Manage your Checkins – planning & customer info
Manage your checkins.
In this article, you will learn how to manage your checkins, organize your staff planning and communicate with your customers.
You access your checkins, by selecting the “checkins” view (see below). This view presents informations of arrival of your customers and enables you to plan greeters work schedule. Practically, it helps you to
- check the informations provided on bookings for the weeks to come and request more informations if necessary,
- assign your greeters to the bookings,
- send your customers or your agencies all necessary informations for arrival.
On top of the screen, you can filter Firm bookings by date. You may select all firm bookings with arrival during the next week by selecting “checkin date” filter filling “From”and “to” calendar informations.
Step1: Check the bookings.
To organize your staff planning, you need to have detailed informations from agency and/or customers at least 15 days before arrival. However, it may happen that you lack arrival informations. You then need to send a “checkin info reminder” email template.
==> Select the booking line by ticking the box on the left,
==> Go into combo box “Select a Template”,
==> Select “Check-in info reminder”, which is the template mail to remind either Agency (if the deal comes from a partner) or the customer (if the deal comes from your agency) to fill in arrival informations.
Step2: Assign your greeters to the bookings.
Once you have all informations and they are filled in the system on all booking, you can finalize chekin planning.
You may see that a greeting agent appears automatically in light grey colour. This happens because we have defined the Agent as “greeter by default” in the apartment description.
If you click on the “i” , you can simply check his/her personnal informations (mail and phone) and contact him/her easily.
==> You can confirm this greeting Agent or select another one by double clicking on the name. You open a combo-box and you can simply choose the right greeter from the greeters list displayed (refer “Add new users to your account“)
Confirm greeting agent by clicking on “Apply” and his/her name will appear then in black in the checkins view.
Step3: Send arrival informations to your customers.
With FlatsWire, you can very easily confirm to multiple customers or agencies, all informations concerning the arrival in a single operation. Select all bookings finalised (you may simply select all bookings in the view by combo-box Action : Select all), then in the combox-box “Select template”, choose “Checkin info”.
In one shot, you send all confirmations to all customers for the next weeks. This mail usually contains address of the property, important information on the access and confirms the name and phone number of the greeeter. You may copy the greeter to inform him/her about the checkins he has to do.
Beware : if this mail is addressed on a booking without a greeting agent defined, the mail will leave however and it will show an error on the description of the greeter.
As Greeters have an account for visualisation, they may also go into the “Checkins” view to see what they have to do for the next weeks (see checkin agent filter) at the top right of the screen).
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