Getting Started Guide

The Bookings page shows all reservations across all properties. Switch between calendar, kanban, and list views using the tabs at the top.

• Calendar view: Full monthly calendar with colored booking bars per property
• Kanban view: Cards organized by status (upcoming, active, completed)
• List view: Sortable table of all bookings

Click any booking to see guest details, notes, and to trigger a cleaning task.

Guests access check-in instructions via the guest portal link. You set these per property.

1. Go to Properties → click the property → Edit
2. Scroll to Check-In Instructions and Check-Out Instructions
3. Add your access code, parking info, WiFi password, and any important notes
4. Guests see this automatically when they open their portal link

RentalPilot uses AI to automatically respond to guest chat messages on your behalf. You can review all conversations in the Conversations page.

• AI uses your property's house rules, FAQ, and knowledge base to answer questions
• Urgency issues are escalated to you automatically
• You can take over any conversation and respond directly

To improve AI responses, add more detail to your property's FAQ and Knowledge Base sections.

Cleanings can be scheduled manually or auto-generated from bookings. Each cleaning task tracks status, assigned cleaner, and a checklist of tasks completed.

1. Go to Cleaning in the sidebar
2. Click Schedule Cleaning
3. Select property, date, and optionally assign a team member
4. Add notes for the cleaner (e.g., "Extra attention to bathroom")

Each cleaning task has a checklist so you can verify all areas are covered. Default checklist includes: Kitchen, Bathrooms, Bedrooms, Linens, Trash, and Supply Restock.

Cleaners can mark items complete from their mobile device. You'll see completion status in real-time from the Cleaning page.

When you add a booking with a checkout date, RentalPilot can automatically create a cleaning task for that day. This ensures every checkout gets a scheduled turnover without manual work.

This auto-schedule behavior is enabled by default. You can disable it per property in Property Settings → Checklist Settings.

When a guest submits a maintenance request (via the guest portal or conversation), AI automatically categorizes it by urgency:

• Emergency (red): Safety issues, no heat/water, lockouts — you're notified immediately
• Urgent (yellow): Broken appliances, AC issues — resolve within 24h
• Routine (green): Lightbulbs, cosmetic repairs — schedule when convenient

AI adds a brief triage note explaining the classification. You can override the urgency level manually.

Maintenance requests can come from 3 sources:

1. Guest portal — guests submit directly from their portal link
2. Owner-submitted — you create one manually from the Maintenance page
3. AI-escalated — guest conversation flagged by AI as a maintenance issue

All requests appear in the Maintenance page, sorted by urgency. Click any request to add notes, assign a vendor, or mark as resolved.

Team members include cleaners, handymen, property managers — anyone who helps you run your properties.

1. Go to Team in the sidebar
2. Click Add Member
3. Enter name, phone, email, and role
4. Optionally link them to specific properties

Once added, you can assign cleaning tasks and maintenance requests to them directly from those pages.

Priority rank determines which team member gets assigned first for a given property. When multiple cleaners are available, rank 1 gets the first offer.

You can set priority rank per property from the Team page → click a team member → set their rank for each property they cover. Useful when you have backup cleaners for high-demand periods.

Track consumable supplies (toiletries, paper goods, cleaning products) for each property. RentalPilot alerts you when stock falls below your minimum threshold.

1. Go to Inventory in the sidebar
2. Click Add Item
3. Set current quantity and minimum threshold
4. Link to a purchase URL for easy reordering

When any item falls below its minimum quantity, you'll see a low-stock alert in the Inventory page (marked in red). If you've connected SMS notifications, you'll also get a text alert.

Click any low-stock item to quickly reorder — if you've set a purchase link, it opens directly in a new tab.

RentalPilot connects via iCal (calendar sync) — no need to give us access to your Airbnb account. Bookings sync automatically every few hours.

To connect: Integrations → Airbnb or VRBO card → Paste your iCal export URL → Save. Repeat for each property that lists on that platform.

Control what you get notified about and how — email, dashboard, or SMS (via Twilio).

1. Go to Settings → Notification Preferences
2. Toggle on/off for each category: Escalations, Maintenance, Cleaning, Bookings, etc.
3. To enable SMS, scroll to SMS Notifications and connect your Twilio account

RentalPilot plans are based on the number of properties you manage. Upgrade anytime from the Billing page or Pricing page.

• Starter ($40/mo): Up to 2 properties
• Growth ($75/mo): Up to 10 properties
• Professional ($149/mo): Unlimited properties

View billing history and manage your subscription in Billing in the sidebar.