you have completed the form, click on Submit to create the mission template.
Step 3. Create a recurrence
Go to Recurrence settings tab
Click on +Create and fill the form:Add the number of days or weeks corresponding to the recurrency interval at which you want the mission to be done.
Click on Submit to create the recurrence.
Example: if you create a 5-day schedule, then the missions will be created to be done every 5 days.
N.B. : The minimum number of recurrency for days is 2.
Step 4. Create the recurring mission on the property
From the property page, click on Edit property
Go to the Missions tab > Smart scheduler
- Click on Schedule recurring mission
- Select the mission template
- Select the recurrence
- Select an agent if you want the same agent to always do the missions, otherwise leave it empty
- Add a starting date and time. The first mission will be generated on this exact date and time.
- Enable for this property
Once completed the form, click on Save to create the smart scheduler on the property.