I’m creating a board to show the status of each property in our property management business. Some status changes need to be automated as reservations begin and end (occupied vs vacant).
I have a board with the entity of Property Name; I have another board that has incoming reservations that shows arrival and departure dates.
What is the best approach to updating the board status when the arrival day arrives and again when the departure date arrives?
Hello @Jenny1234
A clean and reliable way to do this is to let the reservations board drive the status on the property board through automations and mirrored data rather than trying to manually change statuses.
First connect the two boards. On the reservations board add a Connect Boards column linking each reservation to its Property Name on the property board. This creates a clear relationship between a reservation and a specific property.
Next handle the arrival automation. On the reservations board use an automation such as when date arrives set status. When the Arrival Date arrives update a status column on the reservations board to something like Active or In House. Then add a second automation that says when reservation status changes to Active change status of connected item. This will update the linked property status to Occupied.
Then handle the departure automation. Use a similar automation on the Departure Date. When the Departure Date arrives change the reservation status to Completed or Checked Out. Follow that with an automation that updates the connected property status to Vacant.
To avoid conflicts with overlapping reservations make sure only one reservation can be Active at a time for each property. You can enforce this with a simple check such as a formula or by operational process. If overlaps are possible you may want an additional column that calculates whether today falls between arrival and departure and then use a daily automation to set the property status based on that result.
This approach keeps the property board simple while letting the reservations board control time based changes automatically.
Dr. Tanvi Sachar
Monday Certified Partner, Monday Wizard
Thank you!
Jenny
Hello @Jenny1234 You’re very welcome. If you ever run into any issues or need help, feel free to reach out to the team at Monday Wizard.
Dr. Tanvi Sachar
Monday Certified Partner, Monday Wizard