A Step-by-Step Guide to Urbandoor
Step 1: When you receive a requirement from a traveler or transferee, please login to Urbandoor and click on the “Quotes” tab at the top right hand corner of the screen.
Step 2: Next, hit the “new quote request” button.
Step 3: Then you’ll complete this Stay Request form.
PRO TIP: Get as much information from your transferee upfront before initiating the request to get the best results from providers.
Stay Name: This will help you easily identify and track quote requests. Most company agents will input employee name and file number, if relevant.
Stay Location: You may enter a City, Neighborhood or specific address. If the traveler/transferee would like to be in close proximity to a certain location, such as a work address or landmark, enter that specific address in order to see distance to that location with the quotes you receive.
Stay Dates: Add the specific Arrival and Departure date for the stay.
Apartment Type: The number of bedrooms desired by the traveler/transferee.
Parking and Pets: Dictate if the traveler/transferee will be bringing pets of or if they 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: Each time you receive a quote, you will be notified via email. 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. You can also monitor the status of your requests in your “Quotes” dashboard via the following link: https://www.urbandoor.com/requests/
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 traveler/transferee. 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 traveler/transferee. You may have to scroll down to hit the green "Share Offers" button.
Step 6: Fill out this form with the traveler’s/transferee’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 traveler/transferee and determine if you’d like to share pricing info or not.
Step 7: The traveler/transferee will get a system generated email from Urbandoor with your company name in the subject line letting them know 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.
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 traveler/transferee 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.
Guest Info: Fill out the traveler’s/transferee’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 traveler/transferee. The individual you enter here will be the individual who receives the arrival and departure instructions for the apartment.
Additional Items (Add-ons): Housekeeping, Pets and Parking. If company policy requires that the traveler/ transferee pays for these items, please note this in the booking comments.
Payment method: Please fill out credit card details for payment. If direct bill is required for any booking, please send a note to firstname.lastname@example.org with email@example.com cc’d and we will update the system to allow for this.
Booking Requests and Comments: Detail any and all needs of the transferee for arrival or in-stay. If known, include arrival times. Include Pet details if bringing pets.
Step 12: 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.