Creating Workflows

Creating Workflows: The Complete Guide

Workflows in RentalWise are a vital tool for automating communication with guests, homeowners, cleaning staff and internal users. By setting up workflows, you ensure seamless guest interactions and simplify coordination with your team. Here’s everything you need to know to get started.

Before You Begin: Key Considerations

1. Message Templates

   • You must create and configure the message template(s) you wish to use within your workflow.

   • Detailed instructions can be found HERE.

2. Email Configuration

   • To send automated messages to guests via email (for direct bookings on your RentalWise website), ensure your email configuration is properly set up.

   • Follow the setup guide HERE.

3. Supported Channels

   • Workflows can automate messages sent via both OTA channels (Airbnb, Booking.com, VRBO, etc.) and email.

Step-by-Step Workflow Creation

Step 1: Create the Message Template

Ensure the message template is finalized before proceeding to automate it.

• Guide to Creating Message Templates.

Step 2: Access the Automation Section

Navigate to Automations > Add Workflow to begin creating your workflow.

Step 3: Workflow Title & Description

• Name: Assign a clear, descriptive name (e.g., "Pre-Arrival Guest Instructions").

• Description: Add a brief summary to identify the purpose of the workflow easily for internal use.

Step 4: Configure Workflow Time Triggers

Set when the workflow should be triggered based on key milestones:

• Timestamps: Leverage system timestamps like Minutes/Hours/Days

• Prepositions: Select if the automation should run After or Before an event.

• Dependencies: Based on the Preposition previously selected, choose the dependency related to your desired outcome. (Booking Confirmed/Hold/Rejected ; Check-in/Check-out and more)

Step 5: Add Workflow Conditions

Define conditions to filter and target specific cases:

• Example: If booking status = Confirmed AND Property Location = "New York", only then trigger the workflow.

Step 6: Define Workflow Actions

Choose the action you want the workflow to execute

• Choose from sending a message to: Main guest/ Homeowners/ partner accounts/ internal users

Tips for Optimized Workflow Management

1. Test Before Deployment

   • Use a test reservation to verify that the workflow triggers as expected.

2. Organize by Purpose

   • Categorize workflows (e.g., Pre-Arrival, Post-Check-Out, Payment Reminders) for easier management.

3. Combine Filters & Actions

   • Use advanced conditions to create dynamic workflows tailored to complex scenarios.

Benefits of Proper Workflow Configuration

By implementing well-structured workflows:

• Guest Communication: Improve response times and enhance guest experience.

• Operational Efficiency: Reduce manual tasks and streamline processes.

• Team Coordination: Ensure timely notifications to cleaning staff and homeowners.

Streamlining your communication through workflows ensures a more professional and efficient property management process. Ready to start? Access the Automations section today!