This outlines the responsibilities and daily tasks for VAs managing guest communications, cleaning schedules, property monitoring, and supply tracking during the 8am–4pm shift.
Why This Matters
Maintaining a consistent daily schedule ensures smooth guest turnover, cleaner coordination, timely issue resolution, proper property maintenance, and a high standard of guest satisfaction.
What You Need
Access to Wyze, Blink, Hushed, and Airbnb platforms
Added to the following WhatsApp groups: Guest Communications, Cleaning & Maintenance (Hamilton/Barrie), City-specific groups
Familiarity with Airbnb calendar and messaging
Access to the Property Supply Tracker
Knowledge of property addresses and garbage day schedules
Login credentials for Blink and Wyze camera systems
Steps
8:00am – Initial Checks
Log into Wyze, Blink, and Hushed.
Review handover notes in the Guest Communications WhatsApp group.
Check who is checking in today. Review message history for early check-in requests.
Review the Airbnb calendar for check-outs and notify cleaners accordingly.
Notify cleaners if any guests are approved for 11am late check-outs.
8:15am – Review Communications & Issues
Check Airbnb inbox for unanswered messages or booking inquiries.
Review the Guest Issues/Report Tracker.
Check Property Supplies tab for upcoming supply drop-off needs and notify Carstin (and cleaners if applicable).
8:30am – Garbage & Keypad Code Management
Adjust keypad codes in Wyze for late check-outs or booking changes.
Check for upcoming garbage days and:
Notify Russ or respective city group.
Notify guests about garbage day with message and sorting guide image.
9:00am – Pricing Adjustments
Change pricing by $1 for one day in each listing, 3 months in advance.
9:00am – Gap Night Review
Identify and manually open 1-day booking gaps (except for Centennial).
Notify Carstin of any listings opened.
9:15am – Listing Photo Rotation
Rotate listing photos (excluding the first 5).
9:30am – Discount Adjustments
Adjust length-of-stay discounts by 1%.
Follow monthly/weekly discount guidelines by season.
9:30am – Monitor Check-Outs
Check Blink camera footage for check-out activity.
At 9:45am, if no movement:
Message and/or call guest to confirm check-out timing.
Once confirmed, notify cleaners and send guest "After Check-Out" message.
If feedback is received, escalate to Guest Communications group.
10:15–10:30am – Follow-ups
Call non-responsive guests if they haven’t checked out.
Follow up on booking inquiries.
Review cleaner damage reports. If any, notify Guest Communications group.
Post consumables reminder in Hamilton Cleaning group.
11:00am – Send Check-In Instructions
Refer to “Day-Of Check-In” guides for each property.
Send entry codes and instructions using Wyze.
Wyze Entry Code Video (Coming Soon)
12:00pm – Remove Expired Keypad Codes
Delete check-in codes for guests who checked out.
DO NOT delete codes labeled “cleaner” or “landlord”.
12:30pm – Cleaner Confirmation & Supply Prep
Confirm with cleaners assigned for the next day.
Share number of incoming guests and towel requirements.
Ensure next 2 weeks of cleans are scheduled.
1:00pm – Repeat Pricing Change
Repeat $1 pricing change process for all listings.
1:30pm – Review Post-Cleaning Photos
Ensure each room is photographed post-clean.
Log low supplies in the Property Supplies tab with:
Supplies Needed
Date Reported
Order Date & Cleaner Assigned
2:00–2:30pm – Guest Reviews
When prompted by Airbnb, check if the guest left the property in good condition.
If yes, complete review and send thank-you message.
If no or guest had issues, do NOT review; escalate to Guest Communications group.
2:30pm – Blink Camera Review
Delete unnecessary video clips, keeping at least one with guest face visible.
Blink Deletion Video (Coming Soon)
3:00–4:00pm – Monitor Check-Ins
Use cameras to confirm guest check-ins.
Save and report suspicious activity clips to Guest Communications group.
3:50–4:00pm – Shift Handover
Brief the incoming VA on any ongoing guest issues, damages, or check-in status.
4:00pm – Daily Summary
Post a summary of completed cleans (e.g., “Leighann - Upper Shelby - 10am to 2pm”) in Guest Communications group.
Fill out your timesheet.