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