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Short stays: nightly rates, reservations and guest lists

Let serviced apartments and holiday homes by the night next to your long leases. You get nightly rates with seasons, reservations with guest lists, house rules and a guide, cancellation policies, and guest messages.

PLANSScale only

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Why it matters

Many landlords let some units by the year and others by the night. Think of a serviced floor, a few holiday homes, or furnished flats between tenants. They run a second system for the nightly units. A unit can be let twice, and the owner's figures come from two places. In SmartMy Lease the same unit, owner and accounts serve both. A unit marked Let by the Night gets nightly prices, reservations, a cancellation policy, a door code and cleaning after each check-out. The rest of the building carries on with leases.

The problem it solves

Nightly units are run in a separate system, so a unit can be let twice and the owner's figures never match.
Prices for weekends, holidays and long stays are kept in someone's head.
Guest documents are photographed on a phone and lost, when the law asks you to keep them.
Refunds on cancellation are argued case by case, because the policy was never written down.

How it works

On a unit, open the Short Stay tab and tick Let by the Night. Add the most guests, beds, holiday home permit, cancellation policy, house rules and guest guide.
Give the unit's class a nightly rate plan in Rentals > Configuration > Prices > Rate Plans. It holds night, weekday and season prices, stay discounts, stay lengths, arrival days and check-in times.
Take a reservation in Lease > Short Stay > Reservations: guest, stay unit, arrival, departure, adults, children, booked through and the channel's reference.
Add each guest on the Guest List tab with nationality, document and a scan. Press Confirm: the price comes from the nightly plan and the stay rules are checked.
The guest is told by email and in the app. The stay gets a door code, and the guest gets the arrival message the day before.
Check In on the day, on the web or in the Staff app. Check Out ends the stay and makes the cleaning job.
Cancel Booking before arrival works out the refund of the policy and keeps the fee on the reservation.

Everything it does

Stay units

Let by the Night, Most Guests (2 to start with), Beds, Holiday Home Permit, Cancellation Policy, House Rules, Guest Guide
A unit can be let by the night and still be shown on the unit board with your other units

Nightly prices

Night price, prices per weekday
Date prices for seasons and events: a night price, a share of the base price, a shortest stay, or closed
Stay discounts from a number of nights (7 to start with)
Shortest stay (1 night to start with) and longest stay; arrival and departure days
Check-in from 15:00 and check-out by 11:00 to start with

Reservations

Booked Through: Direct, Airbnb, Booking.com, Vrbo, Expedia, Walk-in, Phone / Email, Other; with the channel's reference
Arrival, departure, nights, adults, children, arriving at, special requests
Guest List: name, nationality, document kind and number, birth date, child, a copy of the document
Filters Arriving Today, Leaving Today, In House, Upcoming; a calendar of each unit's stays

Cancellation policies

Flexible: full refund up to 1 day before arrival
Moderate: full refund up to 5 days before, half up to 1 day before
Strict: half refund up to 7 days before, nothing after
Your own policies with rules by days before arrival and a text for guests
Cancel Booking keeps the refund % and the cancellation fee on the reservation; the fee is billed from the reservation if you need to

Country packs

UAE: Tourism Dirham per bedroom and night, and the holiday home permit needed before a stay is confirmed
India: a to-do to file Form C for foreign guests within 24 hours of check-in

Measures

Lease > Reporting > Operations and Leasing > Short Stay Measures: occupancy, ADR, RevPAR and the direct share by property (see Nightly price hints)

Who uses it

Front desk or reservationsTakes and confirms reservations, checks guests in and out.

Lease ManagerSets nightly plans, date prices and cancellation policies.

GuestGets the messages and sees the stay, guide, house rules and door code in the app.

HousekeepingCleans after each check-out (see Cleaning after check-out).

Where you use it

Web: Lease > Short Stay > Reservations; the unit's Short Stay tab; Lease > Configuration > Short Stay and Co-working > Cancellation Policies
The SmartMy Lease Staff app: stays with the guest count and arrival time, check-in and check-out. (Built and in testing, not in the app stores yet)
The SmartMy Lease app for guests: Renting > stays, with the guide, house rules, check-in time and door code. (Built and in testing, not in the app stores yet)
Not taken online by itself: the direct booking page sends requests for you to confirm

What you control

Settings

Most Guests: 2 to start with
Check-in from 15:00, check-out by 11:00: per nightly plan
Cancellation policies: Flexible, Moderate and Strict to start with
Shortest stay: 1 night to start with

Notifications

Stay Confirmed: to the guest when you confirm, by email and in the app
Your Arrival Tomorrow: to the guest the day before, with the address, the door code and the guest guide, by email and in the app
Check-out Today: to the guest on the day of departure, by email and in the app
Thank You for Staying: to the guest the day after departure, by email and in the app
Each guest can switch off the email for themselves; in-app notices always arrive

Questions

Can one building have both leases and nightly stays?

Yes. A unit is let by the night only when you tick Let by the Night. The others carry on with leases, with the same owners and accounts.

Where do the prices come from?

From the nightly rate plan of the unit's class: night price, weekday prices, date prices and stay discounts. The reservation is priced when you confirm it.

Is the cancellation fee billed by itself?

No. Cancel Booking works out the refund % of the policy and keeps the fee on the reservation. Bill it from the reservation if you need to.

Do guests get the door code?

Yes. The confirmed stay gets a code for its dates, sent the day before arrival by email and shown in the guest's app.

Can I connect Airbnb and Booking.com?

By iCal calendars, read every 30 minutes, so their bookings block your units and yours block theirs. Direct connections to those sites are not built.

Which plan has it?

Scale.

Related features

SHORT STAYAirbnb and Booking.com calendars through iCalLink each stay unit to the calendars of the booking sites you use. Their bookings are read every 30 minutes and block the unit here. Each site gets a calendar of your bookings and blocks, so a night sold anywhere closes everywhere.SHORT STAYDirect booking page for short staysEach stay unit can have its own booking page to share on your website or social pages. Guests pick dates, see the price and send a request. It arrives as a reservation for you to confirm, with no channel commission.SHORT STAYCleaning jobs after each check-out, with linen and amenitiesEvery check-out makes a cleaning job for the unit with its checklist, due by the next arrival. The unit shows Not Ready until the cleaner ticks every step and adds the photos asked for; issues found become repair requests.SHORT STAYDoor code per stayA confirmed stay gets its own six-digit door code for its dates. The guest gets it the day before arrival and sees it in the app. It ends with the stay's dates, or when the booking is cancelled.SHORT STAYNightly price hints, occupancy, ADR and RevPAREach day SmartMy Lease looks at the next 60 nights of your stay units. It suggests lowering slow nights, raising busy ones and cutting short gaps between bookings. Short Stay Measures show occupancy, ADR, RevPAR and the direct share by property.COUNTRY PACKSCountry packs: UAE, UK, India, AustraliaPacks for the UAE, the UK, India and Australia load local deposit schemes and certificate types. They add checks such as the RERA rent increase limit, the UK deposit caps and Form C for foreign guests. Every legal point is a draft for your local adviser to confirm.

See your buildings on it.

Tell us how many properties and units you have, whether you let your own or manage for owners, and how rent is paid today. We will set up your portfolio with you on SmartMy Lease.

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