Property Assistant

Overview

Welcome to the New Ciirus Property Assistant.

A property can be configued from start to finish using one set of screens. Progress bars have been added and a feature that allows the user to revisit and edit the property setup page. You can view the progress for each property, under the property chooser dropdown menu. It will display a percentage of how much information has been completed. There is also a progress bar, located at the bottom left within the Property assistant itself.
Should you require further assistance for the screens, click the 🛈 button at the bottom of each page in the Property Assistant itself. It will link to a video for that section and will show how it works in more detail.

Accessing the Property Assistant

The Add New Property Assistant provides a simple way to guide users through configuring new owners and properties. The Assistant takes the complex operation of setting up properties and breaks it into a series of simple steps. At each point in the Assistant, suggestions and helpful tips are provided when hovering over a field.

 

To Access the Property Assistant, go to:

  1. Owners & Homes
  2. Properties
  3. Assistant

Adding a New Property

To Add a New Property:

  1. Select the Owner from the dropdown menu
  2. click on the Add New Property Button and fill in the Owner Details form

Copy Selected Property

In this example, a new property will be added, using an existing owners attributes. These settings can be later modified  from the Property Assistant

To to so:

  1. Click oin the Copy Selected Property Button
  2. Select an Owner from the Dropdown chooser
  3. Enter a New Name for this Property
  4. Press Save

Location

After creating a new property in your CiiRUS account there are still many more details about the property that can be entered.

This article will explain the Property Name / Location screen and how to update your property's location details.

The information in the image that you see below relates the property currently selected

This information will be used by the system to populate various parts of your website, email templates, and  reports.

  1. Enter the property Name / Address. Telephone Number etc
  2. Click on Auto for Google Maps to automatically populate the GPS coordinate codes. The GPS Coordinates are used to display the property map on your property description web pages. If you know the GPS Coordinates for your property you can enter them in manually, or if you already entered the property address you can click the Auto button and the software will look up and insert the coordinates automatically.
  3. Specify the property Type from the dropdown menu
  • Type -- This will label the property as a specific type for your reference. The option selected here may also  affect custom search facilities added to a website.
  • Commercial -- This check box determines whether the property is a registered commercial property.
  • Furnished -- The check box indicates that the  selected property is fully furnished. This option should be checked for  nearly all short term rental properties.
  • Long Term? -- Select this option if this  property is available for long term bookings (i.e. booked for month long  periods), and will affect  online booking and search facilities. If checked, you will be given the option to select a monthly rental rate  (see below).

4.   Specify the Country, State, City, and Location using the drop down menus

5.   Complete all fields then check the "Click if you have completed this page" box to store the settings and click the Next button to continue to the next page, or use the dropdown menu to select another feature.

General Features

Property Features

Your properties will have various features and amenities that you will want to include on your website.

This article will explain how to add and edit property features that  CiiRUS Property Manager will use to display on your website, quote and  booking emails, and other locations.

Overview

To select which features and amenities are hosted by your property or your property's community,

  1. Select General Features from the options in the dropdown menu
  2. Here you will find a series of panels that can be opened and closed by clicking the Arrow Icon to the right of each panel.

The information in each panel reflects the currently selected property

Beds / Sleeps / Baths / General

The Beds / Sleeps / Baths /General panel contains a property's size and sleeping arrangement.

The information entered here will appear on the property's web page and other reports and correspondence that is sent to guest.

Pool / Spa

The Pool / Spa panel includes pool and spa features for the selected property.

Pool and spa facilities that built into the community can also be incuded, and not just the property.

Enable any boxes that apply to the home

General Facilities

The General Facilities panel includes various features and amenities that are available in and around the property

Enable any boxes that apply to the home

Internet

The Internet panel shows the property's internet connection options.

Enable any boxes that apply to the home

Child Features

The Child Features panel displays various accommodations from infants and children.

Enable any boxes that apply to the home

Heating / Cooling

The Heating / Cooling panel displays various fixtures for heating and cooling a home.

Enable any boxes that apply to the home

View / Location

The View / Location panel displays the various features that surround your property such as golf courses or bodies of water.

Enable any boxes that apply to the home

Activities / Things to Do

The Activities / Things to Do panel list various entertainment features and activities either around or in the selected home.

Enable any boxes that apply to the home

Other Features

The Other Features panel consists of miscellaneous features and amenities that do not fit in the above category panels.

Enable any boxes that apply to the home

Saving the features

Once you have selected all of the amenities from the menus above,

  1. Check the "Click if you have completed this page" check box to save the result.
  2. Then press Next to continue to the next page, or select another Feature from the Dropdown menu.

Inventory

The Inventories area is where a management company can keep track of all of the assets belonging to a property.

  1. To Add anindividual Inventory item, check the Edit Inventory checkbox to enable this feature. then press on the Plus + Button to insert a new Row
  2. Then enter the item description, for example: “A Flat-Screen TV in the Living Room,” along with any comments and  
  3. Click the Save button
  4. To delete an item, select the item and press the Trash button
  5. Once complete, check the "Click if you have completed this page" box to store the settings and click the Next button to continue to the next page, or use the dropdown menu to select another feature.

Owner Bills

If you pay bills / utilities on behalf of this owner, specify Category, Enter Account Number as the Item, Enter the vendor or utility account number within under Reference / Value, specify Vendor, Set as Default to pay and process bill

  1. Press the Plus + button to create a new row
  2. Specify Category
  3. Enter Account Number as the Item
  4. Enter the vendor or utility account number under Reference / Value
  5. Under Contact, specify Vendor
  6. Press the Save Button
  7. Press Set as Default in order to process and pay bills

Once complete, check the "Click if you have completed this page" box to store the settings and click the Next button to continue to the next page, or use the dropdown menu to select another feature.

Short Says - HouseKeeping - Comms

The following will show how to set booking fees, minimum length of stay, discounting, and house keeping.

Minimum Night Stay

Type in the number of nights you would like to set as the minimum amount of nights allowed for the selected property.

Booking Fee

The selector has four choices:

  1. If you would like to apply no booking fee.
  2. If you would like to enter a flat amount (enter amount into box to the right).
  3. If you would like to enter a percentage you would like to charge, enter the percentage amount.
  4. Tick this box to only apply the percentage entered if the guest chooses to pay by credit card.

Discounting

Select the Percentage you would like to set as discount and over which Duration this discount would apply. Follow the steps in the 'Discount' Box.

House Keeping Fee

This is the House Keeping Fee as it applies to the guest, or the reservation, it will add an additional fee.

House Keeping Fee Split (Global Setting)

House Keeping Fee Split determines who will receive the cleaning fee (e.g. 100% in both fields means that all of the cleaning fees will go to the Management Company, whereas 0% in both fields means that all of the fee will go to the Owner.) 50 / 50 % is a split between both parties, etc.

This panel is a Global Setting and will remain the same throughout all properties.

Short Stays

The Short Stays panel only applies if you are using a weekly rate. It determines how you want to divide a weekly rate if it is under a certain number of days.

Saved Quotes

When you or a guest saves a quote, this is the numbers of days that the quotes are valid for.

After this time, the quote details will be saved into the quote archive for your further reference.

Once complete, check the "Click if you have completed this page" box to store the settings and click the Next button to continue to the next page, or use the dropdown menu to select another feature.

Terms - Quotes / Booking Settings

The following shows how to create and set the Terms and Conditions / Booking Settings for your properties.

Enabling & Selecting Terms and Conditions

Firstly, we must enable the booking feature to activate real-time reservations; to do so:

  1. Tick the Allow quotes within Ciirus Property Manager box.
  2. Using the Dropdown Menu, select your previously stored Terms and Conditions from the list.

Creating and Editing Terms and Conditions

To Create Terms and Conditions

  1. Click the Add / Edit Terms Button under Settings and Terms
  2. Click the Add button and enter a name
  3. Enter the text into the Area Highlighted in Red, as you would in any word-processing application such as word etc...
  4. Press Save

To Edit Terms and Conditions, use the same procedure as above, but instaed of adding a new document, select the document from the list, edit the text and press Save.

Plain Text Settings

These settings are used by some channel partners (such as HomeAway) and MUST be plain TEXT only. No HTML tags.

Applying Terms and Conditions

Once you have created the Terms and Conditions, follow the steps below:

  1. Under the Allow Quotes & Online Booing screen, select a property from the dropdown chooser
  2. Under Allow Quotes & Online Bookings > Settings and Terms Use the Dropdown Chooser, to Select the Terms and Conditions you would like to set for this particular property.
  3. Press Save on the bottom right of the screen

How to enable online Bookings

  1. To enable online bookings for a property, simply tick the check-box in the Allow Online Booking area
  2. Sets the number of days that you allow between outgoing and incoming guests.
  3. Sets the number of days allowed between a short notice booking and the arrival date.

How to set a user defined lock box code

Lock box codes can be set in one of three way:

  • At the property level
  • A unique lock box code can set for each reservation
  • Allow the guest to specify a lock box code

This screen refers to the third option only:

  1. To allow a guest to specify a lock box code, the 'Allow guest to specify lock box code' box must be checked.
  2. The slider will determine the number of characters the guest is allowed to enter when selecting a personal lock box code.

For example:

To set a 4 digit code, the guest could use the digits: 9569

To set a 6 digit code, the guest could use the digits: 684285

Once complete, check the "Click if you have completed this page" box to store the settings and click the Next button to continue to the next page, or use the dropdown menu to select another feature.

Pool Heat

If a property has a pool and pool heat is chargeable, this screen shows how to configure the formula for charging the pool heating for the selected property.

Pool Heat Amount

  1. Do the standard rates include pool heat by default? > If the selected property has a pool and the pool heat is chargeable to the guest, tick this box
  2. If pool heat is charged Weekly, leave this box ticked and enter the weekly amount. If pool heat is charge a Daily, untick and enter the daily amount
  3. If there are a minimum number of days required to charge for pool heating? enter the number of days here

Property Manager Amount

This determines who will retain the pool heating fee.

  1. For Management Company Bookings > Do you retain a fixed amount, or a percentage of the pool heating cost?
  2. For Owner Bookings > Do you retain a fixed amount, or a percentage of the pool heating cost?

Please Note: , All prices entered, must exclude tax in order for the system to correctly calculate tax amounts

Once complete, check the "Click if you have completed this page" box to store the settings and click the Next button to continue to the next page, or use the dropdown menu to select another feature.

Images

The Image Gallery is where images of a property can be stored and displayed on your website. This article describe how to add, order, and remove photos from your online property details page.

Please note: The Image Gallery is not the same as the Web Image Library, and the gallery only accepts .png and .jpg image formats. Other image formats such as .jpeg, .bmp, or .gif will not work.  

The software makes it easy to add images to a property.

  1. Select the property that the photos belong to
  2. Press the Add More Images button,
  3. Then drag and drop the images into the Images Upload screen
  4. Alternitavley, Click inside  the Image Upload screen, to open an image folder on your computer. Locate a file(s) on your computer and click Open

The photos will upload to the CiiRUS servers and be available for view on the website.

Multiple images can be dragged and dropped at once, however depending on the size of each image this may take longer to complete.

It is strongly recommended that your load the images in small batches or one image at a time.

Re-ordering Images

With the images uploaded into your property's image gallery, you may want to re-order the images so the front of the house is the first image.

The top image in the image gallery is also the image that displays for the property on the property search page, and is the image guests see at the top of the description page.

To re-order an image, simply select the image you want to reposition, and drag the Image anywhere in the Images screen, then let go of the mouse button.

Please view the animation below for an example:

Renaming & Deleting Images

To Rename, or Delete an image, select the image  from the gallery By clicking on it.

  1. Select text and Rename Image
  2. Delete Image
  3. Maximize the Image for a better view

Owner and Property Overview

To Open the Owner and Property Overview screen, click on the Open Image Viewer Button

  1. Select a property from the dropdown chooser
  2. Owner Details Overview
  3. Property Details Overview
  4. Image viewer for selected property
  5. View details on the website for the selected property
  6. Navigate images by either using the Back and Forward arrows, or by clicking on the row of radio buttons below