Understanding the Vacancy task detector agent

The Vacancy task detector agent helps you maintain property readiness by identifying units that may need a refresh before the next guest arrives. It flags properties that have been vacant for an extended period or are receiving their very first booking, and proposes a readiness task for each one, allowing you to proactively schedule a walkthrough or cleaning.

The agent only creates a task after you approve it. It never assigns tasks or messages guests.

Understand the Vacancy task detector agent

The Vacancy task detector agent runs automatically every day at 06:00. The agent can also be triggered manually.

During each run, the agent does the following:

1. Scans for check-ins scheduled in the next seven days.
2. Identifies properties that have been vacant for a week or more since the last checkout, based on the past 30 days of calendar history.
3. Flags newly activated properties created within the last 30 days that have their first booking.
4. Proposes one readiness task for each flagged property and waits for your approval.
5. Creates the tasks you approve and generates a report showing what happened to each flagged property.

How the agent counts empty days

A day only counts as empty if the calendar shows the unit as available. Any of the following breaks the empty streak, so a blocked unit is never reported as vacant:

• A reservation
• An owner stay
• A manual block ("Maintenance", "Onboarding", "Do not sell", or "Offboarded")
• A parent whole-house booking

If the unit was already vacant on the earliest day of the scanned history, the report shows the vacancy length as "30+ days" instead of an exact number. The plus sign means the vacancy started before the scanned window, so the true length could be longer.

How the agent identifies new properties

A property is only treated as new when both of the following are true:

• It was created within the new-property window (default: the last 30 days).
• Its calendar wasn't occupied in the scanned range.

Missing calendar data isn't treated as proof that a unit is empty. If the agent can't read a listing's calendar, it reports nothing for that property rather than guessing. So a property missing from the report isn't the same as a property with no findings.

How the agent avoids duplicate tasks

The agent checks your existing tasks so that each booking gets only one readiness task:

• A booking that already has a readiness task (open, completed, or canceled) isn't flagged again. Each booking is raised once, not every morning until check-in.
• If the agent can't read your existing tasks, it doesn't offer any tasks in that run, and the report mentions this.
• Right before creating an approved task, the agent checks again for an existing readiness task, so two runs can't create the same task.

Run the Vacancy task detector manually

In addition to the scheduled run, you can trigger the agent manually at any time from the Agents hub.

Step by step:

1. Sign in to your Guesty account.
2. In the side navigation menu, select Agents hub.
3. At the top, select the Operations tab.
4. Click the Vacancy task detector tile.
5. Under "When it runs", click Run now.

Review the results and status of the run in the activity feed.

Review the activity feed and approve tasks

When the agent finds properties that need a readiness check, the run pauses and shows one approval card. From the card, you decide which tasks are created.

Step by step:

1. Sign in to your Guesty account.
2. In the side navigation menu, select Agents hub.
3. In the left submenu, click Agent activity.
4. Click the relevant row with the agent's name to review the report details in the right-side panel.
5. On the approval card, approve or decline each proposed task. Approve before the card expires (about 20 hours).

Understand the proposed readiness tasks

The agent proposes one inspection task for each flagged property, with the following details:

• Title: "Readiness check for {confirmation code} at {property}, before {check-in date}"
• Priority: "High" if the guest arrives within a day, otherwise, "Medium"

Each approval card includes up to 10 properties. If more properties are flagged, the extra ones aren't offered in that run, and the report marks them so you can add a task manually.

Understand the report status and details

After each run, you can find the report in your activity feed. The report will have one of the following statuses:

• "Done": The run completed successfully, and no properties required a readiness check.
• "Action needed": Properties with long vacancies or first-time bookings were found and may need a walkthrough or refresh before the next guest arrives.

The report includes a summary with the following information:

• Number of properties that need attention
• Breakdown by category (long vacancies and/or new-property first bookings)

The detailed report is organized into two sections:

Each section lists up to 25 properties. If more than 25 qualify, the report explicitly states this.

Readiness task outcomes

For each flagged property, the report shows one of the following outcomes:

• Readiness task created: You approved the task, and it was created.
• Task declined: You declined the task.
• Not decided in time: The approval card expired before a decision was made, so no task was created.
• Approval cancelled: The approval was cancelled, so no task was created.
• Not offered: The property was over the approval card's 10-property limit. Add a task manually.
• Existing tasks could not be read: No task was offered to avoid creating a duplicate.
• Readiness task already exists: You approved the task, but a readiness task already existed for the booking, so no task was added.
• Task could not be created: You approved the task, but it couldn't be created, or existing tasks couldn't be re-checked. Add it manually.

Review and act on flagged properties

After reviewing the report, assign the created readiness tasks to your team so each flagged property is inspected or refreshed before the guest's arrival. For properties that didn't get a task, such as those not offered or where creation failed, you can manually create tasks.