Dear Rental Agencies,
This document’s goal is to leave no open questions on how to use One Calendar.
One Calendar was created for property owners and rental agencies who already collaborate as a one-stop solution to simplify, enhance and primarily save time on their rental activities.
The principal idea is based upon connecting properties with agencies, rather than people with agencies.
The advantage of One Calendar lies in its concise, carefully thought out and well-arranged layout.
We believe that concentrating on the basics – by keeping oversight at all times – is a great advantage in our time intense field of rental activities.
The main goal of One Calendar is to combine professional effectiveness with simplicity to result in time efficiency for all Users – not to just provide a single platform for your rental activities.
The beauty of One Calendar: The power of simplicity translating into efficiency!
Advantage: One Calendar Users!
Signing up to One Calendar:
On the home page, click on "Rental Agencies" to open your account.
Sign up is done in one simple self-explanatory step.
Simply enter the name of your agency, a contact person, an email and you are done!
Your activity on One Calendar starts as of the time the property owners connect their properties to your agency once you have signed up to One Calendar. Communicating this transition to the property owners you already collaborate with – to the ones using One Calendar, of course – will be the one task that is up to you. Leave the rest to One Calendar.
The top bar on all pages remains fixed at all times to give you access to your 6 personal action items.
Following the principle of simplicity they are all self-explanatory.
a.) Select property: Select one of the properties which has been connected to your agency by a One Calendar property owner. A snapshot of the most relevant items for that property is then displayed for your convenience. You may now review the property and/or update options and bookings, write emails to the owner of the property etc.
b.) My Dashboard: Snapshot of your latest activities as well as the latest activities of the properties connected to your agency conveniently displayed on one page. You may even search for a particular activity by using the three filters on the page: Filter by property by period and/or by agency.
c.) Mail Box: Exchange emails with property owners you are working with. Your One Calendar email contact list will consist only of the properties owners you are connected with, you will not find other property owners in the system who you are not connected to your agency.
d.) Your Agency Name: Update your agency profile. E.g. when you have a new phone number, a new colleague, new email addresses, new website. Also, here you may set the frequency of the automatic email alerts you receive from One Calendar.
e.) Sign out: You are actually welcome to sign-out once in a while. In case you would like One Calendar to sign-out automatically after a period of inactivity, well, that is already the case.
f.) Help: One Calendar Users do not need help! We promise! At the very least that is the main goal of One Calendar!
Whenever you log in you first reach "My Dashboard" which conveniently displays a snapshot of your latest activities as well as the latest activities of the properties connected to your agency on one page. Selecting a property from the top bar of the page - "Select a property"- leads to a single, well-arranged and neat snapshot page of that property. Now you can access the 6 Tabs which are the standard for all properties you work with. All of these tabs were created to be self-explanatory.
a.) Tab 1: House Info
The tab 'House Info' consists of three top to bottom folders:
1. The home profile:
The most relevant information regarding the property has been noted down here by the property owners. E.g. the commission rate you receive, address of the property etc.
View and/or download the photos of properties uploaded by the property owner. Updated photos of the properties can be found here so that your agency's website is also always updated.
View or download the documents the property owner has uploaded. E.g. the House Rules, Menus, Road directions etc.
b.) Tab 2: Diary
The Diary of each property is intended as a general communication and update tool between properties and connected agencies. In contrast to your mail box with which you may exchange any information in detail with the properties you are connected to, the diary is an one-way communication tool from the property to the agencies. I.e. messages from the diary are read-only for the agencies. E.g.: "A new swimming pool is being built as of November and will be ready for use as of May." To summarize, this communication tool centralizes the properties information and updates in one place and thus creates efficiency!
c.) Tab 3: Calendar
The calendar provides you with an immediate 12 month overview of the rental situation of any selected property for the past 4 months and the following 8 months so that you have a 12 month stretch right in front of your eyes.
The color codes – two shades of red and two shades of blue – allow for a clear visual overview.
Red shows bookings and options created by your agency.
Blue shows bookings and options created by the property owner and/or other agencies connected to this property.
Simply by clicking the starting date of a rental you can either enter an option or a booking along with the most critical information you need to add – details can be added immediately or later.
The new option or booking will then be visible instantaneously on the calendar. Naturally, it will be visible to you and the property owner at the same time – that is the main idea of One Calendar!
Furthermore, options can be converted into bookings by clicking on an optioned date and editing it by clicking 'convert to booking' at the bottom of the page.
All of these activities are automatically conveyed to your and the property owner's Dashboard so that there no longer is a need to update manually. Why make it any more complicated than it needs to be?
d.) Tab 4: Rates
You want to double-check the gross rates and net rates of a property? Look no further! You may also download these rates in an excel spreadsheet by clicking on the download button.
e.) Tab 5: Reservations
The tab 'Reservations' consists of two top to bottom folders: The Options and the Bookings folders.
View all options placed on this property by your agency, the property owner and/or other agencies on one neat page.
Click 'Add an Option' to create an option on this property by entering dates and other details. The One Calendar system will automatically calculate the net rate of this potential booking, meaning the price you will have to pay to the owner. Furthermore, you may edit the options which had already been created by clicking the pencil button on the right. E.g. add more details to the option like the composition of the arriving party. Last, but certainly not least, just click on the pencil, then scroll down and hit the 'Convert to Booking' button. Hence, it takes only two clicks to convert an option into a booking!
View all bookings placed on this property by your agency, the property owner and/or other agencies on one neat page
Just as in 'Options' above, just click 'Add a Booking' to create a new booking on this property by entering dates and other details. The One Calendar system will automatically calculate the net rate of this booking, meaning the price you will have to pay to the owner Furthermore, you may edit the bookings which had already been created by clicking the pencil button on the right. E.g. add details like the composition of the arriving party. Also, once you inform the property owner that you have received the deposit, the owner will enter the amount you received for this booking and you will see the balance automatically!
f.) Tab 6: Agencies
Displayed is the list of rental agencies which have been connected to this property by the property owner.
Hence, you will be aware of being either the exclusive agency for this property or whether there are also other rental agencies involved with this property.!
Although we have tried and tested all of the functions of One Calendar extensively, we do know that the best ideas for the improvement of One Calendar will certainly come from You, the User.
We would therefore appreciate it highly if you would share your thoughts and constructive criticism with us so that we may provide the best experience possible when using One Calendar.
Thank you for your attention.
Your One Calendar Team.
If you need any assistance write an email to firstname.lastname@example.org