Process workflow for an MTR: An example

Medium-Term Rentals
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Process workflow for an MTR: An example

Tanya Maslach
Member since 2024 · 130 posts · 95 votes

I'm prepping for my first MTR and gathering all the (read: As few tools as possible!) to make this workflow smooth.

But as usual, software companies don't make this easy on the end user. (And that's coming from someone who was in product software management for 15 years. Lol)

My questions are:
a. If you use Hospitable for comm mgmt, Turbotenant for all tenant mgmt related items, and FFinder/your own website/Turbotenant for lead acquisition -- how do you describe your work flow across these?

Ex: In a given day, say you have vetted a tenant (using TT tools), and accept that tenant:  
Now you want to get place cleaned (cleaner task mgmt / comms / payment), communicate with new Tenant about move in etc, through to Rent Payment Day 1,  -- what is the workflow you use for each of your tools?

Whew.  Exhausting. :-) 

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Allen DuanPro Member
Property Manager · Los Angeles, CA · Member since 2022 · 590 posts · 463 votes
1y

I love this stuff! Operations and systems are my thing. Here's what we do for direct bookings, our booking flow is different for Airbnb bookings.

1. Initial inquiry (FF, email, social media)

2. Simple google form application

3. Send Keycheck screening request

4. Send lease with esignatures.io and first payment invoice through Hostfully

5. After lease is signed and payment paid, booking is confirmed

6. Booking added to Hospitable for booking confirmation auto message to trigger

7. 5 days before check in, auto message for check in instructions are sent

8. Guest checks in, enjoys their stay

9. 5 days before check out, auto message for check out instructions are sent

10. Guest checks out, cleaners arrive to clean, conduct post stay inspection, and reset the home for next guest. Cleaning and inspection tasks are auto created in Breezeway based on check out dates and assigned to my cleaners so they can see it in their Breezeway account.

I could make this simpler by removing either Hostfully or Hospitable since they offer a lot of overlap features. Otherwise this is as simple as I've been able to make it =)

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  • Jonathan GreeneBusiness Member
    Real Estate Consultant · Madison, NJ · Member since 2016 · 6k+ posts · 7k+ votes
    1y

    Reach out to @James Hwang about this. He is the king of workflows and systems for MTR. He probably uses all of those apps as well. Also, @Jamie Banks has this stuff down to a science as well. They are both very good at the back-end minutia.

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    2Reply
  • Miguel Del MazoPro Member
    Northeast Georgia · Member since 2023 · 140 posts · 170 votes
    1y

    Wait, using my phone and my memory isn't the ideal?

    We use Avail.co to do the background checks, prepare and store leases, and to offer the required renter's insurance policy.

    Stessa.com does a good enough job acting as a free substitute for Quickbooks.

    AirBnB and Furnishedfinder.com for listing the space (though I will be trying MiniStays soon).  VRBO was not a great experience.

    For a single unit, I wouldn't sweat the details too much unless you plan on expanding quickly. Getting a few tenants a year really doesn't demand perfect systems. With that said, I kind of wish we had built as we grew a little earlier because retrofitting has been a bit of a pain. :)

    Best of luck.

    1Reply
  • Tanya Maslach
    OP
    Member since 2024 · 130 posts · 95 votes
    1y

    Thanks @Miguel Del Mazo - and yea, I"m trying to build the systems now. (Even if it feels like overkill now, the plan is to do a "lite version" of the system and build out later).

    Anyway, My question (for the crew here) is really  more about actual workflow.... i have my tools chosen, but despite what they all promise (efficiency) I feel like I'll be bounching from "use this to acquire a tenant", "use this to vet / quality / sign a tenant", "use this to communicate with a tenant"...  <-- oh wait, I have to communicate with my tenant when I'm vetting them!! OH GOD.
    LOL.

    That's what I mean by workflow.

    1Reply
  • Allen DuanPro Member
    Property Manager · Los Angeles, CA · Member since 2022 · 590 posts · 463 votes
    1y

    I love this stuff! Operations and systems are my thing. Here's what we do for direct bookings, our booking flow is different for Airbnb bookings.

    1. Initial inquiry (FF, email, social media)

    2. Simple google form application

    3. Send Keycheck screening request

    4. Send lease with esignatures.io and first payment invoice through Hostfully

    5. After lease is signed and payment paid, booking is confirmed

    6. Booking added to Hospitable for booking confirmation auto message to trigger

    7. 5 days before check in, auto message for check in instructions are sent

    8. Guest checks in, enjoys their stay

    9. 5 days before check out, auto message for check out instructions are sent

    10. Guest checks out, cleaners arrive to clean, conduct post stay inspection, and reset the home for next guest. Cleaning and inspection tasks are auto created in Breezeway based on check out dates and assigned to my cleaners so they can see it in their Breezeway account.

    I could make this simpler by removing either Hostfully or Hospitable since they offer a lot of overlap features. Otherwise this is as simple as I've been able to make it =)

    5Reply
  • Trevor Finn
    Real Estate Consultant · Columbia, MD · Member since 2017 · 160 posts · 55 votes
    1y

    Hi @Tanya Maslach,

    Here’s a visual workflow chart for managing your first MTR:

    1. Lead Vetting (Turbotenant): Screen and manage tenant applications.
    2. Acceptance & Move-In Prep (Hospitable): Assign cleaning tasks, manage reminders, and handle cleaner payments.
    3. Tenant Communication (Hospitable): Automate all tenant communications, such as move-in details and reminders.
    4. Rent Payment (Turbotenant): Track and manage rent payments with reminders.

    Hope this help's from one integrator to another 😀

    2Reply
  • Tanya Maslach
    OP
    Member since 2024 · 130 posts · 95 votes
    1y
    Quote from @Trevor Finn:

    Hi @Tanya Maslach,

    Here’s a visual workflow chart for managing your first MTR:

    1. Lead Vetting (Turbotenant): Screen and manage tenant applications.
    2. Acceptance & Move-In Prep (Hospitable): Assign cleaning tasks, manage reminders, and handle cleaner payments.
    3. Tenant Communication (Hospitable): Automate all tenant communications, such as move-in details and reminders.
    4. Rent Payment (Turbotenant): Track and manage rent payments with reminders.

    Hope this help's from one integrator to another 😀


     This is super super useful.  Thank you!
    I was thinking of throwing in (yet another) tool; Breezeway.
    It supposedly takes all info from Hospitable and allows you to communicate with tenants, but also all vendors and streamline tasks like cleaners, maintenance etc from one platform.

    0Reply
  • Tanya Maslach
    OP
    Member since 2024 · 130 posts · 95 votes
    1y
    Quote from @Allen Duan:

    I love this stuff! Operations and systems are my thing. Here's what we do for direct bookings, our booking flow is different for Airbnb bookings.

    1. Initial inquiry (FF, email, social media)

    2. Simple google form application

    3. Send Keycheck screening request

    4. Send lease with esignatures.io and first payment invoice through Hostfully

    5. After lease is signed and payment paid, booking is confirmed

    6. Booking added to Hospitable for booking confirmation auto message to trigger

    7. 5 days before check in, auto message for check in instructions are sent

    8. Guest checks in, enjoys their stay

    9. 5 days before check out, auto message for check out instructions are sent

    10. Guest checks out, cleaners arrive to clean, conduct post stay inspection, and reset the home for next guest. Cleaning and inspection tasks are auto created in Breezeway based on check out dates and assigned to my cleaners so they can see it in their Breezeway account.

    I could make this simpler by removing either Hostfully or Hospitable since they offer a lot of overlap features. Otherwise this is as simple as I've been able to make it =)


     So interesting !! 

    I appreciate this.
    I'm trying to simplify / streamline this even further (with fewer tools, if possible) and fewer "clicks" for me (goal for me is less management of tools and property and more "just click here" to get a process started).

    I like seeing how you have worked out your process, and thank you for sharing. It really helps me with a real 'picture' of step by step events.

    0Reply
  • Allen DuanPro Member
    Property Manager · Los Angeles, CA · Member since 2022 · 590 posts · 463 votes
    1y
    Quote from @Tanya Maslach:
    Quote from @Allen Duan:

    I love this stuff! Operations and systems are my thing. Here's what we do for direct bookings, our booking flow is different for Airbnb bookings.

    1. Initial inquiry (FF, email, social media)

    2. Simple google form application

    3. Send Keycheck screening request

    4. Send lease with esignatures.io and first payment invoice through Hostfully

    5. After lease is signed and payment paid, booking is confirmed

    6. Booking added to Hospitable for booking confirmation auto message to trigger

    7. 5 days before check in, auto message for check in instructions are sent

    8. Guest checks in, enjoys their stay

    9. 5 days before check out, auto message for check out instructions are sent

    10. Guest checks out, cleaners arrive to clean, conduct post stay inspection, and reset the home for next guest. Cleaning and inspection tasks are auto created in Breezeway based on check out dates and assigned to my cleaners so they can see it in their Breezeway account.

    I could make this simpler by removing either Hostfully or Hospitable since they offer a lot of overlap features. Otherwise this is as simple as I've been able to make it =)


     So interesting !! 

    I appreciate this.
    I'm trying to simplify / streamline this even further (with fewer tools, if possible) and fewer "clicks" for me (goal for me is less management of tools and property and more "just click here" to get a process started).

    I like seeing how you have worked out your process, and thank you for sharing. It really helps me with a real 'picture' of step by step events.

    You're welcome! We also use Breezeway and upgraded from using Hospitable's task management. Happy to share my experience to help you make the decision.
    1Reply
  • Tanya Maslach
    OP
    Member since 2024 · 130 posts · 95 votes
    1y

    Yes @Allen Duan  - sending DM invite!  :-)

    0Reply
  • Jamie Banks
    Real Estate Consultant · Reston, VA · Member since 2022 · 513 posts · 521 votes
    1y

    Thanks for the tag! @Jonathan Greene

    The short answer is it will depend on a few things like the tools and listing platforms that you're using

    My current workflow involves many tools (including Monday.com, Baselane, and Furnished plus other listing platforms). Furnished Finder and the listing platforms as well as email are our lead generation tools and how we receive inquiries. From there, depending on the process, we direct them to the next step. I don't mean to be vague here but the next step depends on the platform. For example, I work with insurance relocation companies to house their clients who lost their house. My workflow is much more involved with these types of tenants and includes a tour and I'm screening the tenant and the business I'm working with. While, a reservation on Furnished Finder or Airbnb, for example, might be a bit more straightforward. 


    As someone who has experimented with multiple tools, I would recommend trying out the tools and your listing platforms first to see which ones you like best then deciding on the workflow

    1Reply
  • Tanya Maslach
    OP
    Member since 2024 · 130 posts · 95 votes
    1y

    Yep I suspected this as I already co-manage an LTR.   ;-)    I had a distinct sense the MTR workflow was going to be much more involved (depending on MY own involvement in it).

    Just trying to first learn from others on their:
    a. Chosen tools
    b. And if they found those tools helped them or not with the "jobs to be done" of their primary steps in the workflow (Find, Vet, Communicate & Manage (Leasing, acct mgmt, cleaning, etc), + Checkout)  for their purposes.

    Thanks @Jamie Banks

    0Reply
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