Welcome to Tokeet

Managing your vacation rental does not have to be overwhelming. At Tokeet we believe the secret to a well-run rental service is in the tools you use and we’ve built our application to make your life easier. This guide will help you get started using the Tokeet web application.

In this guide you will learn how to:

  • Register for Tokeet and create an account
  • Add and update your vacation rental information
  • Add users to your Tokeet account
  • Edit users in your Tokeet account
  • Create a new Guest
  • Create a new Inquiry
  • Create a new Invoice
  • Send a message to your Guest

If you have any questions that are not addressed in this guide, Tokeet offers a variety of valuable resources for you to get help. You can email support@tokeet.com or chat with us online from your account. Now, let’s get started.

Terms and nomenclature

Below is a list of words used throughout this guide along with their meaning.

Guest - A guest is anyone who has rented or will potentially rent one of your rentals.

Inquiry - An inquiry is an expression of interest in renting one of your rentals by a Guest.

Booking - A booking is an Inquiry that has been confirmed and paid, either in part or in whole.

Invoice - An invoice is a request for payment sent to a guest.

Property - A location available for booking.

What is Tokeet?

Tokeet is a web application that helps you manage your vacation rental property. Tokeet works by aggregating all of your inquiries into a simple and consistent format, regardless of the source of the inquiry. By using the unique Tokeet email address which is created for each rental entered into the system, you can ensure that all inquiries from your marketing channels get routed to your Tokeet account.

Registering for Tokeet/Creating an Account

The first thing you need to do is to register for a new Tokeet account.

  1. Go to http://register.tokeet.com/ and the Registration Wizard will walk you through the steps necessary to register.
  2. Enter a company name for your rental properties; the system will autofill a possible domain name based on your entry for the company. The domain will be used to send emails back and forth to your guests. (Note: The system will allow you to check if the domain is available when you click the Check Domain button.)
  3. Enter your personal email address.
  4. Enter and re-enter a password for the account.
  5. Click the Terms of Service checkbox, which enables the Create Account button.
  6. Click the Create Account button and that’s it! Your new Tokeet account has been created. You are now ready to enter your rental properties.
  7. Now click the right arrow to continue.

Adding and Maintaining Your Vacation Rental Information

Note: Required fields are marked by an asterisk (*). You must fill in the required fields before you can proceed.

Once you have successfully set up an account, the system prompts you to enter your first property. The Rental Settings screen is displayed.

  1. Enter a name for the property. The system will generate a unique email address for that property, based on the property name.
  2. Enter a phone number to be associated with the property.
  3. Select a color to distinguish this property from others throughout the application.
  4. Enter the street address, city, state, and country where the property is located.
  5. Click the Save button to save this record. The system will then displays the rental rate table where you may enter the rates for this property.
  6. Click the Click Here link to enter different rental rates. Enter a name for the seasonal period (for example, Summer) and the time this period includes (for example, June 1st to September 15th).
  7. Enter rates based on season, time of week, or length of stay. This can include nightly, weekend, weekly and monthly stays. (Note: You must enter at least one rate before you can save the record).
  8. Enter the minimum nights for a stay (if any) and also any fees for additional guests.
  9. Click the Save button to save this record.

Now that you have set up your first property and have an email address for your new property, you should to enter this email address into your marketing channels. Use your rental email address with Flipkey, Homeaway (VRBO), airbnb, your website, and regular email. Please refer to Setting Up Flipkey and VRBO to Route Inquiries to Tokeet for more information. You should also create website widgets to allow guests to submit inquiries from your website. Please refer to Using Website Widgets in the User Guide for more information.

Adding Users to Your Tokeet Account

Note: Required fields are marked by an asterisk (*). You must fill in the required fields before you can proceed.

  1. To add a new user to your account, click the Settings button on the navigation bar at the top of the Tokeet window.
  2. Select the User Settings option from the drop down menu. The Users window is displayed.
  3. Click the Add button to display the Add User dialog.
  4. Enter the information for the new user. This includes name, email address, phone number, country and role. Please refer to Roles in the User Guide for more information.
  5. Click the Save button to save this record, or the Cancel button to cancel it.

Editing Users in Your Tokeet Account

Note: Required fields are marked by an asterisk (*). You must fill in the required fields before you can proceed.

  1. To edit a user, click the Settings button on the navigation bar at the top of the Tokeet window.
  2. Select the User Settings option from the drop down menu. The Users window is displayed.
  3. Click the Edit icon in the Edit column beside the user you wish to edit.
  4. Select Edit from the drop down menu. The Edit Users window is displayed.
  5. Enter the updated information for the existing user.
  6. Click the Save button to save this record, or the Cancel button to cancel it.

Creating a New Guest

Note: Required fields are marked by an asterisk (*). You must fill in the required fields before you can proceed.

  1. To create a new guest, click the Guests button on the Navigation Bar on the left side of the window. The Guests & Other Contacts window is displayed.
  2. Click the Add button to display the Add Guest dialog.
  3. Enter the information for the new guest. This includes name, email address, phone number, city, and country. You can also enter any information in the Notes section.
  4. Click the Save button to save this record, or the Cancel button to cancel it.

Creating a New Inquiry

Note: Required fields are marked by an asterisk (*). You must fill in the required fields before you can proceed.

  1. To create a new inquiry, click the Inquiries button on the Navigation Bar on the left side of the window. The Create Inquiry window is displayed.
  2. Click the Add button to display the Add Guest dialog.
  3. Enter the information in the Guest Details section and in the Charges Details section.
  4. Click the Save button to save this record, or the Cancel button to cancel it.

Creating a New Invoice

  1. To create a new invoice, click the Bookings button on the Navigation Bar on the left side of the window. The Rental Bookings window is displayed.
  2. Click on the booking for which you wish to create an invoice.
  3. When the next window is displayed, scroll down to the Billing & Payments section.
  4. Click the Create Invoice button. The Billing Detail window is displayed with the invoice information and a status of Unsent.
  5. Click the Save button to save the invoice.
  6. Click the Send button to email the invoice to the guest.
  7. Click the Print button to print the invoice.
  8. Click the Mark As button to select a status of Paid, Unpaid or Canceled.

Sending a Message to Your Guest

  1. To send an email to a guest, go to the Navigation Bar on the left side of the window.
  2. Click either the Inquiries button or the Bookings button.
  3. Select an inquiry or booking from the list.
  4. Click the New Message button in the Messages section. The Add Message window is displayed.
  5. Enter the email text, or select a template by clicking Select template.. and selecting one of the existing templates.
  6. You can also include your quote by checking the Add Quote option.
  7. Attach any pertinent files and click the Send button to send the email.

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