Properties

Properties stores each home’s arrival instructions, equipment, documents, contacts, and planned work. Guest replies, task checklists, and house manuals use these records, so maintain shared facts here.

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Before you start

If your properties come from a PMS, connect it and check the listing mappings first. Some fields are supplied by that system; others belong to Trellis. Your role and property scope determine which homes you can see and edit.

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Find a property

Open Properties, search or filter the list, and select the home you want to update. Review its status, capacity, and completion indicator. Completion shows how much of the available profile is filled in; it does not confirm that every entry is correct or ready to share with guests.

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Update property details

Open Details to review the address, capacity, check-in and checkout information, and other core fields. Check whether a field comes from your PMS before changing it. For an editable field, enter the value and wait for the save to finish, then confirm the saved value. Use dedicated fields for facts such as arrival times and property identifiers. Put operating instructions with the room, element, or access step they describe, rather than repeating them in several notes.

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Use custom fields

The Trellis-specific part of the profile holds information your operation needs in addition to the PMS data. Use an existing field when one already describes the fact you want to store. Choose Add field, enter a clear name and key, and select a type that matches the value, such as text, number, date, time, or yes/no. Add placeholder or help text when teammates need an example. Save the field, then populate it on the relevant properties. Avoid separate fields for the same information under slightly different names.

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Review property photos

Open Gallery under Data to review the property’s photos. Keep useful images of the actual home and place equipment-specific instructions with their element. A gallery photo shows what a space looks like; an access-step photo should show exactly where the guest needs to go.

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Rooms and elements

Rooms and elements describe the property’s spaces and equipment. Task checklists use them to include relevant steps; the AI Agent uses them for amenity information and instructions. Open the property and choose Rooms & Elements under Data. Use the Rooms and Elements tabs to maintain each part of the property.

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Rooms

A room is a single physical space, such as one bedroom, one bathroom, the kitchen, or the living room. You add one room record per space, so a 3-bedroom home has three separate bedroom records. Each room has a type and an optional name (for example, “Master Bedroom”). Room-type checklist steps repeat for each matching room. See Room-based steps.

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Elements

An element is a specific amenity or feature at the property, such as a pool, hot tub, grill, washer, dryer, smart lock, or heating. Elements are grouped into categories (appliance, system, area, amenity, utility, outdoor, and other), and you can assign an element to a specific room. Add the element’s operating instructions, troubleshooting steps, and useful photos or video. Keep instructions attached to the item they describe so a teammate or agent can find them in context.

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Turn amenities on and off with Active

The Active switch on each element marks whether the property currently has that amenity:

• Active - the element is present. Template steps linked to it appear on new tasks, and the AI can use it.
• Inactive - the element is dimmed and labeled “Inactive.” Template steps linked to it are skipped on new tasks.

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Per-property template settings

Each property has a Templates section where you can override a shared template’s defaults (duration, number of people, supplies, and costs) for just that property, without creating a separate template. Open the property, select the Templates section, and click a template to set its per-property values. See Per-property template settings in the Tasks documentation for the full walkthrough.

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Inventory for one property

Open a property and select Inventory in the sidebar to review and update stock for that home. The section uses the warehouse linked to the property and shows the same counts as the portfolio-wide Supplies inventory. Select any quantity in a House or Owner Closet column to edit it. Changes appear in Supplies as well.

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Prepare arrival and access instructions

Open Access and review arrival times, entry information, and supporting media. Check codes and instructions against the current access method. Keep sensitive details in the intended reservation-specific guest flow. Build the check-in steps in the order a guest follows them: reach the building, find the entrance, then enter the property. Give each step one clear action and a photo or short video where it removes uncertainty. Use the preview to follow the whole sequence. Guest Portal requirements and timing control when protected access information becomes visible.

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Attach documents

Open Documents to create or open a property document. Write the reference information or select Add file, upload the attachment, and Save. Use a title that explains what someone will find, such as “Heating instructions” or “Building waste collection.” PDF, Word, spreadsheet, presentation, OpenDocument, and RTF attachments support a read-only preview, including embedded images. Other formats can be attached but may not have an integrated preview. The supported preview also works in house manuals, the Guest Portal, and the mobile app. To share a document through a house manual, include its document field and select the intended audience. Uploading a file alone does not make it visible to guests.

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Review planned work

Open the property’s Calendar to see scheduled tasks in context. Select a task to review its assignment and timing. Use this view when coordinating work around a stay; use the task itself to change instructions or track completion.

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Connect people and default assignees

In the property’s connected-people settings, choose the person or vendor responsible for each department. A default cleaning assignee helps route new cleaning work for this property. Check both the department and the assignee before saving so maintenance or inspection work does not go to the wrong team. Keep the owner and other useful contacts, such as the caretaker or building administrator, in the contact sections. This makes the relationship easy to find without searching an unstructured note. Review existing records before adding duplicate contacts.

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Review devices and property health

Open Smart Devices on the property to inspect connected equipment. Confirm that each device is mapped to the correct home before relying on its status or controls. The workspace Smart Devices view brings devices from multiple properties together. For a lock, check its connection, battery, and available access-code controls. Follow the Smart Devices guide to map doors, prepare codes, and check synchronization before sharing guest access. For a noise sensor, review the daytime and quiet-hour thresholds. A threshold defines the alert condition; a configured workflow defines what your team or the guest receives when it is crossed. Check both before expecting an automatic response. Open Health to review open issues and completed work. Filter by room or element to see recurring problems with a specific item, such as a washing machine. Its repair history can help you decide whether to repair it again or replace it.

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Organize property groups

Open Groups, create a named group, and select its properties. Add a description that explains the grouping, such as a building, area, or operating team. Review the parent-group controls when organizing a larger portfolio. Groups can affect scope and routing elsewhere, so check their membership before using them in permissions or rules.

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Share a house manual

Use House Manuals to select which property fields an audience should see. A guest manual can contain arrival guidance and appliance instructions, while a maintenance manual can include different operational details. Follow Create and share house manuals to build the shared structure and review property-specific overrides.

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Create a fixed QR code for guest guidance

Property-manager workspace admins can create a permanent QR code for each property. Use it on printed signs when guests need instructions that may change over time, such as how to collect a building fob before using an elevator. The QR destination stays the same when you edit the public guidance or rename the property, so you do not need to reprint the code after those updates. Until you save public guidance, the link shows a “not found” page instead of the property name and address, so add the guidance before you print the sign.

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Create property details from a video tour

Attach a house-tour video in an agent chat and ask the agent to create a property from it. You can also ask it to update a property you already have. Tell the agent which property to use and which details you want saved. The agent can inspect selected frames and transcribe narration to identify rooms, write a listing title and description, record individual amenities, and save selected frames as photos. A photo selected for the property gallery can also be associated with its room; it appears in both places. Other room attachments are not automatically added to the gallery. Review the saved title, description, rooms, amenities, and gallery before using the listing. Sampled frames may miss spaces or equipment. Supply details the tour does not establish, such as the address, floor area, price, or guest capacity. Saving these details in Trellis does not publish a listing to a connected PMS; publishing remains a separate action.

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Keep connected systems aligned

If a field changes back after an edit, check which connected system owns it and correct that source. Review the integration’s property mapping when information belongs to the wrong home. Correct the mapping instead of creating a duplicate property.

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Common problems

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Related articles

• Create and share house manuals.
• Tasks — templates, scheduling, and completion.
• Guest portal — registration and access timing.
• Integrations — keep property mappings and source data aligned.
• Owner Portal — share reviewed updates with property owners.