Set up for Property Managers - I want to efficiently organize my teams or providers

Set up for Property Managers - I want to efficiently organize my teams or providers

Last Updated: April 24 2023

Applies to: Only registered users with roles: owner, admin, coordinator (to create catalog) and only registered users with roles: owner, admin, manager (to share catalog)

 

Doinn helps you managing your team in a very easy way. Let's see how to organize all in the best way, step by step!

1. Add properties - Add properties via PMS integrations, upload list via excel or add manually
2. Add reservation or recurrent dates - Add reservations via PMS, via iCals in properties upload or manual. Recurrent dates are configured in automations
3. Invite members - Add internal teams to co-operate more efficiently
4. Create catalogues - Definition of services, prices, duration and locations to proceed with automate all scheduling and dispatching
5. Create automations - Automate all scheduling based in the Doinn 5 elements (where, when, what, who, how). 
6. Dispatch all jobs & use Operations app - Automate dispatching and plan next day in 5 min.
7. Get teams install and start using Operations app
8. Monitor & Forecast business insights - Monitor & Forecast quality, logistics, productivity and financial indicators

 

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1. Add properties

Add properties via PMS integrations, upload list via excel or add manually

• Integration with your PMS 

Click your Property Management System in order to see how you can upload your properties to the Dionn platform:

If you work with Avantio, Icnea, Rentals United, Smoobu, Guesty, BookingSinc, Vreasy, Tokeet or Hostaway you can load the properties in 2 minutes.

• Excel import

If you work with a lot of properties and you do not work with any of these PMS’, we recommend you follow this method. Besides creating the properties you will also be able to add an iCal-link to integrate the calendars 

• Manual Creation

Through our easy to use interface, you can quickly create a new property manually

 

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2. Add reservation or recurrent dates

 

Once your properties are set and the iCal places (in case your PMS is not integrated) all your reservation will be displayed in Reservation tab.

You can also add reservations manually by selecting "Manage reservation/Add reservation".

For each reservation Doinn can automatically create a service request. This can be set based on the reservation - eg. at checkout - or based on a specific recurrence - eg. every Monday at 15.00 - (see point 5 Create automation).

 

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 3. Invite members

Add internal teams to co-operate more efficiently.

Follow these steps:

a. Go to People tab

b. Select "Add a member" from Member tab

c. Define the role of the member and fill the contact information

d. Send the invitation

e. Once the invitation is accepted check among your members

d. Select the new member and complete all the personal information needed

e. From tab Team, select "Add a team" and choose the members you want to group as team

 

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4. Create Catalogues

Define your services, prices, duration and locations.
Think that each catalogue is a price list/quotation used to automate all scheduling and reporting.

Follow these steps:

a. Go to Catalogue tab

b. Go to "Template" tab from Catalogue menu

c. Choose among the available templates the one that best fits you

d. Select "Make a copy" and rename it

e. The catalogue is now visible in "My Catalogues" tab

f. Click on your new catalogue created and personalize it

 

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5. Create automations 

Automate all scheduling based in the Doinn 5 elements (where, when, what, who, how)

Follow these steps:

a. Go to Automation tab

b. Select "Automation center" from Automation tab

c. Select the type of service offered you want to automatize

e. Choose a name

f. Select the catalogue you wish to be automatically scheduled for the properties selected

g. Add a checklist

h. Select the properties for your automation

i. Select optional service (such as linen in case of Laundry) and quantity

y. Choose the scheduling (it can be based on reservation or you can choose to set a recurrence

j. Save it and see your new automation in "My automation" tab

 

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6. Dispatch all jobs & use Operations app

Automate dispatching and plan next day in 5 min using Doinn.
In the dispatch is possible to easily assign services to people by using drag and drop capabilities. 

Follow these steps:

a. Go to Service tab

b. Click on "Dispatch" from Automation tab

c. Click on the services that are unassigned

e. Drag and drop the service into the person you want to assign the service

f. This will immediately assign and send the service to the worker you have selected

 

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7. Get teams install and start using Operations app

Now that your team has been invited and has accepted the invitation, each member can access to Doinn with its own account and see the daily tasks.

By using the Doinn Operations Center app, your workers can:

a. See all the services assigned

b. Use the powerful functionality od Start and Stop to keep track of each service
     Start: the worker select start when starting the service
     Stop: the workers select Stop when the service is completed

c. Add a note, add pictures

d. Report an issue directly from the app

 

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8. Monitor & Forecast business insights

Monitor & Forecast quality, logistics, productivity and financial indicators.

There are 5 tabs: Operational, Financial, Performance, Logistic and Quality so you can analyze from the service duration by each property to the margin by employee/customer.