Owner Enquiries & New Properties
This page explains how new owner enquiries, appraisals, property onboarding, owner follow-up and new listing setup should be managed from first contact through to launch.
Owner Enquiry Workflow
Use this process when a potential owner contacts Lakeshores about short-term rental management.
Capture the Enquiry
- Record the owner name, phone number and email address.
- Record the property address and suburb.
- Note whether the property is ready, for sale, being renovated or already listed.
- Create a follow-up task so the enquiry is not lost.
Initial Qualification
- Check property size, bedrooms, bathrooms and guest suitability.
- Confirm location, parking, access and property condition.
- Ask whether the owner wants premium management, essential support or co-hosting.
- Identify any obvious risks before progressing.
Prepare Appraisal
- Review listing photos or arrange a walkthrough where appropriate.
- Assess location appeal, guest demand and likely use case.
- Prepare estimated income range if suitable.
- Clearly note if the appraisal is based on photos only.
Send Owner Information
- Send the appropriate management information or proposal.
- Explain services, fees, owner responsibilities and setup requirements.
- Include next steps for onboarding if the owner wishes to proceed.
- Record the email or call summary in the enquiry notes.
Follow Up
- Set a clear follow-up date.
- Check whether the owner has questions or wants a walkthrough.
- Record whether the lead is active, pending, declined or not suitable.
- Do not let warm leads sit without a next step.
Move to Onboarding
- Confirm the owner wishes to proceed.
- Create onboarding tasks in Property Stack.
- Request required documents, access details, compliance records and property information.
- Assign responsibilities for listing, photos, pricing, guidebook and launch.
New Property Onboarding Checks
Before a property can go live, the essential setup items must be complete and recorded.
Owner Details
Owner names, contact details, postal address, bank details and signed management agreement.
Property Details
Address, bedrooms, bathrooms, bed configuration, guest limit, parking, pets, amenities and restrictions.
Access Details
Keys, lockbox, smart lock, garage access, cleaner access, owner areas and emergency access instructions.
Compliance
STRA registration, insurance, smoke alarms, pool certificate if required and safety records.
Listing Setup
Photos, description, amenities, house rules, pricing, platform settings and direct booking setup.
Operations Setup
Cleaning, linen, guidebook, maintenance contacts, bin day, WiFi, consumables and inspection checklist.
Property Stack Recording Rules
All onboarding work must be trackable so staff can see what is complete, what is missing and who owns the next step.
Create Tasks
Create separate tasks for agreement, compliance, photos, listing setup, guidebook, cleaning setup and launch readiness.
Assign Owners
Each task must have a staff owner and clear due date. Do not leave onboarding work floating.
Attach Evidence
Attach documents, photos, screenshots, owner approvals or notes where possible.
Update Progress
Update tasks as owner documents arrive, photos are booked, listing work is completed or issues are found.
Flag Risks
Record missing compliance, poor presentation, access issues, safety concerns or unrealistic owner expectations.
Close Correctly
Only close onboarding tasks once the item is complete, checked and ready for live operations.
Owner Enquiry Non-Negotiables
- All owner enquiries must be recorded with a follow-up task.
- Do not promise income without making assumptions clear.
- Do not onboard unsuitable properties without management approval.
- Do not launch a property without compliance and access details complete.
- All onboarding steps must be tracked in Property Stack.
- Any owner concerns, risks or special arrangements must be recorded clearly.