Communication of guest damage reports to team

Purpose

1.1. The purpose of this automated flow is to automatically communicate guest damage reports from holiday rental properties to the appropriate housekeeping and maintenance teams, ensuring rapid response, accurate record-keeping, and improved operational efficiency.
1.2. This automation eliminates manual errors, automates escalation, maintains a digital log, and automates follow-ups on unresolved incidents for professional vacation rental operations.

Trigger Conditions

2.1. Submission of a guest damage report via form (web/mobile app).
2.2. Detection of a damage incident in property management software.
2.3. An incoming email from a guest or concierge reporting damage.
2.4. Automatedly flagged issues from IoT sensors (e.g., water leak detection).
2.5. Scheduled housekeeping checklist tick-box indicating discovered damage.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Use Twilio Messages API; configure to send automated SMS with incident details to maintenance teams.
• Sample: POST to /Messages with dynamic template and team phone numbers.

3.2. SendGrid Email
• Feature/Setting: Automate email dispatch via SendGrid Mail Send API; set subject as "Urgent Guest Damage Report."
• Sample: POST to /mail/send with JSON body including attachment of report.

3.3. Slack
• Feature/Setting: Configure Slack Incoming Webhooks; automate posting alerts to #housekeeping-alerts channel.
• Sample: POST to webhook with custom JSON.

3.4. Microsoft Teams
• Feature/Setting: Use Teams Connector; automate message cards posted to Housekeeping group.
• Sample: Adaptive card action configured with dynamic merge fields.

3.5. WhatsApp Business API
• Feature/Setting: Automate WhatsApp template messages to maintenance manager.
• Sample: POST to /messages with template parameters.

3.6. Zendesk
• Feature/Setting: Automate ticket creation via Zendesk Tickets API with category "Damage Report.”
• Sample: POST to /api/v2/tickets.

3.7. Freshdesk
• Feature/Setting: Auto-create a support ticket via Freshdesk API.
• Sample: POST to /helpdesk/tickets with prefilled subject and incident details.

3.8. Asana
• Feature/Setting: Use Asana Tasks API to automate new task assignment labeled “Urgent: Property Damage.”
• Sample: POST to /tasks with project and assignee.

3.9. Trello
• Feature/Setting: Automate card creation in “Damage Reports” list via Trello REST API.
• Sample: POST to /1/cards.

3.10. Jira Service Management
• Feature/Setting: Automate issue creation with type “Incident” via Jira REST API.
• Sample: POST to /rest/api/3/issue.

3.11. Monday.com
• Feature/Setting: GraphQL mutation to automate item creation in “Maintenance Issues” board.
• Sample: mutation { create_item(board_id:..., item_name:...) }

3.12. Notion
• Feature/Setting: Automate page or database row creation with report details via Notion API.
• Sample: POST to /v1/pages or /v1/database.

3.13. Salesforce Service Cloud
• Feature/Setting: Automate new case creation with API for issue tracking.
• Sample: POST to /services/data/vXX.X/sobjects/Case.

3.14. Google Chat
• Feature/Setting: Automatedly post message to a space using Google Chat API.
• Sample: POST to /v1/spaces/messages.

3.15. PagerDuty
• Feature/Setting: Automate incident trigger with Events API v2 for urgent reports.
• Sample: POST to /v2/enqueue.

3.16. HubSpot Service
• Feature/Setting: Automate ticket creation through HubSpot Tickets API.
• Sample: POST to /crm/v3/objects/tickets.

3.17. Basecamp
• Feature/Setting: Automate To-do creation with API.
• Sample: POST to /buckets/{bucket_id}/todosets/{todoset_id}/todos.

3.18. Mailgun
• Feature/Setting: Automate scheduled/triggered email to specific recipients.
• Sample: POST to /v3/{domain}/messages.

3.19. ServiceNow
• Feature/Setting: Automate incident record via ServiceNow Table API.
• Sample: POST to /api/now/table/incident.

3.20. Zoho Desk
• Feature/Setting: Create ticket in Zoho Desk via Tickets API upon new report.
• Sample: POST to /api/v1/tickets.

3.21. Airtable
• Feature/Setting: Automate damage logs in Airtable base via REST API.
• Sample: POST to /v0/{baseId}/{tableName}.

3.22. ClickUp
• Feature/Setting: Automate task creation with ClickUp Tasks API for action tracking.
• Sample: POST to /api/v2/list/{list_id}/task.

3.23. Pushover
• Feature/Setting: Automate push notification via Pushover Messages API.
• Sample: POST to /1/messages.json.

3.24. Intercom
• Feature/Setting: Automate conversation creation for support via Intercom API.
• Sample: POST to /conversations.

3.25. Mattermost
• Feature/Setting: Automategy send alert messages to specified channels via Webhook.
• Sample: POST to /hooks/{webhook_id}.

Benefits

4.1. Automates rapid dissemination of damage incidents to all stakeholders, ensuring instant awareness.
4.2. Reduces manual work, ensuring fully automated record logging and removal of human bottlenecks.
4.3. Increases accountability by automatedly assigning and tracking follow-ups.
4.4. Enhances guest satisfaction by demonstrating proactive, automated response to damages.
4.5. Drives operational efficiency through seamless workflow automation and documentation.
4.6. Automator minimizes delays and improves communication transparency across teams.
4.7. Automation enables customized escalation, reminders, and completion tracking for damage resolution.
4.8. Supports compliance by automating the archiving of all incidents for audit readiness.
4.9. Automated solutions reduce errors and forgotten tasks, ensuring consistent service delivery.