A Step-by-Step Guide to Urbandoor
Step 1: Your workflow begins as usual. Your client sends the new initiation to BGRS. Once received, you head to Urbandoor and click on the “quotes” tab.
Step 2: Next, hit the “new quote request” button.
Step 3: Then you’ll complete this Stay Request form.
FOR HOTEL REQUIREMENTS IN THE NEAR TERM, please source through your traditional channels until BGRS informs you otherwise.
PRO TIP: Get as much information from your client upfront before initiating the request to get the best results from providers.
Stay Name: This helps identify quote requests and stay for a specific client and assignee. Format to follow: “File Number - Company-Assignee Name - Location”. For example “XYZ555-Company A-Sally Smith-San Francisco”
Stay Location: You may enter a City, Neighborhood or specific address. If the resident would like to be in proximity to a certain location, such as a work address or school, enter that as a specific address in order to see options with specific miles to location
Stay Dates: Add the specific Arrival and Departure date for the stay.
Apartment Type: The number of bedrooms required by resident. You many receive options or quotes back on bedroom that exceed this amount that match the budget.
Min/Max Budget: Most importantly, max budget should be 5% less to accommodate for additional fees at checkout. While providers see this value, typically additional items such as Pet Fees, Parking or Housekeeping may exceed this value
Parking and Pets: Dictate if resident will be bringing pets or need parking. While these fees (if required) are typically predetermined for a property and provider, you will more easily see which options will support these needs. You are not required to book these additional items if requested for the quote.
Request Comments: Any and all questions or specific needs desired should be added to this section of the form. Providers can see these details and respond accordingly. Unit floor or layout, Furniture configurations, type or pets, child needs etc.
Step 4: Once there are an adequate number of options, you will get an email to review apartments on Urbandoor. That email will take you to the page shown. Here, you will see apartments that are bookable. These apartments are not being held, but are available and ready for purchase.
PRO TIP: Use the map to hone in on apartments by geography or scroll through to review summary cards.
Step 5: After reviewing the available options, select the apartments you'd like to share with the guest or client. There could also be apartments with pending quotes, as indicated by no "Book Now" button. Remember, apartments are not held during this time. Use your judgement as to whether you'd like to wait for more options or share for selection immediately.
PRO TIP: Click the checkbox on apartments you want to share with the guest or client. You may have to scroll down to hit the green "Share Offers" button.
Step 6: Fill out this form with the guest or client’s information and they will receive an email notification from Urbandoor to review the options you selected for them. They will not see options you don't select.
PRO TIP: Customize the message to your client with information you think they will find helpful to make their decision and determine if you’d like to share pricing info or not.
Step 7: The guest or client will get a system-generated email from Urbandoor with BGRS in the subject line letting them that you are sharing temporary housing options with them. They will click the button in the email to be taken to view their temporary living options. Here, they will see the note you've written to them and the apartment options you've selected.
Tip: Notice that pricing is not viewable to them.
Step 8: Like you, they can click on the property summary card to review property details. Click the video to see the experience.
PRO TIP: The top photo gallery is from the property management data feed. The sub-photo gallery are from apartment providers operating in the building.
Step 9: The guest or client will now select the option they like best. This will trigger a system-generated email to you, letting you know which option to book.
Step 10: Click on the Urbandoor email to be taken back to the Quotes page. Click the green button to be taken to the booking page.
Step 11: Complete the checkout form to purchase the stay.
Stay Name: This should be prefilled from the Stay Name submitted with the request. If for some reason it gets cleared, follow this format: “File Number - Company-Assignee Name - Location”. For example “XYZ555-Company A-Sally Smith-San Francisco”
Guest Info: Fill out the Resident’s Full Name and Email address. Phone number is optional, but helpful to have if there are issues that need to be addressed with the assignee before they provide their phone number. The person who you enter here will be the person who gets all the arrival and departure instructions for the apartment.
Additional Items (Add-ons): Housekeeping, Pets and Parking - These are optional but must be booked at this time if needed by the resident. If the client policy requires that the resident pays for these items, please note this in the booking comments
Payment method: Most bookings will be “Direct Bill” which will be billed to the client through BGRS Client Accounting. In some cases where the client corporate card will be charged, add that card here and select when booking
Booking Requests and Comments: Detail any and all needs of the resident for arrival or in-stay. If known, include arrival times. Include Pet details if bringing pets
Step 12: As you do today, once the booking is secured via Urbandoor, you will need to login to Novus and send a referral via the Temporary Living workflow to Urbandoor. The need to send a referral from BGRS’s system is for invoicing purposes. Please complete the referral with the necessary details. Any questions, contact Supply Chain Management at BGRS.
Bonus: View upcoming, current and past stays under the Stays tab.
PRO-TIP: You can live chat with an Urbandoor representative by clicking the icon in the lower right corner.