Hello PMI Franchisee!
Here are a few things to do to get this process customized to your needs and ready to go! You only need to do this once, and then you'll be all set.
Here are a few things to do to get this process customized to your needs and ready to go! You only need to do this once, and then you'll be all set.
What does this Workflow do?
This workflow will gather all of the information you need to create a report for the owner with a list of the inventory they need to purchase to adapt the property as well as information you will need to create the property listing.
Below is the full-length recording of the Property Inspection workflow overview. There are additional shorter tutorial videos below for each automation as well.
1. This Video walks you through how to set up the Google Sheets Automation to Send Property Data (property has & needs) to the Property Report Spreadsheet
2. This Video walks you through how to set up the Google Sheets Automation
Please note there are a few features in place in this workflow that you should understand before you make any changes.
This workflow has the task permissions feature in place, which allows you to share a section of your checklist with external people, such as property owners, making it easy for them to give you all the information you need!
Important: If you add new tasks to this workflow you must make sure the appropriate task permissions are in place so that your property owners can only see what you want them to see.
Please watch this video below to understand how task permissions works.
This workflow has the conditional logic feature in place with if-this-then-that pathway. This means your checklists automatically adapt to each property owner's unique situation!
Important: If you rename form fields in this workflow, you must replace any corresponding variables so the information will display correctly.
Please watch this video below to understand how conditional logic works.
This workflow has variables built in, which allows you to conveniently display personalized information about your owner and their property throughout the entire checklist for easy viewing and use!
Important: If you rename form fields in this workflow, you must replace any corresponding variables so the information will display correctly.
Please watch this video below to understand how variables work.
Process Street has a fantastic support team, and they are happy to help you with any questions you have about checklist functionality or customizing your process workflow.
You can reach them by clicking the blue "Help" button in the lower right corner of the Process Street website, or via email at [email protected].
If you have questions about the actual content of this process, please reach out to us at PMI!
Performing inventory inspection instructions:
Basic Property details will go in these next tasks
Take photos of the property as you inspect it and upload them here:
Or if you prefer, upload them to a Google Drive folder and put the link elow
Please state very clearly to your guests where the emergency exits are located and where they should gather (evacuation map) in the event of needing to use them.
For emergency services please immediately call [insert number]. Do not delay if you feel an emergency situation has arisen.
Please state very clearly to your guests where they can find the fire alarm to alert the building.
Please state very clearly to your guests where they can find the fire extinguisher and how to use it.
Please state very clearly to your guests where they can find the gas shut-off valve and how they shut it off.
Please state very clearly to your guests if you have a smoke and/or carbon monoxide detector. Explain where it is and what the warning signs will sound like. Please also let them know, in the event of a power outage, if the devices have a battery back-up and how that will sound if it fails.
Regulations details will go in these next tasks
Location details will go here in these next few tasks
Property Details will go here in these next few tasks
Entertainment Details about the Property will go in these next few tasks
Home amenities will go in these next few tasks
Information about the bedrooms will go in these next few tasks
Bedrooms: {{form.Number_of_Bedrooms}}
2 sets for every bed
Information about the bathrooms will go in these next few tasks
Bathrooms: {{form.Number_of_Bathrooms}}
Details about other amenities will go in these next few tasks
Other Notes:
Make notes of the safety items that need immediate attention: These notes will appear in the owners adaptability report.
Upload Images here:
Record short how-to videos to add to the guest app: Try to do this during this visit - if you can not- then leave this for the onboarding section.
Add Instruction on how to find Model and serial numbers:
Down below in "Owner Report" is the report the owner will view via the Share Link which was shared via email in the Onboarding workflow.
This report will create a report for the owner of what the property needs to be adapted for short-term rental. You will go over this report with the owner at your post-inspection meeting then email it to the owner after your meeting.
Email this report to the property manager and the onboarding assistant.
The report will be automatically emailed to the Property Manager.
Reminder: Build your Sheets Automation to this spreadsheet to this Task
In order to email the owner the Completed Inspection report, you must complete every step of this workflow above.
The owner gets a copy of this workflow and it should be as completed as possible.
FYI: Choose NA or Unknown if not applicable for the drop down
Now you can resume your Property & Owner Onboarding Workflow to continue the process but continue to build your Listing by continuing the steps here in the Inspection Workflow
You'll need to follow up with the owner to go over the inspection findings
This will allow you to help build your Listing
*instructions about copy the spreadsheet*
*Building the automation instructions*
Pricing:
This will allow you to help build your Guidebook for Guests
This will guide you as you create your Guest welcome guide
*NA if not Applicable*
Template for Welcome Message:
Welcome to {property name}! We are so pleased that you have chosen to spend some time in our home in _______________________. (CITY)
I hope your journey was pleasant and comfortable. Allow me to introduce myself to you – my name is [insert your name]. If you need to contact me, you can reach me on [insert number]. Otherwise, you can email me at [insert email]. Please don’t hesitate to reach out to me if you have a question or need anything. I would be more than happy to help.
Before you settle in, I would like to make you familiar with a few of the most important house rules at our vacation rental. These are in place to ensure that your stay with us will be as comfortable as possible.
Please take a minute to read each of the rules carefully to avoid possible injury or deductions from your security deposit.
WIFI / INTERNET DETAILS:
The house has free Wi-Fi.
The details are: ID: {{form.Wifi_Name}}
Password: {{form.Wifi_Password}}
The service is provided for your enjoyment but you are responsible for safe and appropriate use and complying with all laws. If there is any loss of service please contact us.
While your vacation rental rules should include parking arrangements, it is a good idea to inform your guests about the maximum size and number of cars your property can accommodate before they confirm their booking. This is to avoid issues with arrival.
1. Please park your vehicle in the designated space.
2. In the event that you need to park on-street, please keep our neighbors in consideration and ensure that you don’t block access to their properties.
3. Our garage is off-limits for any vehicle.
ACCESS CODES / INSTRUCTIONS:
Due to the sensitive nature of this information we will email access codes separately.
Check-in Instructions:
Check-in time is 4pm. We can sometimes arrange an early check-in so please contact us if you will arrive early and we'll do our best, without any promises! We suggest you refer to the section on what to do if you arrive early - there is plenty to keep you entertained! Guest will have access to the entire home and will be using a smart lock to enter home.
Driving Instructions:
If you are arriving via car and have a GPS / SatNav system in the car, please use [add the info to enter]. If you do not have a GPS device, you can find us by [add driving directions]. You might also like to click this link for Google driving directions [add a link from Google maps]
Getting Here Without A Car:
We understand that some of you will be traveling without a car. In this case finding us is pretty simple! If arriving from the airport please [add your instructions here]. If arriving from the train station [add your instructions here]. If arriving from the coach/bus station [add your instructions here].
It is essential to prohibit smoking inside your property completely. It can be an impossible mission to get rid of cigarette odors in time for when your next guest is scheduled to check-in. Besides, it is safer and cleaner.
Smoking: Please do not smoke in the house.
Increasingly more hosts have implemented easy-to-use recycling systems. In fact, your guests probably recycle at their own home too. So, most guests will not find it strange if you ask them to be eco-conscious at your rental too.1.We ask that our guests be so kind as to dispose of food in the available garbage bin. 2. Any paper waste should be placed in the green recycling bin. 3. Please do not try to flush any sanitary products or baby wipes down the toilet. We have provided grey trash cans for this in both bathrooms. 4. Please take trash cans out to the curb on Thursday- Thank You!
Garbage and Recycling:
Garbage and recycling cans are located in the driveway. Please make sure to deposit waste in the right receptacle.
While some of these rules are obvious (and should not have to be mentioned), it is still important to remind your guests to pay attention to their surroundings and ensure that doors and windows are locked.
If you are fortunate to boast a balcony or deck where guests can soak in the views, it is important that you include rules for how guests should use these areas specifically. It can also pose a risk to babies and toddlers. So, if your listing is family-friendly, remind your guests to practice extra caution in these areas.
With regards to a hot tub or swimming pool, you should identify times during the day that they may access the pool. You can also include a list of items that aren’t allowed in the pool.
Hosts who have child-friendly rentals should take care to mention which areas should be avoided. You can also use your house rules as an opportunity to remind parents that they have the final responsibility of ensuring the safety of their children.
There is nothing worse than being the victim of crime when you are on a business trip or family holiday. Even if your area boasts the lowest crime rate, it is still good practice to remind your guests about closing windows and locking doors.Here are a couple of rules about general safety that you might want to include:
Children should at all times be supervised at our property by adults.
Guests are responsible for the safety of their children at all times.
In case you misplace a personal belonging, please contact us so that we keep an eye open when we prepare the property for the next guests.
In the event of rain, please remember to close the umbrella on the deck and store it securely.
If your property has a BBQ or other similar outdoor amenities, include in your house rules instructions for how to operate them. If there are specific cleaning instructions, you can include them here too.
Electric Range: Please take care not to leave groceries or any other items on top of the electric range in the kitchen island. It is easy to accidentally turn on the range, as the knobs are positioned in such a way that it may be easy to accidentally turn on the range.
Pets:
Option 1: We love dogs! We hope you have a great time at our house with your pup. However, you must pick up your dog’s poop with a plastic bag whether it’s in the yard or anywhere else in the neighborhood – no exceptions. We recommend you put it in the garbage can in the garage until trash day. If your dog creates any stains or damage, please report it ASAP. No pets other than dogs are allowed.
Option 2: No Pets Allowed
Quiet Hours:This is a very quiet residential neighborhood, so please keep noise to a minimum, especially from 10:00 PM to 8:00 AM.
Cleaning Standards:
Help us keep this property clean by following these rules- Thank You!
Please remove your shoes when entering the property.
Hang wet pool towels to dry.
Keep trash in the designated trash cans.
Off Limit Areas: Areas with locks are designated for our staff.
Accidents happen. That’s life. In the unfortunate event that a guest has broken or damaged something at your property, be sure to include in your house rules that they should please report it to you. It is also a good idea to mention that if the cost of the damage is more than the security deposit or if extra cleaning should be involved, the cost incurred will be billed to the guests.
Damages and Breakages: Any damage or breakages must be reported to the Manager before departure. Any situation which may threaten the safety of you or the neighbors should be reported immediately to the Manager.
Even if you don’t have an issue if your guests allow an extra visitor during the day, it is still good practice to limit the number of visitors. This way you can protect your property from extra wear and tear. It is also fine not to allow any visitors. In fact, many hosts prefer this approach, while some are willing to charge an additional fee for extra guests that they approve beforehand. Whichever approach you want to follow, just make sure that you explain it clearly. Here are a few examples of rules that you could include: 1. A maximum of three visitors is allowed during the day. 2. Any extra overnight visitors must be approved in advance and will have to pay an extra fee as set out in our rates. 3. It is the responsibility of the renter to ensure that any visitor also complies with our House Rules.
CHECK OUT INSTRUCTIONS:
Check-Out Instructions: Check-out time is at [insert time]. Please ensure you check out by the specified time, as the cleaning team will arrive shortly after. Before you check out, please ensure that [insert request], [insert request] and [insert request].
While you might not want to penalize your guests for breaking the rules, it is still necessary to explain what will be the consequences. You can also include that the house rules are there to ensure that their stay is safe, yet enjoyableHere are some examples of what you can include about compliance:
1. Failure to follow any of these house rules is a breach of the terms and conditions of your reservation.
2. If anything in our House Rules is unclear, please contact us.
3. We reserve the right to evict any guest or visitor who fails to adhere to our House Rules.
These details will help guests navigate around the property.
Example - Airport: 55 Miles Away, 5555 Aviation Road
Our home has the benefit of air conditioning. You will find a panel on the wall [in the lounge/bedroom/hallway/etc]. Please ensure that all windows and outside doors are closed whilst the AC is running to ensure it operate to maximum efficiency. We recommend a setting of [72F / 22C] which we find keeps the place sufficiently cool.
Our home has a central heating system. You will find a panel on the wall [in the lounge/bedroom/hallway/etc]. We recommend a setting of [72F / 22C] which we find keeps the place sufficiently warm.
NOTE:
By completing this task, the property house rules, check-in and check-out information you have entered here in the workflow will automatically generated on your PMI Marathon
Property Report > CA Onboarding Google sheet.
Direct link will auto-insert down below(it can take 30-90 seconds)
We have outlined our recommended needs for the property down below in this list.
We will discuss this list together.
Please contact us with any further questions
Here are our recommendations on needs for your property at {{form.Property_Address}}:
Laundry Needs:
{{form.Laundry_Needs}}
Kitchen / Dining:
{{form.Kitchen/Dining_-_Needs}}
Cleaning Supplies:
{{form.Cleaning_Supplies_-_Needs}}
Living Room:
{{form.Living_Room_-_Needs}}
Here are our recommendations on needs for your property at {{form.Property_Address}}:
Bedrooms:
Bedroom 1/Master:
{{form.Master_Bed_Needs}}
Linens:
{{form.Master_Bed_Linens_Needs}}
Bedroom 2:
{{form.Bed_2_Needs}}
Linens:
{{form.Bed_2_Linens_Needs}}
Bedroom 3:
{{form.Bed_3_Needs}}
Linens:
{{form.Bed_3_Linens_Needs}}
Bedroom 4:
{{form.Bed_4_Needs}}
Linens:
{{form.Bed_4_Linens_Needs}}
Here are our recommendations on needs for your property at {{form.Property_Address}}:
Bathrooms:
Bathroom 1:
{{form.Master_Bath_Needs}}
Bathroom 1 Linens:
{{form.Master_Bath_Linens_Needs}}
Bathroom 1 Amenities:
{{form.Master_Bath_Amenities_Needs}}
Bathroom 2:
{{form.Bath_2_Needs}}
Bathroom 2 Linens:
{{form.Bath_2_Linens_Needs}}
Bathroom 2 Amenities:
{{form.Bath_2_Amenities_Needs}}
Bathroom 3:
{{form.Bath_3_Needs}}
Bathroom 3 Linens:
{{form.Bath_3_Linens_Needs}}
Bathroom 3 Amenities:
{{form.Bath_3_Amenities_Needs}}
Bathroom 4:
{{form.Bath_4_Needs}}
Bathroom 4 Linens:
{{form.Bath_4_Linens_Needs}}
Bathroom 4 Amenities:
{{form.Bath_4_Amenities_Needs}}
Here are our recommendations on needs for your property at {{form.Property_Address}}:
Property Locks:
{{form.Property_Locks_-_Needs}}
Codes:
{{form.Codes_-_Needs}}
Keys:
{{form.Keys_-_Needs}}
Access Cards:
{{form.Access_Cards_-_Needs}}
Programming:
{{form.Programming_-_Needs}}
Here are our recommendations on needs for your property at {{form.Property_Address}}:
TV Gaming:
{{form.TV_-_Gaming_-_Needs}}
Entertainment:
{{form.Entertainment_-_Needs}}
Here are our recommendations on needs for your property at {{form.Property_Address}}:
Family Amenities Needs:
{{form.Family_Amenities_Needs}}
Here are our recommendations on needs for your property at {{form.Property_Address}}:
Outdoor Needs:
{{form.Outdoors_Needs}}
Here are our recommendations on maintenance needs for your property at {{form.Property_Address}}
Scheduled Maintenance Recommendations: {{form.Scheduled_Maintenance_Recommendations:}}
Other Maintenance Recommendations:
{{form.Other_Maintenance_Recommendations_(NA_or_None)}}
Signs Needed:
{{form.Property_Signs_Needed_(Or_N/A_or_None)}}
Safety Features:
{{form.Safety_Features_-_Needs}}
Recommendations for the entrance of the property:{{form.Entrance_Needs_(NA_or_None)}}
