Overview
Property Managers can now attach dedicated operational contacts to a rental and target each one in notifications — without them receiving communications meant only for the Property Manager.
This helps prevent operational staff (concierge, cleaning team, on-site manager) from being included in PM-only messages (for example, OTA financial reports).
What’s new
You can now assign 3 new rental contact roles in your rental's Contacts:
Concierge
Cleaning
On-site manager
Key rules and behavior:
- One contact per role, per rental
- Each role can be used in notification templates via dedicated variables (email + full name)
- If a role is not assigned, the variables resolve to blank
Why it matters
Previously, the only rental contact role usable in notification templates was Manager / General. As a workaround, many PMs stored operational contacts under this general role, which could cause those contacts to receive sensitive or irrelevant PM-only communications.
With dedicated roles, you can:
- Send the right information to the right operational person
- Keep PM-only communications restricted to PM recipients
How to set it up
1) Assign operational contacts on a rental
Open the relevant Rental
Go to the Contacts section
Add or select the contact you want to use
Set the contact role to one of:
Concierge
Cleaning
On-site manager
Repeat if needed for the other roles (remember: 1 contact max per role)
2) Use the new variables in notification templates
Each role has its own variables (email + full name):
Concierge
rental.concierge_contact_email
rental.concierge_contact_fullname
Cleaning
rental.cleaning_contact_email
rental.cleaning_contact_fullname
On-site manager
rental.on_site_manager_contact_email
rental.on_site_manager_contact_fullname
If no contact is assigned: the variables will be blank (empty). Plan your template recipients/logic accordingly.
Examples
Example 1 — Send check-in instructions to the concierge
Recipient email field:
rental.concierge_contact_email
Message greeting: “Hello
rental.concierge_contact_fullname
…”
Example 2 — Send housekeeping instructions to the cleaning contact
Recipient email field:
rental.cleaning_contact_email
Example 3 — Notify the on-site manager about an incident
Recipient email field:
rental.on_site_manager_contact_email
If you have been using the Manager / General contact role as a workaround to notify cleaning or on-site staff:
1- Move those people to the correct new role (Concierge / Cleaning / On-site manager)
2- Update notification templates to use the corresponding role variables
FAQ
Can I assign multiple contacts to the same role?
No. Each rental can have one contact per role.
What happens if I use a variable but no contact is assigned to that role?
The variable resolves to blank.
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