How to automate your property management workflows

Getting Started Sep 28, 2019

Put your business on autopilot. Automate your repetitive tasks with our automation tools. These tools will save you hours every day, meaning you can focus on growing your business.

Introduction

Uplisting is designed to help automate as many of your repetitive tasks as possible. These include automated guest messages, saved replies, availability windows, payment processing, lead time rate rules, smart prices, channel markup, cleaning scheduling and more. You can even create your own automation rules (by connecting to 1000+ apps like Google Sheets, SMS messaging and accounting software) with our Zapier app.

This guide gives you as summary of what you can automate on Uplisting with links to the relevant guides for further information and instructions on how to enable.

Here's a summary of most of the automation features you can enable on Uplisting and quick links to skip ahead to each one.

1. GUEST MESSAGING

1.1 Automated guest messages
1.2 Saved replies
1.3 Auto-responder for Airbnb enquiries

2. RATES AND PRICING

2.1 Automatic calculation of commission prior to syncing with bookings sites
2.2 Lead time rate rules (last minute discounts)

3. CHANGEOVERS

3.1 Automated cleaning scheduler

4. LISTING AVAILABILITY

4.1 Advanced linked listings
4.2 Booking windows

5. UPLISTING PROTECT

5.1  Advanced security deposits

6. CONNECT TO 1000+ APPS

6.1 Uplisting's Zapier app


1. GUEST MESSAGING

1.1 Automated guest messages

Automated guest messages keep your guest informed from booking through to check-out. They’re designed to answer questions before they arise, saving you time whilst keeping your guests happy. Create your own templates using your unique tone of voice to offer that personal touch.

With Uplisting you can enable automated messages per property. We offer 7 set triggers (below). Each automated message trigger is unique to each listing, which means you can customise your messages for every listing.​​

  1. New booking
    Sent immediately when a booking is confirmed
  2. One week before check-in
    Sent 7 days before check-in
  3. Reminder of upcoming stay
    Sent 72 hours (3 days) before check-in
  4. Check-in instructions
    Sent 24 hours (1 day) before check-in
  5. First morning of stay
    Sent at 10am on the first day after check-in
  6. Before check out
    Sent 16 hours before check-out
  7. After check out
    Sent 24 hours (1 day) after check-out

Learn more about automated guest messages here.

1.2 Saved replies

Saved replies are a big time saver for guest communication on both desktop and mobile.

Benefits
Used canned responses to quickly respond to guest queries
You can save any previous message as a saved reply. Uplisting will automatically insert the relevant guest name.

1.3 Auto-responder for Airbnb enquiries

Auto-reply to Airbnb enquiries to keep your response rate at 100% and response time under 10 minutes.

Benefits
1. Boost ranking on Airbnb search results
High response rates (95%+) and quick response times (less than 1 hour) help boost your listing on Airbnb search results.
2. Increase chances of a confirmed booking
Responding quickly to potential guests makes them feel confident in you as a host, increasing the chances they pick your listing over another.


2. RATES AND PRICING

2.1 Automatic calculation of commission prior to syncing with bookings sites

Airbnb, Homeaway/VRBO and Booking.com each offer different commission structures. Uplisting smart rates solve the disparity of different commission structures so you always earn the same amount, no matter where your booking comes from. You can also change the default markup to earn higher (or lower) prices on each booking site.

You can easily see what price is set on each booking site directly on your Uplisting calendar.  

See each the price on each booking site directly on your Uplisting calendar
See the price on each booking site directly on your Uplisting calendar

Benefits
1. Always earn the same amount, no matter where your booking comes from.
By default Uplisting sets the relevant commission for each booking site prior to syncing rates with that booking site. You don't need to worry about setting individual prices on each site.
2. Set the price once
You can update rates on Uplisting in a number of ways. No matter the method, you enter the price once and Uplisting does the rest.
3. Customize the markup sent to each booking site
Prefer to earn a higher price on Booking.com? You can change the markup % and hey presto, higher prices on Booking.com!

2.2 Lead time rate rules (last minute discounts)

Lead time rate rules offer a simple but powerful rate automation feature for property managers. Set last minute rate discounts (or increases) at 7, 14 and 28 days.

The 7 day lead time rate rule setting
The 7 day lead time rate rule setting

Benefits
Maximise the potential for a booking with set-and-forget rate rules
Reviewing and revising prices for unbooked nights is a time consuming task, especially when managing a significant number of properties. Forgetting to change a rate can mean lost income.

Learn how to implement lead time rate rules here.


3. CHANGEOVERS

3.1 Automated cleaning scheduler

Let cleaning manage itself with our advanced changeover feature. Invite your cleaning team and Uplisting will do the rest (apart from the cleaning!).

Uplisting Cleaning provides a solution to you and your cleaning team to keep track of, manage and monitor cleaning events (we call them changeovers).

Each booking creates a corresponding changeover event. Your cleaning team are alerted via email and are provided with the key information (eg. number of guests checking out). They can access a limited Uplisting account to accept, begin and complete tasks and you can keep track with helpful statuses directly on your calendar.

Learn how to implement our automated cleaning scheduler here.

4. LISTING AVAILABILITY

4.1 Advanced linked listings

Linked listings allow you to share the availability of 2 or more properties on multiple booking site accounts automatically.

Benefits
Ensure listing availability is accurate on all booking sites
Airbnb already offer linked listings (for certain use cases), however other booking sites do not. With Uplisting linked listings work across all booking sites.

Use cases for linked listings on Uplisting

  1. Multiple listings
    If you have duplicate listings of the same property, use linked listings to mark dates as unavailable when any other gets booked.
  2. Whole house & rooms
    If you rent an entire property and the rooms within, you can use the linked listings feature to sync availabilities.
  3. Nested properties
    You may have an entire property, with individual child listings, where one or more child listings also has linked child listings.

4.2 Booking windows

Booking windows for all booking sites
Set booking windows for all booking sites

Booking windows allow you set rolling availability for all booking sites. If you set a booking window of 6 months, dates beyond those 6 months will be blocked, and dates within those 6 months will be available. The booking window moves forward every day, so as time passes new dates will automatically become available.

Set Booking Windows in seconds for all booking sites here.


5. UPLISTING PROTECT

5.1 Automated security deposit collection

Benefits
Uplisting Protect runs in the background, protecting your properties.

- Secure guest payment page
Each guest is provided with a unique payment page to enter their payment details securely.
- Smart collection
If possible Uplisting charges a pre-auth rather than taking full payment, saving any transaction charges.
- Ready to claim
You can claim full or partial payment of the deposit if you need to.

One of the biggest challenges with Booking.com (and Homeaway/VRBO if syncing via API/XML) is they don't collect a security deposit for you. That's where Uplisting Protect comes in. A powerful automated security deposit collection feature.

Learn more about Uplisting Protect here.


6. CONNECT TO 1000+ APPS

6.1 Uplisting's Zapier app

Save hours every week by connecting Uplisting to your productivity apps. There are an infinite number of ways you can use the Uplisting Zapier app to automate your workflows and operations.

Benefits
Connect Uplisting to all the apps you already use.

Zapier is a tool that allows you to connect apps you use every day to automate tasks and save time. You can connect 1,000+ integrated apps together to make your own automations. It's easy enough that anyone can build their own app workflows with just a few clicks.

Example of how you can use the Uplisting Zapier app

Use Uplisting to sync guest contact details to your phone via Google Contacts. When a guest calls, you can answer them by name.

Preset Zap templates

Below are a few preset Zap's you can use to implement an automation very quickly. Don't forget you can make your own easily to cater for your own needs.

Learn more about the Uplisting Zapier app here.


We're constantly adding additional features and welcome all member feedback, so don't be shy in reaching out!

Vince Breslin

I'm one of the founders at Uplisting and am obsessed with helping property managers solve problems and grow their business. Join us at Uplisting and we'll do whatever we can to help.