ESCAPIA. Property Information Sheet. Vacation Rental Suite VRS. aka Property Flier. Property Information Sheet / Property Flier

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1 ESCAPIA Vacation Rental Suite VRS Property Information Sheet aka Property Flier Purpose: This document will provide details and instructions on creating and utilizing a Property Information Sheet (aka Property Flier) Scope: Correspondence Setup Reservation Grid

2 ! Overview Property Information Sheets (also known as Property Fliers) are useful and powerful marketing tools used to send information to a prospective customer. The fliers contain detailed information and images about a specific property: Property Name Pictures Owner Information Address Bed count etc The flier can be ed or printed out and then mailed to a prospect. It is another opportunity for them to view the property without having to be there. At the end of this document is an example of the Property Flier template as it would look in VRS Correspondence. There are three processes to complete as part of the Property Flier module: Create the correspondence template Access the flier from the grid Previewing, printing and ing the flier

3 1 Creating Unit Correspondence Template admin > setup >correspondence Creating the Correspondence Set As with any other template in VRS Property fliers require their own Correspondence Set. The correspondence Set will determine where a correspondence template will be made available. In this case, a correspondence set with the SET TYPE of UNIT CORRESPONDENCE will make the templates within the set available from within the Property Flier Module. Click on the ADMIN tab Click on the SETUP menu Select the CORRESPONDENCE option This will navigate you to the Manage Correspondence screen Click on the CORRESPONDENCE SETS tab at the top left Click on the NEW CORRESPONDENCE SET button on the right side This will navigate you to the New Correspondence Set screen In the CORRESPONDENCE SET NAME field - enter Property Flier as a set name In the SET TYPE field select the UNIT CORRESPONDENCE option Click the SAVE button

4 1 Creating Unit Correspondence Template- continued admin > setup >correspondence Creating the Correspondence Template Once the Correspondence Set is saved click on the set from the Manage Correspondence screen to open that set. Much like with the option sets for Reservations and Owners, you can add templates to this set in 3 ways (a) Relating and existing template from one of the other sets (b) uploading a template form a rich text file (*.rtf) (c) creating a new template from scratch in the VRS document editor. For this section we will be creating the document inside VRS using the document editor: Click on the ADMIN tab Click on the SETUP menu Select the CORRESPONDENCE option From the Manage Correpsondence screen - click on the newly created Set From inside the Correpsondece set click on the NEW TEMPLATE button Inside the New Template screen there are two tabs DETAILS & EDIT TEMPLATE In the DETAILS tab, TEMPLATE NAME field - enter a template name (for example unit flier, etc) In the RECIPIENT TYPE filed select the CUSTOMER option In the TEMPLATE TYPE field select the UNIT OPTION In the SCOPE field there are two options o select BUSINESS if you wish to have this template available for ALL units in the inventory o select UNIT if this template should be available for specific units only Then click the SELECT button to select the specific units Once you have completed the DETAILS tab click the SAVE button to save the template

5 1 Creating Unit Correspondence Template- continued admin > setup >correspondence Creating the Correspondence Template - continued Once the template has been saved, navigate back into the template to edit it and add the needed tags in the EDIT TEMPLATE tab Section for of this document is an example template created by Escapia. It has several tags arranged to display the unit information in a nice way. Once you have completed editing your document: Click the SAVE button in the template to save the changes to the template itself Click the SAVE button again, in the Correspondence Set to save the changes to the set Here is a list of some of the tags utilized in this template (The list of available tags for Unit correspondence templates is available in the EDIT TEMPLATE tab, by clicking the INSERT button and selecting the TAGS option): information tag Exterior Picture, Large size <Unit_Picture type=exterior index=1 size=large> Property Code Owner Bedrooms Baths Phone Bedrooms Outdoor Furniture Trails King Queen Twins Sleep/Sofa Television DVD Player <Unit_Code> <Unit_Owners> <Unit_Bedrooms> <Unit_Bathrooms> <Unit_Phone1> <Unit_Bedrooms> <Unit_Amenities name="deck Furniture"> <Unit_Amenities name="trails"> <Unit_KingBeds> <Unit_QueenBeds> <Unit_TwinBeds> <Unit_SleeperSofas> <Unit_Amenities name="television"> <Unit_Amenities name="dvd/cd Player">

6 2 Accessing Property Flier From Reservation Grid reservations > reservation grid Now that a property information sheet correspondence template is created you can access the flier from the Reservation Grid. Launch the Reservation Grid from the icon at the very top navigation bar Click the FILTER button in the grid to load the properties - OR - Click on the RESERVATION tab Select the RESERVATION GRID option Either of those steps will navigate you to the reservation grid From the reservation grid perform any sorting and filtering as needed Then click on any property from the unit list at the left Select the UNIT CORREPSONDENCE option

7 3 Preview Print and Property Flier When you select the Unit Correpsondence option from the reservation grid you will be navigated to the SEND UNIT CORRESPONDENCE screen. The first field at the top gives you the option to PRINT or the unit flier - Chose the option that serves your needs best. This field is not a multiple select field. If you need both an and a print out complete the steps a second time with the other option. PRINT option will send the unit flier to the default printer option will activate several fields to complete In the TO field enter the address for the recipient OR click the SELECT button o The SELECT button will allow you to search the database for customers to select from Enter a Subject and a Message if needed o When the is sent the subject and the message will appear in the Once you have selected the PRINT option or have completed the fields: Select the UNIT FLIERS set form the Correpsondence Set drop down menu From the list of available templates within the set select the one you wish to use by placing a check mark in the box to the left of that specific template To preview the template before sending place a check mark in the box labeled PREVIEW AND EDIT THIS CORRESPONDENCE Click the SAVE AND SEND / PREVIEW button to complete the task

8 4 Example Template Property Information Sheet 2007 <Business_Name> <Unit_Picture type=exterior index=1 size=large> Property Code: <Unit_Code> Owner: <Unit_Owners> Bedrooms: <Unit_Bedrooms> Baths: <Unit_Bathrooms> Phone: <Unit_Phone1> Property Address: <Unit_Address1> <Unit_Address2> <Unit_DisplayRate> Desc: <Unit_ShortDescription> Bedrooms: <Unit_Bedrooms> Cribs: #Upon request King: #<Unit_KingBeds> Queen: #<Unit_QueenBeds> Twins: #<Unit_TwinBeds> Sleep/Sofa: #<Unit_SleeperSofas> Outdoor Furniture: <Unit_Amenities name="deck Furniture"> Trails: <Unit_Amenities name="trails"> Television <Unit_Amenities name="television"> DVD Player <Unit_Amenities name="dvd/cd Player"> Kitchen Amenities: <Unit_Amenities category="kitchen"> <Unit_DrivingDirections> Check-In: <Unit_Checkin> Sorry No Exceptions Check-Out <Unit_CheckOut> Disclaimer: All information deemed reliable but not guaranteed. All properties are subject to prior sale or rental, change or withdrawal. Listing broker(s) and information provider(s) shall not be responsible for any typographical errors, misinformation, or misprints and shall be held totally harmless.

9 !! Technical Support Support can be contacted in the following ways: BY PHONE: option 3 Due to heavy volumes you may sometimes end up with the Voic Service. Please leave a message. If you do not leave a message we have no way of contacting you. When leaving a message include the following information: Your name Your company name Your phone number As much detail as possible regarding the issue (Res numbers, error messages, etc) Please note leaving a message to please call (and no other details) will be cased as a low priority. BY support@escapia.com When sending an to support please include the following information: Your name Your company name Your phone number As much detail as possible regarding the issue (Res numbers, error messages, etc) Please note requesting a call back (and no other details) will be cased as a low priority. Below is a list of the Priority and Severity levels. SEVERITY LEVEL SEVERITY NAME SEVERITY DESCRIPTION URGENT Error has occurred that has made the customer's system or Level 1 BLOCKING website totally inoperable and/or inaccessable, critically effecting CUSTOMER their business operations and productivity, with no work around. Functionality or user ability in the system or website has been Level 2 High severly limited or degraded the customer's business operations and user productivity with no work around Functionality or user ability in the system or website has been Level 3 Medium slightly limited or degraded and the customer's business operations and user productivity can substantially continue, or a work work around can be established Level 4 Low Error or Question that has no material effect on the customer's use of the system or one of its components SYSTEM OPERABILITY None - Blocking Severly Limited Slightly Limited No Blocking PRIORITY LEVEL Level 1 PRIORITY NAME URGENT BLOCKING CUSTOMER PRIORITY RESPONSE TIME PRIORITY FOLLOW UP 2 HOUR Daily Updates Level 2 High 4 HOUR Daily Updates Level 3 Medium 24 HOUR 48 Updates Level 4 Low 48 HOUR Updates available in Customer Portal