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🔍 Property Inspection & Reinspection Protocol SOP

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Purpose:
To ensure every property is guest-ready before check-in, whether following a standard turnover clean or after an extended vacancy. This protects the guest experience and maintains our standards of cleanliness and presentation.

When to Perform an Inspection

  • After Every Cleaning: A full inspection must be performed following the cleaning prior to every check-in.
  • Reinspection Required:
    If the property has been vacant for 3 or more consecutive days, a reinspection is required using the same process outlined below.

Inspection Procedure (Interior & Exterior)

Exterior

  • ✅ Pool: Check water level and add water if needed (turn off hose before leaving)
  • ✅ Trash: Bring in bins if at curb and not trash day
  • ✅ Mail: Remove junk mail, notify team of any important items
  • ✅ Grounds: Remove debris, check landscaping and notify if service is needed
  • ✅ Grill: Check for cleanliness and propane (refill if under 50%)
  • ✅ Furniture: Ensure outdoor furniture is clean and in place
  • ✅ Inflatables: Check for holes or damage
  • ✅ Lights: Confirm all exterior lights are working
  • ✅ Lock: Test keypad and battery; replace if necessary
  • ✅ Doors: Ensure all doors and storage are locked

Kitchen, Dining & Living Areas

  • ✅ Surfaces: Check that all counters, tables, and common surfaces wiped and cleaned
  • ✅ Appliances: Check microwave, fridge, oven, and stove (including drawer under oven)
  • ✅ Dishware: Spot check for cleanliness, damages, and proper inventory
  • ✅ Coffee/Toaster: Confirm clean and functional, and additional supplies are available
  • ✅ Trash: Ensure bins are empty and liners replaced
  • ✅ Stock: Verify basic supplies like dish soap, coffee pods, and paper towels are present
  • ✅ Floors: Spot clean visible dirt or debris
  • ✅ TV: Turn on to check Roku/streaming is connected
  • ✅ Lights/Switches: Test and confirm functionality

Bedrooms

  • ✅ Linens: Free of hair/stains, properly fitted and present (including comforters)
  • ✅ Drawers/Under Bed: Cleared of past guest belongings
  • ✅ Furniture: Check that all surfaces are wiped
  • ✅ TVs: Confirm connection and functionality
  • ✅ Closets: Stock hangers, check for clutter

Bathrooms

  • ✅ Toilets/Sinks/Showers: Clean, hair-free, drains functioning
  • ✅ Mirrors & Fixtures: Spot clean as needed
  • ✅ Towels: Laid out per guest count, stain-free
  • ✅ Stock: Check for toilet paper, shampoo, conditioner and soap

General Interior

  • ✅ Dusting: Vents, fans, windowsills, lamps, décor
  • ✅ Walls: Spot clean with magic eraser if needed
  • ✅ Smells: Ensure no unpleasant odor
  • ✅ AC: Check for filter cleanliness and proper function
  • ✅ Lights/Bulbs: Confirm all work
  • ✅ Cleaning Supplies: Verify Lysol wipes, sponges, etc. are stocked

Final Settings

  • ✅ Thermostat: Set to 72°F for same-day check-ins, or 75°F otherwise
  • ✅ Blinds: Open for arrivals
  • ✅ Doors/Windows: Locked and secure
  • ✅ Notes: Record any unusual findings, damages, or inventory issues

Documentation & Communication

  • Any issues (cleaning concerns, damage, missing items) must be immediately shared via WhatsApp to the Operations team or Claims Manager, then a claim submitted within 24 hours.

📋 Operto Protocol for Inspections

To ensure all inspections are properly logged and tracked, Easy Air Rentals uses Operto as our central system for inspection task management and maintenance communication.

Daily Use Instructions

  1. Log In to Operto
    • Visit Operto and log in with your assigned credentials.
  2. Clock In by clicking the green ‘Clock In’ button at the top of your dashboard.
  1. Start Inspection Upon Arrival
    • Locate the assigned task on your dashboard for the day.
  2. Click “Start Inspection” as soon as you arrive at the property.
  1. Complete the Inspection Checklist
    • Review and check off all required boxes as you complete each step of the inspection.
  1. Follow the full inspection protocol already outlined in this SOP (interior and exterior checklist).
  2. You can see the booking information by clicking ‘Bookings’ tab
  3. You can see the property information by clicking the ‘Info’ tab
  4. Report Maintenance Issues Directly (Work Orders)
    • At the top of the page, select the option ‘Unscheduled Task or Issue’
    • Click to choose a property, then click the tan ‘Issue Form’ bar to drop down the selection menu.
    • Select ‘Property Needs Maintenance’
    • Enter a description and a title for the work order
    • Upload photos if avaialble
    • Important: make sure to choose ‘Maintenance to Marc Cheriscat’ under the ‘Add Task from this issue’ dropdown menu to ensure it gets assigned to our maintenance technician.
    • Click submit, then go to the ‘Marc Maintenance Requests’ in WhatsApp and notify him that you put in a work order.
  1. Click “Complete” When Finished
    • After checking every box and adding any needed notes or photos, click “Complete” to close out the task.
  2. Click “Clock Out” At The Top Of Your Dashboard When Finished With All Inspections For The Day

Important: Daily Calendar Review

  • Check your calendar in Operto every day to ensure no tasks have been missed and that all property assignments are accurate.
  • If there are any changes to your property, please notify the Inquiries team and Operations manager so it can be updated under property info in Operto (ex. lockbox or keypad codes, cleaners, lawn service, trash days, etc.)
  • Some inspection notes may include special setups, like:
    • Pool fence installation
    • Pack and play setup
    • Pool heating or spa requests
  • These will usually be written as notes inside the task, so reviewing each task carefully is required.

Weekly Task Summary Option

  • You may choose to receive a weekly summary of all your inspection tasks each Monday via email or text.
  • Ask a manager to set this up for you if you are not currently receiving it.

Here is a simple How-To Guide for adding VR Scheduler to your phone’s home screen for quick and easy access. This works like an app shortcut and helps you avoid logging in through your browser each time.

How to Add VR Scheduler to Your Phone’s Home Screen

For iPhone Users (Safari Browser)

  1. Open Safari on your iPhone.
  2. Go to: https://www.vrscheduler.com/login
  3. Once the page loads, tap the Share icon (a square with an arrow pointing up – usually at the bottom center).
  4. Scroll down and tap “Add to Home Screen.”
  5. Rename the shortcut if desired (e.g., “Operto”).
  6. Tap “Add” in the top-right corner.

You’ll now see the VR Scheduler icon on your home screen just like a regular app.

For Android Users (Chrome Browser)

  1. Open Google Chrome on your Android device.
  2. Go to: https://www.vrscheduler.com/login
  3. Tap the three-dot menu icon in the top-right corner.
  4. Select “Add to Home screen.”
  5. Rename it if you’d like (e.g., “Operto”).
  6. Tap “Add” and then confirm by tapping “Add to Home screen” again or dragging the icon where you want it.

You’ll now have a VR Scheduler shortcut on your home screen for fast access.