Getting started: Ultimate features guide

Explore Modules:

• Reports
• Task Management
• Guest Module
• Guest Registration Form
• Owner Statements
• User Access

Reports

• High-level reporting, click through. 
• On the top left you can access different sections (guests hosted, occupancy etc).
• On top right you can filter what information you can see in this section (filter by rentals, dates and an information button with more details). 
• 📱 On the mobile application, analytics are available in the dashboard.

Task Management

Tasks management is where you can assign and automate any routine task of your team.

Team Members

• You can add team members in the Users section by adding their email and selecting their role. They will be sent an email invitation to join Lodgify and create their own password to login.
• Once they've created a login, you'll need to assign them to the rentals they work with and if you want, modify their permissions.
• Remember that cleaners will have to access their tasks calendar by using the core Lodgify app. They can download the app 📱, called Lodgify - Vacation Rental App, and they will be using the username and password they used to create a login.
• It is important that your team turns on their app notifications to be notified about the tasks assigned to them.
• Login for Account holders: from the Lodgify core app, Account holders can access the task calendar by opening the regular calendar and selecting the Tasks tab.

Tasks

You can create three types of tasks:

• One-time tasks a one-off job that is not repeated.
• Auto-scheduled tasks
  • Booking-based tasks that need to be triggered based on bookings (e.g. check-ins, cleaning after check-out).
  • Time-based (coming soon) - tasks that do not need to be triggered based on bookings (e.g. on a monthly basis, weekly basis, etc.).

Task Fields

• Rental: Select any existing rental or choose No Rental for admin tasks.
  Note: “No Rental” tasks cannot be auto-scheduled based on bookings, since they are not linked to a rental.
• Auto-scheduled: You can enable this to automatically generate checkout cleaning tasks.
• Date, Start & End Time:
  If left empty or if No Rental is selected → default time: 9:00 am – 1:00 pm.
  If a rental is selected →
  • Start time = rental’s check-out time
  • End time = check-out time + 4 hours
• Tasks can only start and finish on the same day. (Coming soon: Task duration, replacing fixed end date.)
• Assignee: Tasks can be assigned either to a role (“any of…”) or to a specific person.
• Description and Checklist are optional.

Task Editing & Deletion

• When editing or deleting a task, you will be asked to choose whether the action applies only to the selected task or to that task and all future recurring ones.

Mandatory photos

• For tasks with mandatory photos enabled in checklist items, users must upload a photo for each checklist item before they can mark the task as complete.

Visualization per role

• Cleaning-staff, rental-owner, and checking-agent can only see tasks from their assigned rental and tasks created without a rental (No Rental selected).
• Unclaimed tasks are tasks assigned for a specific role.

Guest Module

💫 If you're just getting started with the PM Modules, you can also check out this help article about getting started with PM Modules.

A way to create a communication flow between the host and the guest.

Guest app

• All information in the guest module can be accessed by the guest from the Guest App (called Lodgify Guest) or from a desktop version, like the rental settings and guides.
• The code that a guest needs to access the app is the one inside Bookings - Guests login.

Pre-check-in form and email

• Access it from Main Menu → Settings → Online check in you can set up your pre-check-in form and the email that will be sent to the guests, asking them for their contact details, arrival details, transportation method, and if you decide, also passport number/upload or any form of ID. You can also set up your questions. Learn how the full setup is done in this article.
• For the pre-check-in form, I suggest you also send it as an SMS (at no extra cost) as Airbnb could block the email. 
• You are able to find the answers to the pre-check-in form under the Bookings section, inside the booking - Comments. If you want, you can even manually send it from here.

Rental Settings

• It is essential to activate it for each rental so that guests can access the app.
• You can also set the wifi info, door code info and contact information.

Guides

• You can create a guide to include videos, photos, and information about the rental. 
  This guide can be sent as a PDF or a link that leads to the PDF. Otherwise, it will always be accessible from the app. If you already have a guide, you can upload it on a PDF format by clicking on Upload your PDF guide. 
• For the "non-tech-savvy" guest, by going to the Bookings section and clicking on Rental Guide, you can download it and directly send it to them by clicking on View Outside of Lodgify PM, in the Messages logo. Remember messaging works with Airbnb, Vrbo, Booking.com and Google Vacation Rentals reservations.

Videos

You can also find below some useful videos to better understand the pre-check-in form and the guest app:

• Understand the flow of the pre-checkin form.
• Understand the flow of the guest app.
• Here is more information on the Guest Module.

Guest Registration Form

You can enable the Guest Registration feature to automate the collection of guest information required by local authorities. It adapts to the legal requirements of each region, ensuring you gather the right details. Once the information is collected, it is automatically sent to the relevant authorities, saving you time and ensuring compliance.

💡 Notes:

• The connection of rentals to local authorities must be done on a per-rental basis, even if they fall under the same local authority regulations.
• Depending on the country; you may also need to connect Statistics, following the same process. 
• Here is more information on the Guest Registration Form.

Owner Statements

The accounting on Lodgify works more like a report or a basic bookkeeping tool. Below you will find the main sections within Owner statements that you should review:

Recipients

Anyone who is going to be earning money, e.g. an owner or you. Don’t forget to add the Legal Information inside all of them (such as their address, bank account details, etc.).

Before generating statements, you need to set up each owner in the system. This involves entering the owner’s profile information, linking them to one or more rentals, and defining payout rules. Payout rules determine how reservation income, fees, and taxes are divided between the owner and the manager. Owners can also be linked to a Lodgify user, which ensures that they see only their own statements.

• The owner profile: Enter the owner’s information. If this owner is also a user in your Lodgify account, select Associate user to pre-fill the fields and give them access only to their own statements.
• The owner's rentals: Select the rental(s) associated with this owner.
• The payout rules: Define how the reservation earnings are shared between the manager and the owner, including room rate, fees, and taxes.
• Edit an owner: Click the owner, then click the pencil icon to edit the information related to that owner.

Set up your payout rules

You will be asked to fill in several fields to define the payout strategy:

• Room rate: If the entire room rate goes to the owner, simply click the owner and leave the toggle off. If you want to split the room rate, turn the percentage toggle on and set the payouts for the manager and the owner
• Include channel commissions: Tick this box if you want the revenue to be calculated on the total amount before deducting channel commissions, split the amount paid by the guest.
• Include reservation add-ons: Tick this box if you want to include add-on charges in the split calculations.
• Fees: If the entire fees go to the owner, simply select the owner and leave the toggle off. If you want to split the fees, turn the percentage toggle on and set the payouts for the manager and the owner. You can apply different settings for cleaning fees and for other fees.
• Pass-through taxes: Choose whether the taxes paid by the guests should be for the manager or for the owner.
• Here are some Knowledge Base articles that help you understand better:
  • Create, edit, and delete owners for owner statements 
  • Manage owners payout rules Managing transactions

Transactions such as expenses or credits related to rentals can be logged to be included in statements. These transactions can be one-time or recurring, for example, for a monthly subscription to a service, and they are linked to both the owner and the rental.

Statements

You can generate statements for specific periods:

• Statements can be created as one-time reports or as recurring reports for regular updates (automatically generating, for example, monthly statements)
• The statement will include all relevant rentals and provide a detailed breakdown of payouts, fees, taxes, and any additional charges or add-ons
• OTA commissions are automatically imported from the OTAs, so there is no need to enter them manually
• After the payouts are processed, statements can be marked as paid (to help keep financial records organized and ensure both the manager and owner know which payments have been completed)

How to create an owner statement:

• Go to your left-hand menu, select Advanced, and then click on Reports. Select Owner statements from the left sidebar.
• Click the owner for whom you want to create a new statement, then select + Statement.
• Choose whether you want the statement to be a one-time statement or a recurring statement:
  • If it’s one-time, simply select the start date and the end date.
  • If it’s recurring, choose the frequency and the first day the recurrence starts (for example, every month starting on the 3rd of each month).
• Toggle on if you want to Allocate revenue per night of stay (Instead of assigning the entire revenue of a reservation to a single date, the amount will be allocated night by night over the entire length of the stay).
• Select the rental(s) and click Generate to save your statement.
• Here are some Knowledge Base articles that help you understand the owner statements better:
  • Understand the Owner statements module 
  • Create and manage owner statements

Downloading and sharing statements

Statements can be downloaded in PDF or XLS format, making it easy to store or share them with owners. If the owner is a user, they have an access to only their own statements through their Lodgify account.

• Find the statement you want to download
• Click an owner to see all statements linked to that owner, or Click Statements to view all statements.
• Once you locate the statement, click on it, a new window will open. Click Download in the bottom-right corner and select the format you want to download the report in.
• For more information: Download your owner statements

User Access

• You can add team members in the Users section by adding their email and selecting their role. They will be sent an email invitation to join Lodgify and create their own password to login.
• Once they've created a login, you'll need to assign them to the rentals they work with and if you want, modify their permissions.
• Remember that cleaners will have to access their tasks calendar by using the core Lodgify app. They can download the app 📱, called Lodgify - Vacation Rental App, and they will be using the username and password they used to create a login.
• Remember that owners are, by default, not able to see the desktop version of PM Modules. They will have to access their tasks by using the Lodgify core app. They can download the app 📱, called Lodgify - Vacation Rental App, and they will be using the username and password they used to create a login for Lodgify in order to log into the app.
  • You can give them access to the desktop version by turning on the permission "Can access PM Module features” + "Can access to PM modules website".
  • If you want Users to have access to the statistics, in addition to the permission above, you need to activate also "Can view revenue related charts" and/or "Can view non-revenue related charts". This option is visible on the PM Modules website version only.
  • From the desktop version, by going to the Rental section, he will be able to see a calendar and their availability. However, it is a view-only access.
• The owner can also view the statistics from the Control Center, from the app or desktop.