Travelers are often working within tight timelines to secure housing for an upcoming healthcare assignment, so timely and helpful communication can make a big difference in their booking experience.
This guide explains the different types of traveler requests you may receive, how to respond, and what happens next.
Understanding Inquiries vs. Reservation Requests
Travelers can connect with hosts in different ways depending on where they are in their housing search.
Traveler Inquiry
An inquiry is a message from a traveler who is interested in your property but hasn't submitted a formal reservation request.
Travelers may ask questions about:
Availability.
Monthly pricing.
Parking.
Pets.
Amenities.
Proximity to their hospital or assignment.
Furnishings.
Utilities.
Lease requirements.
Property details.
An inquiry does not reserve the property or guarantee a booking.
Respond as quickly as possible and answer the traveler's questions clearly. Travelers may be considering multiple properties at the same time, so a delayed response could result in a missed booking opportunity.
Standard Reservation Request
A reservation request means a traveler has selected your property and requested to book it for specific dates.
When you receive a reservation request, review:
Check-in and check-out dates.
Number of travelers.
Pet information, when applicable.
Reservation total.
Any messages or questions from the traveler.
Depending on the reservation type, you may be asked to accept or decline the request.
If you accept, the reservation will move forward according to the payment and confirmation process.
If the property isn't available, decline the request promptly and update your calendar to prevent additional requests for unavailable dates.
Instant Booking Reservations
If Instant Booking is enabled on your listing, eligible reservation requests are automatically approved when submitted by the traveler.
There is no 24-hour hold or additional host approval period.
Once the traveler submits an eligible Instant Booking request:
The reservation is automatically approved.
The host receives a notification.
The reservation moves forward through the applicable payment and confirmation process.
The host should review the reservation details and prepare for the upcoming stay.
Because Instant Booking reservations are automatically approved, keeping your pricing, calendar availability, house rules, and listing information accurate is especially important.
Where to Find Your Reservations
To view reservation activity:
Log in to your Vidle Housing Host Dashboard.
Click Reservations in the left-hand navigation menu.
From here, you can view reservations, including:
Current stays.
Upcoming reservations.
Past reservations.
Reservation status.
Traveler name.
Listing name.
Check-in and check-out dates.
Reservation total.
You can also use the Messages section to communicate with travelers who have submitted inquiries or have an active reservation.
How to Respond to a Traveler Inquiry
When responding to an inquiry:
Answer every question clearly.
Be accurate about availability.
Keep your tone friendly and professional.
Respond as quickly as possible.
Keep communication on Vidle Housing.
Don't share personal contact information to move the conversation off-platform.
If the traveler asks a question you aren't sure about, verify the information before responding rather than guessing.
What Information Should I Provide?
Be prepared to answer questions about:
Monthly pricing.
Cleaning or pet fees.
Availability.
Minimum stay requirements.
Parking.
Wi-Fi.
Laundry.
Furnishings.
Utilities.
Pets.
Building amenities.
Nearby hospitals.
Public transportation.
House rules.
Lease agreements or additional requirements.
Any additional payment requirements, lease agreements, or fees must be clearly disclosed before booking.
Requests for payment outside the Vidle Housing platform are prohibited.
Respond Even If Your Property Isn't Available
If your property is unavailable for the traveler's dates, don't leave the inquiry or reservation request unanswered.
Respond promptly and let the traveler know.
You should also immediately update your calendar to prevent additional travelers from requesting unavailable dates.
Accurate availability helps prevent:
Declined reservation requests.
Traveler frustration.
Double bookings.
Missed opportunities.
Repeated requests for unavailable dates.
Keep Your Calendar Current
Before receiving inquiries or reservation requests, regularly review your availability.
You can manage dates through:
The Calendar tab for quick date changes.
My Listings → Calendar for longer date ranges.
The full Listing Editor.
Airbnb Connect.
A supported PMS integration.
An iCal calendar URL.
If your property is connected to another platform, make sure availability is also accurate at the source.
Keep Communication on Vidle Housing
Hosts and travelers should communicate through Vidle Housing messaging.
Keeping communication on-platform:
Keeps reservation details organized.
Creates a clear communication record.
Helps our Support Team assist if a problem occurs.
Protects both hosts and travelers.
Sharing personal contact information in an attempt to move a reservation or payment off-platform is prohibited.
Respond Quickly
Healthcare travelers may be searching for housing shortly before an assignment begins and may contact multiple properties.
A fast response can help:
Answer important questions before booking.
Build traveler confidence.
Prevent travelers from moving on to another property.
Improve the overall booking experience.
Even if you don't have every answer immediately, acknowledge the message and let the traveler know you're checking.
What Happens After a Reservation Is Confirmed?
Once a reservation is confirmed:
Review the reservation details.
Make sure your calendar reflects the booked dates.
Confirm that your listing information and house rules are accurate.
Review your check-in instructions.
Make sure parking and access information are current.
Monitor Vidle Housing messages for traveler questions.
Prepare the property for arrival.
Your property's full address and check-in instructions aren't publicly visible while travelers browse the platform. This information is automatically sent to the traveler approximately 24–48 hours before arrival.
What If You Need Help?
If you experience an issue with an inquiry or reservation request, contact the Vidle Housing Support Team through the Help Center.
Our team can assist with:
Reservation status questions.
Technical issues.
Traveler communication concerns.
Availability conflicts.
Payment-related questions.
Cancellations.
Urgent reservation issues.
Keeping your listing accurate, responding promptly, and communicating clearly can help create a smoother booking experience for both you and your travelers.