How to Request and Manage Condo Bookings

How to Request and Manage Condo Bookings

This internal guide outlines the process for managing bookings, payments, and cleaning arrangements for Unit 415 at 10 Des Oblats Avenue. The condo is used for training, owner use, and agent accommodations.

All bookings are managed by the Operations Manager to ensure proper scheduling, key management, and cleaning coordination. This guide provides instructions for handling booking requests, collecting cleaning fees, coordinating with the cleaner, and ensuring the condo is ready for the next guest.

Internal Booking Process

1. Receive Booking Request

  • Booking Requests must be submitted directly to the Operations Manager.
  • Booking requests should include the following information:
    • Name of Guest (if different from the agent)
    • Check-in Date and Time
    • Check-out Date and Time
    • Reason for Stay (Training, Owner Use, or Personal Use)

2. Review and Approve the Request

  • ✅ Check condo availability for the requested dates in the KW Condo Calendar.
  • ✅ Determine the type of booking:
    • Training Use – No cleaning fee is required.
    • Owner Use – No cleaning fee is required.
    • Personal Use – A $125 cleaning fee must be collected.
  • ✅ Respond to the requester with a Booking Confirmation email that includes:

3. Collect Cleaning Fee (If Required)

  • Who Pays the Cleaning Fee?
    • Training and Owner Use: Cleaning fees are waived.
    • Personal Use: A $125 cleaning fee must be collected.
  • How to Collect Payment:
    • Request payment via e-transfer to mca@kwintegrity.ca.
    • The guest must include the following message in the e-transfer notes:

      Condo Cleaning Fee – [Guest Name] – [Check-in Date]

  • Track Payment:
    • Verify that the payment has been received.
    • If payment is not received, send a follow-up reminder.
    • Confirm payment status before the guest's arrival.

4. Key Management

  • Key Location:
    • Keys are stored at Keller Williams Integrity Realty, 2148 Carling Ave, Unit 5-6, Ottawa, ON.
  • Pick-Up and Drop-Off Instructions:
    • Guests are expected to pick up and drop off keys during office hours:
      • Monday to Friday: 8:30 AM – 8:00 PM
      • Saturday: 9:00 AM – 5:00 PM
      • Sunday: 10:00 AM – 4:00 PM
    • If the guest needs to pick up or drop off keys outside of business hours, coordinate with them in advance to arrange an alternative solution.
  • Key Return:
    • Remind guests that keys must be returned on time.
    • If keys are not returned as expected, follow up with the guest and document the incident.

5. Cleaning Coordination

  • Cleaner Name: Lalaine
  • Phone: 613-262-3402
  • Email: lala_win55@yahoo.com
  • How to Schedule Cleaning:
    • Contact Lalaine with the cleaning date and time once the booking is confirmed.
    • Send Lalaine a summary of the guest's check-out date and time.
    • Confirm the cleaning has been scheduled.

Guest Information & Instructions (For Reference Only)

This section outlines the key information that guests receive when they book the condo. You can copy and paste these details into booking confirmation emails.

Condo Address

📍 10 Des Oblats Ave, Unit 415, Ottawa, ON

Key Pick-Up & Drop-Off

  • Location: Keller Williams Integrity Realty, 2148 Carling Ave, Unit 5-6, Ottawa, ON
  • Business Hours:
    • Monday to Friday: 8:30 AM – 8:00 PM
    • Saturday: 9:00 AM – 5:00 PM
    • Sunday: 10:00 AM – 4:00 PM
  • Instructions:
    • Guests must pick up the condo keys during business hours.
    • If the guest needs to pick up or drop off keys outside of business hours, coordinate alternative arrangements with them.

Wi-Fi Access

  • Network: 415 Rogers
  • Password: Spider123

Room Usage

  • Room Assigned: Room 1 (the room without an ensuite bathroom) is designated for guest use.

Parking Instructions

  • Guests must use the Indigo Neo Parking App to manage parking.
    • Download from Apple Store: [Apple Store Link]
    • Download from Google Play: [Google Play Store Link]

Frequently Asked Questions (FAQ)

1. Who can request to book the condo?

  • Any agent or staff member may request a condo booking through the Operations Manager.

2. How do I know if a cleaning fee is required?

  • Training and Owner Use: No cleaning fee required.
  • Personal Use: Cleaning fee of $125 is required.

3. What if keys are lost or not returned?

  • If a guest loses keys, notify the Operations Manager immediately. Key replacement fees may apply.

4. What if a guest fails to pay the cleaning fee?

  • Contact the guest to request payment. If payment is not received, the guest’s future bookings may be restricted.

5. What if a guest requests an extension or last-minute changes?

  • Check availability and, if space allows, update the booking. Ensure the cleaner (Lalaine) is notified of any changes.

Internal Best Practices

  • Track Payments: Ensure cleaning fees are received before the stay.
  • Cleanliness Inspections: After each cleaning, check the unit to ensure everything is in order.
  • Confirm Key Drop-Off: Follow up with guests to ensure keys are returned on time.

Internal Contact Information

For internal questions or issues related to condo bookings, payments, or cleaning, contact:

If cleaning coordination is required, contact:


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