Owner Portal Features

Review the owner Portal Training Overview

Dashboard

Once you login to your Owner Portal account, you will be automatically redirected to the Dashboard. The Dashboard contains a brief overview of the current month’s:

• Check-Ins
• Check-Outs
• Work Orders
• Reservations / Booking Value
• Upcoming Arrivals & Departures
• Reservations Made by Type

Navigating to each of the remaining sections in your Owner Portal account will detail your property’s availability, reservations, statements, and documents. 

Availability

This Availability tool in the Owner Portal will display a full calendar of the current year as well as a summary of confirmed reservations by default.

At the top of this tool, you’ll see select dropdown menus which allow you to filter your availability calendar by the following parameters: 

• Property (Helpful for Multi-Unit Owners)
• Year
• Reservation Type

Once you’ve selected your desired search parameters and click the View button, your availability calendar and list of reservations will update automatically to display the appropriate selections. 

 

Understanding Your Availability Calendar

Calendar: Color-Coding

• White Any dates on the calendar displayed in white are available and bookable by potential guests. 
• Light Grey Dates marked in light grey reflect unit blocks (i.e., maintenance blocks) OR guest bookings in hold status. A reservation in hold status indicates that a booking has been made to block the dates in our system, but we have not yet received the guest’s signed rental agreement and / or the required deposit to confirm the booking.
• Various Colors Any dates on the calendar displayed in a variety of colors (i.e., green, aqua, etc.) indicate confirmed reservations in which the guest has already signed their rental agreement and / or made a sufficient deposit payment.  

Reservations: High-Level Details

Scrolling down towards the bottom of the Availability page will bring you to a listed summary of reservations for the appropriate property, year, and reservation type selected in the search parameters. This list of reservations will display the following information for each booking: 

• Res # This is the unique ID number assigned to each booking in our system. If you have a question about a specific reservation, it is best to refer to the Res # listed here. 
• Check-In This is the guest’s scheduled arrival date. 
• Check-Out This is the guest’s scheduled departure date. 
• Name This will only display the guest’s last name for reasons of privacy and security. 
• Nights This will display the total number of nights booked. 
• Type This indicates the reservation type of the booking and also indicates the color assigned to that type of booking. The color shown in this list corresponds to the color shown on the calendar above. 
• Income This reflects the estimated rental income for each reservation. Please note, this figure is not exact and only serves as an estimate. All rental income due to you, the owner, will be reflected in your monthly owner statements. 

At the very bottom of the Reservations table, you may review the total number of nights booked as well as the total estimated rental income for all reservations according to the search parameters set. 

Reservations

The Reservations tool in the Owner Portal will display a more granular view of all reservations booked for your property. Similar to the Availability tool, the Reservations tab will allow you to filter by the following parameters: 

• Show [#] Rows Here, you can select how many rows of reservations to show on each page. The system offers the following pre-set options: 10, 25, 50, and 100 rows. 
• Start Date Select any date using the calendar or type the desired start date into this field. 
• End Date Select any date using the calendar or type the desired end date into this field.
• Unit (Helpful for Multi-Unit Owners) Select the property you wish to view reservations for. If you are a single-property owner, there is no need to utilize this field - Leaving this field blank will result in showing reservations for your single property by default. 
• Keywords You can search for virtually anything in this field. There are several examples provided below for your reference. 
• Want to know how many reservations have been booked via Airbnb? Type “Airbnb” into the search. 
• Have a specific reservation number (aka Res #) in mind? Type the ID number into this field. 
• Looking for a booking that is currently in-house? Type “Checked In” into the search. 

Once you’ve set your search parameters, all reservations matching said settings will automatically appear on the page.

In the event you’d like to generate a report with your reservation data, you can do so conveniently by clicking the Export button beside the Keywords search field. All reservations that are populated on this page will automatically be downloaded from your browser as a CSV file (Excel spreadsheet). 

Blocking & Booking Dates in the Owner Portal

In the Reservations section of the Owner Portal, you will also be able to book owner, non-paying guest of owner, and paying guest of owner reservations by clicking the + New Reservation button in the upper right corner. Below you’ll find a full walkthrough of how to make these bookings via the Owner Portal. 

First, you’ll need to select the appropriate reservation type from the options presented below.

• Owner: Use this option to book / block dates for your own use. 
• Non Paying Owner Guest Use this option to book / block dates for a guest of yours who will not be required to make payment for their stay. 
• Paying Guest of Owner Use this option to book / block dates for a guest of yours who will be required to make payment towards their stay.

When you select the Owner reservation type, you will be prompted to enter the following information regarding your own stay. 

• Check-in Date 
• Check-out Date 
• Unit
• Notes - *Please enter any details that may be important for our teams to note regarding your stay. 

If you select the Non Paying Owner Guest or Paying Guest of Owner reservation types, you will be prompted to enter the following information regarding your guest’s stay.

• Check-in Date
• Check-out Date
• Unit
• Notes - *Please enter any details that may be important for our teams to note regarding your guest’s stay. 
• Number of Adults 
• Number of Children 
• Guest Information: 
• First Name 
• Last Name 
• Phone Contact(s)
• Email Address
• Physical / Mailing Address

*Please note, any of the fields in the reservation creation form marked with an asterisk (*) are required. 

Once you’ve completed all required fields, simply click the Create Reservation button at the bottom of the form and your booking will automatically be logged in our property management system. The reservation made will also show within the Availability and Reservations tools within your Owner Portal account. 

 

Editing & Canceling Booked / Blocked Dates in the Owner Portal 

For any owner or owner guest reservations you’ve made for future dates can also be edited or canceled in your Owner Portal.

• Editing A Reservation Simply navigate to the Reservations tool, find the reservation you’d like to make changes to, and click the Edit button beside it. The same form you used to create the reservation will appear and you can update the details as needed. 
• Canceling A Reservation Go to the Reservations tool, search for the reservation you’d like to cancel, and click the Cancel button beside it and confirm the cancellation, if prompted.

Statements

The Statements section of your Owner Portal houses all monthly statements issued as well as any applicable tax forms. 

Once your monthly statement has been processed and released, you will receive an email notification indicating that your statement has been published. All statements shown in your Owner Portal are accessible by clicking the PDF button beside each statement. 

This tool also offers you the ability to sort by the following categories, allowing you ease of access to any monthly statement posted in your account. Simply click on the header of each column to sort or reverse sort. 

• Statement ID
• Owner
• Year
• Type
• Period
• End Date
• Revenue
• Charges
• Paid
• Balance

You also have the option to generate a Statement Summary report. Simply click on the Statement Summary button in the upper right corner, enter your desired Start and End Dates, and click Run Report to generate the data. Running the report will populate a preview of the searched data in the same window for your convenience. If you’d like to export this report, you can also do so by clicking the Export as Excel button and the report you generated will be automatically downloaded as a CSV file. 

For any questions regarding financial reporting on your monthly statements, please contact our Accounting team at vraccounting@gathervacations.com.

Documents

The Documents section of your Owner Portal account will bring you to a database containing all property- and owner-related documents uploaded by our team for your reference.

When you are first onboarded in our system, the Portfolio Management team will upload a copy of your contract and the supporting documentation attached to your contract. As you spend more time in your business relationship with Gather, you may see other documentation added, such as invoices submitted to Gather by your property manager for services performed, inventory purchased, etc.; tax filing confirmations and returns; certificates of insurance; and more. 

In the Documents tool, you will also be able to: 

• Dictate how many rows of documents per page you’d like to view (10, 25, 50, 100). 
• Sort or reverse sort by Date, Company, and / or File Name. 
• Universally search all documents uploaded to your Owner Portal account. Simply type in a keyword like “License” or “Insurance” and any matching results will populate instantaneously. 

For any documents you’d like to review, simply click the View button beside the document you’d like to retrieve and it will automatically open within a new tab of your browser window.