--- title: Training Plan --- # Comprehensive Training   ### Training Sessions Overview ##### BRM Verification Discussion  - Review Contract for purchased and optional modules  - Current/Future Folios - Manual entry or Data port?  - Advise whether using iLink or XML  - Get Credit Card Company credentials from client  - If client is using ACH - client to complete Nacha form with Bank   - Owners - Manual Entry or Data port?   - Properties - Manual Entry or Data port?  - Pictures -Manual Entry or Data port?  - Tenants/Guests - Manual Entry or Data port?   - Email Claiborne a list of users / emails for Constant Contact  - Enable Owner, Vendor, and Guest Portals  - What portals will the client be using i.e., HA, Airbnb, etc.  - Discuss Training Videos/Articles  - Create 3 folios per reservation type entering payments and checking the due rules show up according to the BRM  - Ensure that the vendors associated with the reservation types are entered and linked to the correct service, and make sure that a default has been selected.  - Create owner and vendor batches to confirm payout rules show up correctly.  - Discuss Vendor Payment Policy: Do you require current month income to pay vendors? Make sure the switches are set up accordingly.  - Make sure all reservation types have been created and or copied from the BRM  - Properties - Data entered and tested by client  - Pictures - Data entered and tested by client  - Set Client Time Difference (variance from Eastern Time)  - Discuss client cancellation policy, ascertain reservation types that it will apply to get WO in to have development to set up   ##### Training Session #1 -- Navigation in Barefoot  - Discuss SendGrid and outbound emails from Barefoot   - How to get around and use tabs  - How to set up users - user permissions and access controls   - Contacts and protection of owner data   - Set default email address   - Basic searches for property, folio, quote, owner, and tenant   - Verify trust account credentials (Company name, address, etc.)   - Overview of amenities in system   ##### Client Task 1A  - Open account with credit card and test   - Discuss web/online booking needs and expectations.  - Enable API  - Set up office logo and upload   - Client using travel insurance - review auto purchase  - Add your users to Barefoot  - Discuss & select Layout of property statements with client accounting team   ##### Client Task 1B (IF client is using iLink)  - Are you using iLink as an I-Frame or as a standalone page?  - Send in search criteria and optional services  - Send in Confirmation Letter and Terms & Conditions  - Test your iLink/Booking Engine - is layout good and everything correct?  - Verify the confirmation letter and terms & conditions are correct  - Verify that the credit card is charged correctly  - Purchase SSL for https secure bookings  - Review videos/articles for training session 2 ##### Training Session #2 -- Amenities in Barefoot  - Property amenity fields   - Owner amenity fields  - Tenant amenity fields  - Vendor amenity fields  - How to add, edit and remove amenity fields   - How us use amenities as search criteria   - Review new bed/bath configuration  ##### Client Tasks #2  - Set up custom amenity fields   - Set up important search amenity fields   - Review videos/articles for training session 3 ##### Training Session #3 -- Setting Up Owners, Co-Owners, and Properties  - Adding owners   - Adding co-owners   - Adding properties   - Property search   - Setting up pictures   - Setting up descriptions   - Property comments   - Mastering the property info page  - Property unavailability   ##### Client Tasks #3  - Add owners   - Add co-owners. Set co-owner percentage   - Add properties   - Add property pictures   - Add property descriptions   - Review videos/articles for training session 4 ##### Training Session #4 -- Global Set Up  - Catalog (the master setup) -applies to all properties   - Minimum day stay configuration/check in days   - Set owner and other reservation types that are excluded from min day and check in/out rule  - Source of business   - Folio stages   - Provisions   - Changing owners  - Book/Sale Page - number in party vs. adults/kids   ##### Client Tasks #4  - Set minimum day stay requirements   - Set check in day requirements   - Set source of business   - Set and write provisions   - Set folio stages  - Review videos/articles for training session 5 ##### Training Session #5 - Setting Up Services and Vendors  - Creating new services & setting pay-In and pay-out rules - the basics   - Setting up vendors   - Associating services to vendors   - Setting default vendors   ##### Client Tasks #5  - Add services   - Add vendors (Only if no data port necessary)  - Review service List - Add new services as needed & assign to vendors   - Review videos/articles for training session 6 ##### Training Session #6 - Barefoot Rate Tables  - Catalog vs property rate table - define your rent amount and other charges   - Price classes   - Understanding rates - date ranges & length of stay considerations  - Understanding range pricing   - Discuss rent crossing over periods   - Discuss reservations over 7 nights (CalPriceType setting). - Dynamic pricing.   ##### Client Tasks #6  - Enter pricing for all properties and services  - Enter owner fund requirements  - Review videos/articles for training session 7 ##### STOP! Set-up Checklist with PM and Key Players  - Are all owners and properties in the system?  - Does each property have amenities and data is 100% accurate?  - Are all pictures uploaded and accurate?  - Are all property descriptions entered?  - Are all property directions loaded?  - Are rates entered for all properties and 100% accurate?  - Does any property need to be adjusted on a per property basis?  - Have you set the owner fund (reserve fund) in the rate table?  ##### Training Session #7 - Folio Page Functionality  - Quote vs folio and how to create both   - Basics of the folio including editing   - Availability chart - Last night of occupancy as opposed to departure date   - Left panel vs right panel   - Extending a stay   - Discuss changing rates - to change pricing or leave as-is?   - Summary of charges   - The 3 recalc buttons   - Managing folio stages   ##### Training Session 7A -- Folio Process Continued  - Shuffle unit/change unit  - Adding a co-tenant   - Number of people/pets   - Folio comments   - Using internal comments   - Reminders - how to use reminders to help you and others remember tasks   - Service Mapping - understand the basic functions   - Review videos/articles for training session 8 ##### Training Session #8 -- How Money Flows Through Barefoot  - Understanding invoices and bills   - Understanding dates in the folio, both invoice and bill   - Understanding how critical dates are to the system   - Understanding rates - preset vs other services in "new charge" menu   - Editing invoices/bills   - Receiving payment  - Refunding a folio/guest  - Sending payment receipts   ##### Training Session 8A - Reservation type verification (Includes accounting on this call)  - Review all folios created by client on EVERY SINGLE REZTYPE, looking at all aspects of pricing, services, and due dates (both due IN and OUT)  - Add additional break-out calls as needed to review reservation types  ##### Client Task #8  - Client must create test folios for each reservation type with payments that mimic reservations already in the system.  - Review all folios created by client on every single reservation type, looking at all aspects of pricing, services, and due dates (both due in and out)  - Review videos/articles for training session 9 ##### CRITICAL! #9 - RESERVATION TYPE SIGN OFF and Accounting Review (Include Accounting on Call)  *Reservation type Sign Off*    - MUST COMPLETE BEFORE ANY ADDITIONAL TRAINING CAN OCCUR  - Make sure all reservation types are correct  - Make sure all services are in the appropriate reservation types and linked to parent services  - Ensure that the vendors associated with the reservation types are entered and linked to the correct service, and make sure that a default has been selected.  - Run initial test batches  - Review that the Due Rules for paying vendor without money in the property account (switch)  - Discuss pending cancel concept. If client does not want payout to owner, set config 678 with the correct reservation type ID  ##### Training Session #10 - Using Reports in Barefoot  - Folio Search - define your question   - How to find the data you seek  - Understanding the different reports   - Folio report   - The subset functions  - Emailing reports  - How to edit your search results columns - clean out columns you do not need   - Modify the report columns in at least one folio report  - Due now report  - Folio with balance report  - Arrival list  - Departure list   - Enhanced occupancy report   - Renaming reports  ##### Training Session #10A - Insurance Review  - Discuss adding the insurance button to auto-report nightly to insurance company. (Alert development team to auto report on fully funded policies and only for new folios created after date auto purchase is turned on)  - Adjust damage waiver report service ID and show report  - Adjust travel insurance report service ID and show report   - Test damage waiver report  - Test travel insurance report  - Review videos/article for training session 11 ##### Technical Break-out session for VRBO  - Discuss HomeAway/VRBO and get properties into API feed to begin integration process   ##### Technical Break-out session for Airbnb  - Discuss Airbnb and get properties into API feed to begin integration process  ##### Training Session #11 -- Daily Cash Management  - Deposit slips and creating them   - Daily cash report/payment transaction report   - Check bank transactions report for set up errors  - Folio auditing reports - No due date/Un-applied payment/payment mismatch  - Check folio auditing reports and clean up if necessary  - Tax reports  - Test tax reports  - Test cancellation policy  - Review videos/articles for training session 12 ##### Training Session #12 - Batch Management in Barefoot  - Understanding batch management   - Create initial batches for owner and vendor for month-end process  - Printing checks   - Create an ACH file to download  - How to email owner copy of their monthly statement   - Review videos/articles for training session 13 ##### Training Session #13 - Letter and Communication Tools in Barefoot  *Additional Work Sessions may be necessary.*    - Letters - basic overview  - How to create new/clone letters  - Different types of letters   - Set up check template   - How to create letter bundles   - How to use letters in folios and folio search results   - How to set up the auto email module  ##### eSignature Break-Out Session - PM to schedule  - Discussion about Barefoot's eSignature module and guest access  - Discussion about Barefoot folio-based texting  - Discussion about vendor access  ##### Training Session 13A - Barefoot Owner Access  - Discuss how you are going to communication this with your owners  - Understanding the admin side of owner access   ##### Client Tasks #13 - Letter and Communication Tools in Barefoot  - Identify the basic letters required to do business  - Create all Letters necessary for go live (able to use system to book reservations)  - Create all letter bundles necessary for go live (able to use system to book reservations)  - Create auto-email rules for various reservation types  - If necessary, order checks. Integrated Document Solutions. Melba Rice. Tel 1-800-999-0940, ask for Barefoot checks.  - Cancel test reservations/payments (Do not remove test reservations used in training session #12)  - Enter existing reservations/payments  - Review videos/articles for training session 14 ##### Training Session #14 - Housekeeping & Work Order Functionality in Barefoot  - Managers cleaning report  - Explain the clean/dirty status  - Using the WO system   - Review and edit WO stages  - Urgency and the full circle concept - WO ownership  - Automated service charges  - Discuss displaying vendor on property statement. Set "DisplayVendorNameinPropStmt" switch as needed.  - Review videos/articles for training session 15 ##### Training Session #15A - Accounting Team Audit Call / Check list  - Enter property opening balances  - Enter owner fund if applicable  - Enter all property payments (both paid in and out)  - Check for 100% accuracy  - CONFIRM; All duplicate owners and properties are inactive  - CONFIRM: All test folios are cancelled, removing payment on each one  ##### Training Session #15B - Accounting Team - Year-end reports  - Advanced accounting - bank transaction report   - Advanced accounting - deposit worksheet   - Advanced accounting - disbursement worksheet   - Advanced accounting - property ledger report   - Advanced accounting - trial balance report   - Advanced accounting - subsidiary ledger report   - Month end checklist ##### Training Session #15C - Accounting Team  - Initial bank reconciliation   ##### GOING LIVE!! To be signed off by PM  *At this point, the system should be ready to go!*    - All folio are in and payments received  - Properties are perfect - ready for the website  - Rules are all tested and approved  - Letters are all tested and approved  - Website and online search/booking is working well  - Owner balances and vendor balances are entered, and initial batches are done  ##### Formal Handover to Support  - Hand over client to support  - Review of support desk