Bookit - Typical Use Scenario (WorkFlow)

Bookit Vacation Rental Manager is a full-featured property management tool designed to help track and manage your vacation rental properties. It automates many tasks and manages your bookings quickly and efficiently in less time with fewer mistakes. You can manage multiple properties in less time than it would normally take to manage just one.

1. Receive Inquiry
   When you receive an email inquiry from a potential guest, you should check your availability calendar and confirm that you have those dates available. If so, send an standard response that the dates are available and request booking information such as name, address, and home phone. If the guest replies they want to make the reservation, then proceed to step 2.
2. Add Booking
   When a guest decides they want to book your condo, the first step in Bookit is to add the booking to the calendar by selecting the "Add" link at the bottom of the calendar month for a condo (see image below). You will then be presented with a window containing fields that you will complete about the guest such as Name, Address, phone, email and so on (see image 2 below). Click the save button when you are done and the booking is entered into the system. You will see it on the monthly calendar for the condo.
   
   To see the guest information, click on the check-in date on the booking calendar and you will see the guest details. From that window, the following applies.
3. Send Confirmation (and collect deposit)
   To send an email to the guest confirming their reservation and requesting the deposit be paid to hold the reservation, click the "Send Confirmation" menu item on the left. The system will open a window with an email template in it that you can edit. Click the "Send" button below the email template to send the email.
   * To edit the Confirmation email template, go to the templates folder and edit the file named "mailGuest2.dat". This file is used as an email that is sent to the guest when you click on the "Send Confirmation" menu item in Bookit. Edit this file to fit your needs.
4. Send Invoice (after receive deposit)
   To send an email to the guest after you receive their deposit, click the "Send Invoice" menu item on the left. The system will open a window with an email template in it that you can edit. Click the "Send" button below the email template to send the email after you have finished editing the email. * To edit the invoice email template, go to the templates folder and edit the file named "invMail.dat". This file is used as an email that is sent to the guest when you click on the "Send Invoice" menu item in Bookit. Edit this file to suit your needs. * The "invoice.dat" file is used to create an invoice for the guest. After an html file is generated for the invoice using this template, it is stored in the "letters" folder on the bookit server. The link to this automatically generated invoice is provided as a link in the above invMail.dat email. * In the case that the booking is less than 60 days from arrival date, the file "invMailLate.dat" and "invoiceLate.dat" are used instead of the invMail.dat and invoice.dat respectively.
5. Send Welcome Letter (after payment received)
   To send an email to the guest after you receive their rental payment, click the "Send Welcome" menu item on the left. The system will open a window with an email template in it that you can edit. Click the "Send" button below the email template to send the email after you have finished editing the email. * To edit the welcome email template, go to the templates folder and edit the file named "welMail.dat". This file is used as an email that is sent to the guest when you click on the "Send Welcome" menu item in Bookit. Edit this file to suit your needs. * The "welcome*.dat" file is used to create a Welcome Letter for the guest. After an html file is generated for the guest using this template, it is stored in the "letters" folder on the bookit server. The link to this automatically generated welcome letter is provided as a link in the above welMail.dat email.
6. Send Thank You (and refund deposit)
   To send an email to the guest after their departure and when you are ready to refund their deposit, click the "Send Thank You" menu item on the left. The system will open a window with an email template in it that you can edit. Click the "Send" button below the email template to send the email after you have finished editing the email. * To edit the refund email template, go to the templates folder and edit the file named "refund.dat". This file is used as an email that is sent to the guest when you click on the "Send Thank You" menu item in Bookit. Edit this file to suit your needs.

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