How do I notify my owners about the Owners Portal
Introduction
The owner portal is an exclusive feature available to all our clients with the 'Agency' and 'Agency PRO' version of iPRO. Serving as a central hub, it empowers owners to efficiently manage various aspects of their property.
With the owner portal, your owners can:
- Update their Calendar
- View their Bookings
- View Booking Information
- Export Guest Data
- Download Owner Statements
- Update their Profile
To upgrade iPRO to Agency or Agency PRO, please email support@ipro-software.com requesting your upgrade
Step 1: Allowing Access to the Owner Portal
To grant access to the Owner Portal for specific owners, follow these steps:
- Navigate to the 'Contacts' section.
- Search for the owner whose access you want to enable.
- In the 'Login Details' section of the owner's contact screen, ensure that the 'Login Activated' option is set to 'Yes'.
- You will be prompted to enter a password. For security, it's recommended to use the surname and postcode. Please note that while this information is required, it remains confidential and is not visible to anyone else.
- Click 'Save'
By completing these steps, you'll allow the specified owner to access the Owner Portal.
Step 2: Create your 'Welcome' email
In this step, we'll provide you with an example email template that you can send to your property owners, inviting them to access their owner portal. This email will serve as a warm welcome and guide them through the process of getting started with the portal.
Here is an example email template you can use to notify your owners of your new owners portal
Subject: Welcome to Your Owner Portal!
Dear {firstName},
We're excited to introduce you to your very own Owner Portal. This portal serves as a central hub for managing your property and accessing key information related to your bookings.
With your Owner Portal, you'll have the power to:
- Update your Calendar
- View your Bookings
- Access Booking Information
- Export Guest Data
- Download Owner Statements
- Update your Profile
Getting started is easy! Simply follow the steps below:
- Login: Visit Owner Portal] and enter your email address, you will receive an email, please click the link and choose your secure password. Your email address is your username.
- Explore: Take some time to familiarise yourself with the various features and functionalities available in your Owner Portal. Read our guide: The Owner's Portal Support Hub
- Update: Make sure to keep your calendar, profile, and other information up to date to ensure smooth management of your property.
We're committed to providing you with the tools and support you need to succeed as a property owner. If you have any questions or need assistance at any point, don't hesitate to reach out to our dedicated support team.
Thank you for choosing [Add your company name here] as your property manager.
We look forward to supporting you on your property management journey!
Best regards,
{signature}
Step 3: Download Owner Portal HUB PDFs
If you wish to download a PDF version of the 'Owner Portal Support Hub,' you can download each guide and save it as a PDF.
Step 4: Adding Your Email to iPRO
To include the 'Welcome' email in iPRO, follow these steps:
- Navigate to the iPRO CMS.
- Go to Online Booking Settings > Email Settings > Campaign Emails.
- If it doesn't already exist, create a folder called 'Owners'.
- Within the 'Owners' folder, create a new email named 'Welcome'.
- Copy and paste the provided HTML code into the source code view of the email.
- Edit the email content as needed to personalise it for your owners.
<p dir="ltr">Dear {OwnerFirstName},</p>
<p>
<br>
</p>
<p dir="ltr">We're excited to introduce you to your very own Owner Portal. This portal serves as a central hub for managing your property and accessing key information related to your bookings.</p>
<p>
<br>
</p>
<p><strong>With your Owner Portal, you'll have the power to:</strong></p>
<p>
<br>
</p>
<ol>
<li>Update your Calendar</li>
<li>View your Bookings</li>
<li>Access Booking Information</li>
<li>Export Guest Data</li>
<li>Download Owner Statements</li>
<li>Update your Profile</li>
</ol>
<p>
<br>
</p>
<p><strong>Getting started is easy! Simply follow the steps below:</strong></p>
<p>
<br>
</p>
<ol>
<li dir="ltr"><strong>Login</strong>: Visit {ownerPortal} and login using your credentials. If you haven't set up your account yet, please contact our support team for assistance.</li>
<li dir="ltr"><strong dir="ltr">Explore</strong>: Take some time to familiarise yourself with the various features and functionalities available in your Owner Portal. <a href="https://support.ipro-software.com/support/solutions/folders/4000039694" rel="noreferrer" target="_blank">Read our guide: The Owner's Portal Support Hub</a></li>
<li><strong>Update</strong>: Make sure to keep your calendar, profile, and other information up to date to ensure smooth management of your property.</li>
</ol>
<p>
<br>
</p>
<p>We're committed to providing you with the tools and support you need to succeed as a property owner. If you have any questions or need assistance at any point, don't hesitate to reach out to our dedicated support team.</p>
<p>
<br>
</p>
<p dir="ltr">Thank you for choosing [Enter your company name] as your property manager.</p>
<p dir="ltr">
<br>
</p>
<p dir="ltr">We look forward to supporting you on your property management journey!</p>
<p>
<br>
</p>
<p>Best regards,</p>
<p>
<br>
</p>Step 5: Sending Your Welcome Email
To send the 'Welcome' email in iPRO, follow these steps:
- Navigate to Reports > Marketing.
- Filter the report by contact type 'Owner'.
- Click the 'Contacts' tab.
- Select the owners whom you wish to invite to use the owner portal.
- Once selected, a green button labeled 'Send Email' will appear.
- Confirm your selection by clicking 'Yes' when prompted.
- Verify the number of records selected at the top of the email. If correct, proceed.
- Choose the template 'Welcome' from the owners folder.
- Click 'Send'.
- Upon successful sending, you'll receive a message indicating 'Sent emails successfully', and the modal will close.
By following these steps, you'll ensure that your owners receive the 'Welcome' email and are invited to access their Owner Portal.
Troubleshooting Guide
If you encounter issues accessing the Owner Portal, follow these steps to troubleshoot:
1. Activate Owner Login:
- Ensure that the owner login option is activated for the specific owner. Navigate to the 'Contacts' section, locate the owner's contact record, and verify that the 'Login Activated' option is set to 'Yes'.
2. Check for Duplicate Contact Records:
- Ensure that there are no duplicate contact records with the same email address. Each email address should be unique to prevent conflicts in the system.
3. Verify Password Entry:
- Double-check that you've entered the password correctly, ensuring there are no unintentional spaces or caps lock mistakes.
4. Clear Browser Data:
- If the issue persists, it may be due to the browser saving the old password. Clearing your browsing data can resolve this:
- For desktop browsers: Go to your browser’s settings, find the 'Privacy' or 'History' section, and select the option to 'Clear Browsing Data' or 'Clear Cache and Cookies'. Ensure to remove data specifically for our website by entering the site’s URL ([your-website-url]).
- For mobile devices: Access the settings app, navigate to your browser’s settings, and choose to clear your history or cache. Look for options to clear data specifically for our website by entering [your-website-url].
By following these troubleshooting steps, you should be able to resolve any issues accessing the Owner Portal efficiently.
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