Getting Started with TIDY

Welcome to TIDY! This guide will help you get started with our platform for managing cleaning and maintenance for your properties.

What is TIDY?

TIDY is the world's most powerful technology platform for property managers to manage cleaning and maintenance operations. We provide software tools, AI-powered features, and expert support to help you work with your own service professionals or find new pros to get jobs done. Our goal is to help you achieve higher-quality service delivery with significantly lower operational costs.

The Challenge of Managing Cleaning and Maintenance

Managing cleaning and maintenance in the real physical world is complex. Property managers typically rely on in-house operations teams handling tasks manually with little data. The core challenges include:

1. Optimizing Job Requests - When making a job request, you have numerous factors to balance: price, schedule, flexibility, tasks requested, and more. Historically, it's been difficult to assess these tradeoffs, leading to extensive back-and-forth communications.
2. Ensuring Job Reliability - Even when a job is accepted, cancellations occur approximately 25% of the time, requiring constant backup planning.
3. Ensuring Job Quality - Maintaining your quality standards is challenging, particularly when you can't always rely on the same person.
4. Customized Job Workflows - Each property manager has different preferences for access control, tracking, compliance, follow-ups, and payment processing.
5. Logging Data for Smarter Decisions - Creating and maintaining a "digital twin" of your properties with photos, floorplans, assets, and status updates requires significant ongoing effort.

While hotels can solve many of these issues with overstaffing, most property managers can't adopt this approach. Short-term rental property managers face even greater challenges with more frequent and time-sensitive turnover needs.

At TIDY, we provide tools to address these challenges with our unique blend of software, AI capabilities, and expert support.

TIDY's Approach to Reduce Risk & Enhance Quality

TIDY provides technology tools to help you handle these main challenges:

Digital Twins

We believe smarter operations start with understanding what's happening at your properties. Our tools support this by:

• Allowing you to upload photos, floorplans, and videos of properties
• Helping you track key assets including inventory and minimum stock levels
• Enabling preventative maintenance scheduling based on equipment manuals
• Centralizing all job history, documentation, and communication in one hub

Job Acceptance Tools

We provide tools to help you create effective job requests:

• Powerful job request options considering time flexibility and pricing
• Delivery of job requests via your pros' preferred methods: email, SMS, WhatsApp, phone, shared calendar, in-app, or other approaches
• Machine learning algorithms that provide feedback on the likely success of your requests

Job Reliability Features

We offer tools to help you manage job reliability:

• Predictive algorithms that anticipate potential job cancellations
• Contingency planning tools including "standby" vendor arrangements
• AI-backed notifications to help you navigate complex situations
• Automated reminders and proactive measures
• Emergency response workflows when last-minute problems arise

Job Quality Tools

We provide features to help you maintain your quality standards:

• Machine learning suggestions for optimal pro-property pairings
• Property information collection including floor plans and images
• Comprehensive digital to-do lists with task descriptions, photos, and videos
• Remote inspection capabilities with photo and video documentation
• In-person inspection workflows
• Feedback collection for continuous improvement

Custom Workflow Features

We offer customization options for your unique needs:

• Smart lock integrations for property access management
• Real-time tracking via our app to support your workflows
• Compliance management with custom requirements and certification tracking
• Automated follow-ups with triggered events and notifications
• Flexible payment rules and automated invoice processing

Expected Benefits

With TIDY's management tools, you can expect:

1. Tools to help reduce the risk of cleaning and maintenance issues
2. Digital tools like checklists, forms, virtual inspections, and tracking to help improve quality
3. Automation features to reduce the time your team spends on cleaning and maintenance operations

We are always available to chat in the "Concierge" tab of our app to help you get the most out of our platform!

Installing the App

You can use TIDY via our mobile apps or online at https://app.tidy.com.

Mobile apps are available at:

• Google Play Store: Download for Android
• Apple App Store: Download for iOS

Choose Your Getting Started Path

The optimal way to use TIDY depends on your specific situation. Choose the path that best describes you:

Getting Started: Rental Properties

Managing world-class cleaning and maintenance operations is challenging for property managers. Our goal is to provide you with tools to help you get there.

"9 Weeks to 90%" Onboarding Process

Our goal is to help you save significant time and streamline your workflows through a comprehensive onboarding process spanning 9 weeks. Here's how it works:

1. Understanding Your Needs: We start by learning about your specific goals, workflows, and pain points to tailor our solution to your requirements.
2. Gradual Automation: Over 9 weeks, we progressively help you automate and optimize your workflows through an iterative approach.
3. Collaborative Effort: While we handle most of the initial setup work, your regular feedback is crucial for success.
4. Ongoing Refinement: We continuously refine and adapt based on your feedback and new workflows that emerge.
5. Measurable Results: Our aim is to help you save up to 90% of your time on ongoing tasks by the end of 9 weeks.

Example timeline:

• Onboarding Call: Gather information about your current time expenditure and key pain points
• Go Live: Ensure a smooth transition with minimal disruptions
• Week 1: Target initial 10% time savings by streamlining essential workflows like pro scheduling
• Weeks 2-3: Continue refining scheduling and addressing workflow changes
• Weeks 4-9: Focus varies based on your needs (inventory restocking, preventative maintenance, emergency requests, accounting, edge cases)
• Ongoing Support: Continue providing support for ad-hoc requirements

We recommend setting up a standing weekly call during the 9-week period to stay aligned and gather feedback.

During this process, you'll interact with our Onboarding Team (initial process), Success Team (long-term happiness), and Concierge Team (support requests and on-demand assistance).

Rental Properties Setup Checklist

⭐ Key Initial Information

Information we typically need to get started:

Most Important:

• Your property management system or list of properties
• Target and max prices for jobs
  • Target prices: Guidance on vendor rates - we'll notify pros above target and prefer vendors at/below target
  • Max prices: Maximum you'd pay (e.g., $500 max for a normally $150 cleaning)
• Existing vendor information for automation setup
• Current checklists for inspections, maintenance, or cleaning

Other Items:

• Inventory items to track (if using inventory tracking)
• Assets and maintenance schedules (if using preventative maintenance suggestions)

⭐ Communication Setup

We'll work with you in the way that works best for your team. Slack is often preferred.

⭐ Share Your Goals

Tell us what you're looking to accomplish and which metrics or reports are important to you. Our success team tracks this and works to help you achieve your goals.

⭐ Technical Integration

• If you have your own property management system, you'll likely want to integrate it
• Schedule a technical review call with our team to discuss integration options

⭐ Add Properties

• If using a PMS system, we recommend syncing it as your source of truth
• Learn about property management integrations
• You can also add addresses manually

Set Up Branding

• Configure your company branding - all users on your account will see it across various pages

Organize Properties into Groups

Groups allow you to bundle properties together:

• Bundle addresses and users to match your organization structure
• Nest groups within each other to reflect your business structure
• Group settings override account or parent group settings for powerful rule creation
• Limit user access to specific addresses by adding them to groups
• Define payment rules per group (e.g., different default cards for different groups)
• Run reports by group to track spending and activity
• Use groups for accounting integration data organization

Add Users to Groups

User types typically include: internal (employees), partners/customers (property owners), or guests/residents (temporary visitors).

• No per-user fees - add as many people as you like
• Add users to groups to limit their access
• For guest/resident logins, consider SSO (single sign-on) for easier management
• We can support most permission types - discuss custom needs with our team

⭐ Add All Existing Pros/Vendors

TIDY works best when managing all your vendors and jobs. There's no fee to use our tools with your own vendors, and we don't affect your existing pricing.

Example: Property Management Company

Before TIDY: A property manager with 4 Airbnb properties calls two vendors between bookings, leaving voicemails for confirmation. About 25% of the time, they don't show up. Tracking progress requires lots of texts and calls.

After TIDY: The manager adds properties and vendors to TIDY, connects Airbnb, adds to-do lists, and occasionally uses backup pros. When guests book, TIDY automatically sends requests to preferred vendors. Vendors accept in-app, and TIDY tracks all work in one place.

⭐ Track Assets and Set Up Maintenance Suggestions

• Track assets by adding them in the "Addresses" section
• Send us existing maintenance schedules to load them for you
• We can provide AI-powered maintenance suggestions based on industry best practices
• Suggestions appear in the "Concierge" section, on addresses, and in reports

Specify Compliance Requirements

TIDY helps ensure your vendors meet your compliance requirements, including:

• Insurance requirements
• Training requirements
• Licensing requirements
• Agreement requirements (e.g., NDAs)

We reach out to vendors regularly to ensure compliance and track documentation in vendor profiles.

⭐ Set Up Shared Inbox

• Configure how you want to receive alerts for system events
• Events can be sent to email, SMS, Slack, MS Teams, webhooks, or other tools
• Conversations in TIDY are grouped by job or by pro
• Shared inbox allows everyone to see full conversation threads

Create Maps

• Create property maps to share with your pros

⭐ Inventory Tracking

• Identify items you want to track in inventory

⭐ Create To-Do Lists/Checklists

• Share any current checklists you use
• Specify preferences if you don't have existing lists
• Decide if lists are general or property-specific
• Determine if lists should tie into inventory tracking
• Set default lists (cleaning, inspection, etc.)
• Enable remote inspection (photos/videos before/after)

⭐ Set Up Access Control

For most properties, ensure access notes are available for each property, ideally including codes, photos, parking info, and closing instructions.

For smart locks:

• RemoteLock integration available for anyone
• Direct integration available for 20+ locks of the same type

⭐ Start Scheduling Jobs

• We can help contact your vendors for setup
• Set up Automatic Booking: Connect booking channels (Airbnb, VRBO) or PMS (Hostaway, Guesty) to auto-sync calendars with TIDY

Job request acceptance probability is affected by multiple factors:

Set Up Payment Rules & Pricing

You don't have to use our payables system, but vendors can invoice you after jobs. You can track everything owed and pay invoices as you go.

Setup options:

• Pay in advance for new pros: If not using TIDY to find new pros, we recommend disabling this and paying after to avoid billing confusion
• Autopay settings: Automatically pay vendor invoices by credit card, or review manually
• Group Billing: Isolate billing for specific property groups with dedicated payment methods
• Bill notes: Add tags or information about bills automatically or manually
• Concierge Billing/Payables: Set up advanced billing rules with our concierge team (e.g., auto-approve specific vendors up to certain amounts)

Set Up Accounting Integration

Note: Only available to enterprise customers

• Push data into your accounting system (e.g., QuickBooks)
• Schedule a call to discuss mapping requirements
• Allow approximately 30 days for integration setup

Set Up Smart Thermostat Integration

Note: Only available to enterprise customers with 20+ thermostats of the same type

Getting Started: Residential Homes

TIDY offers features to help you manage cleaning & maintenance of your home. Here's how to get started:

1. Add Your Address: Add the address you want us to help manage.
2. Set up To-Do Lists: Generate visual to-do lists showing exactly how you want your property cleaned or maintained.
3. Create a Map: Create a property map to share with your pros.
4. Get Maintenance Suggestions: We can provide maintenance suggestions based on what others do and expert recommendations.
5. Add Existing Pros/Vendors: Add anyone you already work with.
6. Book Services: Schedule services when you need them.

Getting Started: Offices & Workplaces

TIDY offers features to help you manage cleaning & maintenance of your office or workplace. Here's how to get started:

1. Add Your Address: Add the address you want us to help manage.
2. Set up To-Do Lists: Generate visual to-do lists showing exactly how you want your property cleaned or maintained.
3. Create a Map: Create a property map to share with your pros.
4. Get Maintenance Suggestions: We can provide maintenance suggestions based on industry best practices and expert recommendations.
5. Add Existing Pros/Vendors: Add anyone you already work with.
6. Book Services: Schedule services when you need them.

Getting Started: Employer Benefits

TIDY helps companies manage cleaning and maintenance as an employee benefit. For complete documentation on this program, please visit https://help.tidy.com/employers.

Next Steps

After completing your initial setup, explore these additional resources:

• Learn about managing jobs
• Set up to-do lists
• Configure integrations
• Explore TIDY AI features
• Contact our Concierge team for personalized assistance

Questions? We're always available in the "Concierge" tab of our app!