How To Process an Airbnb Reservation

Learn how to transfer reservation details from your Outlook emails into the WebRezPro PMS system. This guide simplifies the process of updating guest bookings and payment information to keep your records accurate.

Cona Vacation Getaways
46 steps
20 minutes

Microsoft Outlook

Scribe for Windows

Google Chrome

Webrez

Airbnb

We get an email notification when a new booking comes in from Airbnb and reservation clerks personally will also get a notification in your Airbnb app as a co-host.

Within 5 minutes of booking the guest receives an automated email asking for their email address.

If after a couple days, the guest doesn't supply their email address. Send them a message to nudge them.

It is good to set up the pre-templated nudge as an "Interaction"

Click "Hello Abbie,This is just a friendly reminder that we are still waiting for your email address. We host many units across multiple platforms and ..." Jump to the section to Clear the Alarm. Airbnb produces two alarms for every booking. We clear one of them when we've sent a reminder just to signal other reservations clerks that we've done what we can to process the booking but are waiting on the guest. We leave the second alarm to remind us to keep on the guest in the Airbnb messages until they send us their email address and only clear it once they have been send the confirmation email.

When we receive the guest's email address we can continue with the remaining tasks to process the Airbnb booking.

Ctrl+C. Copy the guest's email address from the email or the message on Airbnb.

Reservation Lookup

Click the Search icon

Search for the reservation.

Edit the matching reservation from the search results

"Edit Booking Details"

Update Reservation

Paste the email address you copied from Airbnb for the guest into the Email field.

Click Modify Reservation

Close the reservation summary

Airbnb Review

If you aren't already logged into Airbnb, Open Airbnb and log in.

Click "Switch to hosting"

Go to "Messages"

Open the reservation conversation

Open the reservation's earnings details

Note the total value of the reservation on Airbnb. Now compare that with how it came through in WRP. Go back to your tab "WebRezPro PMS"

In this case it matches "Balance $1252.13". However, say this showed $1252.10. Airbnb and WRP often have slight differences due to rounding errors to correct.

Click "Add charge"

Select the "Cash Over/Short" option.

Put in the 3 cents to bring the total up to match Airbnb. If Airbnb were cheaper than WRP you'll need to add a minus sign to add a negative charge.

Click "Apply". You totals should now match. Double check.

Confirm the Booking

Open the reservation actions menu and choose Email

Click "Email"

Select Confirmation - Airbnb from the Template menu

Click "Apply" and the email you are about to send will open.

Click "Apply" again to send the email.

Close the receipt-sent confirmation

Guest Message

Because the guest didn't book on the WRP Booking Engine, there is a good chance that the email we just sent hit their spam folder. Go back to your "Messages • Airbnb" tab.

Open Quick replies

Choose the Quick reply that you've set up in your account to inform the guest that we've just sent them a confirmation email via the reservation management software.

Send the Airbnb message

Clear the Alarms

You will have 1 or 2 alarms to clear at this stage depending on whether or not we had to send reminders to the guest to give us their email address. (Recall that the first alarm will get turned off after sending a reminder message, if a reminder was needed). Click "Calendars"

Click "5. Alarms"

Find the alarm(s). "12:57 PM Abbie DodsGDS Airbnb: New reservationHMEYDRWTMH Abbie Dods E | V". They populate on the day the booking was made so you may have to go back in time.

Click "E"

Click "Alarm Status"

Click "On"

Click "Off"

Click "Apply" and repeat the Clear the Alarms section if there is a second alarm for this same booking.

File Email

Go back to outlook inbox.

Click "Select a conversation"

Delete the email. When it comes to Airbnb or VRBO messages that are duplicated in the platform accounts, we don't file the outlook email because it is so much easier to find and reference on the platform if we ever had to refer back to it, and deleting reduces email clutter.