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Must Have Basic Daily Systems

Daily Report Template

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🌟 Why Daily Systems Matter

In STR operations, small things done consistently prevent big problems later. Daily systems:

Keep your guests happy (fast responses, no missed details).

Keep your vendors accountable (WOs and cleans don’t slip through).

Keep you in control (without being glued to your phone).

👉 These are the baseline workflows your VA should run every single day.

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✅ The 5 Must-Have Daily Systems

1. Guest Messaging Check

When: Start, middle, and end of shift.

How:

Review unread guest messages in PMS.

Reply using approved templates (pre-check-in, in-stay issues, checkout).

Escalate issues outside SOPs.

Why: Keeps Airbnb/OTA response rate high and guest experience consistent.

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2. Reservation Dashboard Review

When: Start of shift.

How:

Check today’s check-ins & check-outs.

Verify tomorrow’s arrivals (confirm guest info + lock codes).

Tag reservations with the correct status in PMS.

Why: Prevents last-minute surprises.

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3. Work Order & Vendor Follow-Up

When: Once per day.

How:

Review new WOs in Operto (or task manager).

Approve under-threshold WOs, escalate if needed.

Check vendor status on open jobs.

Why: Ensures maintenance issues don’t drag on or fall through.

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4. Daily Report Submission

When: End of shift.

How: VA sends a summary via Slack/email/Task Manager:

Guest messages handled

Any unresolved issues

Completed tasks

Red flags for owner review

Why: Creates accountability and keeps you informed at a glance.

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5. Review & Reputation Management

When: Daily (usually end of shift).

How:

Check new guest reviews.

Respond using review response templates.

Escalate negative reviews for owner input.

Why: Protects rankings and builds trust with future guests.

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Daily Systems Checklist

Daily Systems Checklist

System

Who Owns It

Frequency

Deliverable

Status

Notes

Guest Messaging Check

All messages answered <15 min

Reservation Dashboard

Check-in/out list updated

Work Order Follow-Up

WO status updated

Daily Report Submission

Report in Slack

Review Responses

All reviews responded

There are no rows in this table

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💡 Student Instruction: Add this table to your own Coda hub. Have your VA check off daily tasks. Review weekly to ensure consistency.

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