Overview
Understand the significance of managing data visibility in HostBuddy to protect sensitive information, such as property addresses, by utilizing reservation phase parameters. Maintain confidentiality to ensure guest security and compliance with privacy standards.
Segment Data by Reservation Phase
Import Property Data
Begin by integrating your property management system with HostBuddy to import property data. Ensure that all necessary information is correctly imported before proceeding to the next steps. Navigate to the Properties section and click the Add Property button. Select your property management system from the dropdown menu and enter the required credentials. Once connected, allow HostBuddy to sync the property data automatically.
After synchronization, review the imported data for accuracy. Click the Autofill Property Details button to enter the essential details into the manual fields. This ensures consistent information across all entries. Use the Manage button next to each property to refine and customize the imported data. This will help you set up communication and automation features precisely.
Next, identify the key data points you wish to keep confidential, such as property addresses or specific details. Use custom fields to mark the reservation phases which should restrict HostBuddy's access to this information. This step is crucial for maintaining the privacy of sensitive data during various stages of guest interaction.
Autofill Property Details
Navigate to the properties page and use the Autofill Property Details feature to populate fields with imported data. This step ensures that all relevant information is available for further configuration.
Manage Knowledge Base
Access Knowledge Base
Select the Manage button in the HostBuddy knowledge base to access property data settings. This interface allows you to configure data visibility for different reservation phases. Adjust these settings to control which phases (e.g., future, inquiry, past) display specific data. This helps keep property details like addresses confidential until necessary.
Hide Reservation Phases
To edit PMS property details and restrict access to sensitive data, use the Pen icon. Deselect visibility for the Future, Inquiry, and Past phases. This action ensures sensitive information remains hidden during these reservation phases.
Test Property Settings
Verify Data Visibility
Once you have hidden specific reservation phases, it's crucial to test your property settings. Query HostBuddy to ensure that sensitive data is not disclosed during restricted phases. For example, ask HostBuddy for the property address during an inquiry phase. If HostBuddy does not provide the address, your settings are correct. Otherwise, review the conversation analysis to identify where the data leak occurs and adjust your settings accordingly.
Test Property Settings Regularly
Ensure your property settings are correctly configured to maintain data privacy. Regularly test these settings to prevent unintended exposure of sensitive information.
Review Conversation Analysis
To analyze conversations in HostBuddy, navigate to the Conversation Analysis section. Look for instances where restricted data may have been disclosed. Use filters to focus on key data types like property addresses or door codes. Review message logs to catch any unauthorized information sharing. If data is disclosed, adjust your settings accordingly. Follow the conversation trends to understand what needs adjustment. This practice helps in maintaining confidentiality and ensuring accurate communication with guests.