> For the complete documentation index, see [llms.txt](https://help.rinsebase.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.rinsebase.com/clients-and-properties.md). # Clients and Properties Clients are the people and companies who pay you. Properties are the homes, units and buildings you clean for them. This article covers adding and managing both, and everything you can set on a property's page. ## Clients ### Add a client 1. Go to **Clients** in the sidebar and click **+ Add client**. 2. Enter a **Name** (required), **Email** and **Phone**. 3. Choose a **Client Type** (see below) and click **Add Client**. If a client with the same email already exists, Rinsebase stops and tells you who it is instead of creating a duplicate. For many clients at once, use **Import CSV** or **Bulk import (Streamline)** at the top of the Clients page. ### Client types The type decides which tools the client's properties get. You can change it any time under **✏ Edit β†’ Client type**. | Type | What changes | | -------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Residential** | Standard jobs, invoices and client portal. No generated room checklist and no supplies catalog. | | **STR / Airbnb** | Calendar connection, check-in/check-out times, owner blocks, generated room checklist, staging photos, linens, owner view link, and a supplies catalog seeded with 10 defaults. | | **Commercial** | A supplies catalog seeded with 10 commercial defaults (restroom and breakroom items). No linens, staging photos or calendar tools. | | **Property Manager** | Everything STR gets, plus the multi-property Property Manager portal. | Filter the list with the pills at the top: **All**, **Residential**, **STR / Airbnb**, **Commercial**, **Prop Manager**, **↻ Recurring**, **Repeat**, **Leads**, **One-time**, **Former** and **πŸ—„ Archived**. ### Client details and billing fields Click a client to open their panel, then click **✏ Edit**. Along with name, email, phone and **Client type** you can set: * **Billing**: how completed cleans are invoiced. Options are **An invoice per clean**, **One invoice a week**, **One invoice every two weeks**, **Two invoices a month (1st–15th, 16th–end)**, **One invoice a month** and **Monthly retainer only**. The weekly, two-week, twice-monthly and monthly options are on the Growth plan and up. * **Payment terms (days)**: leave it blank to use your company default. Enter 0 for due on receipt. * **PO number**: printed on every invoice. * **Billing email**: sends invoices somewhere other than the main email, such as an accounts-payable inbox. Contacts who opted in still get a copy. * **Tax exempt β€” no sales tax on this client's invoices** * **Don't send this client automatic payment reminders** * **Never add late fees for this client** * **Supplies markup for this client (%)**: the markup on supplies, laundry or linen you bill through to this client. Leave it blank to use the company setting. * **Portal language**: **English** or **EspaΓ±ol**. * **Internal notes**: only you and your team see these. Click **Save changes**. For how these settings affect invoices, see [Billing and Payments](/billing-and-payments.md). ### Team contacts Property managers often have assistants or an office team who also need updates. Under **Team contacts** in the client panel, click **+ Add** and enter an email. Name and a phone number for text updates are optional. Each contact has a bell: πŸ”” means they get the client's notifications, and πŸ”• means they're muted. Click **βœ•** to remove a contact. ### Quick actions At the top of the client panel you'll find **Set recurring**, **Book a job**, **Add property** and **Re-engage**. If your account has retainers turned on, you'll also see **Retainers**. See [How to Set Up Recurring Cleans](/how-to-set-up-recurring-cleans.md). ## Portal access ### Send, resend or reset the portal link The client needs an email address on file before you can invite them. 1. Open the client and click **βœ‰ Send portal invite**. Once they've been invited, the button reads **β†Ί Resend portal invite**. 2. The client gets an email with their link. There's no password; the link is the key. The **Portal link** box shows the link's status (**Active**, **Expires …**, **Expired** or **Revoked**). From there you can: * **Copy link** * **↻ Reset link**: the old link stops working right away, including any copies that were forwarded on. * **Revoke**: removes access completely. The portal shows "link expired". If the client is a property manager, the toggle below also switches off. * **Expires:** choose **Never**, **30 days** or **90 days**. ### Property Manager toggle Turn on the **Property Manager** toggle ("Multi-property portal access") to give the client a portfolio portal. It also sets their type to Property Manager. A **Property Manager Portal Link** (`/my-properties/…`) appears right away with a **Copy** button, and you don't need to send an invite. Turning the toggle off revokes that link. For what clients see, read [Client and Property Manager Portals](/client-and-property-manager-portals.md). For STR / Airbnb and Property Manager clients, the panel also shows their calendar connection, so the client can connect their own booking calendar or PMS. See [STR & Airbnb Sync](/str-and-airbnb-sync.md). ## Archive, restore, delete or merge a client These are under **Account actions** at the bottom of the client panel. * **πŸ—„ Archive**: the client's portal link stops working for day-to-day use, and their calendar feeds pause, so no new cleans sync in. They can still see and pay open invoices. Upcoming cleans already on the schedule **stay**, and the confirmation tells you how many so you can cancel them yourself. To archive several clients at once, tick them in the list and click **πŸ—„ Archive selected**. * **β–Ά Restore**: find the client under the **πŸ—„ Archived** filter. Restoring brings back their portal link and resumes the feeds that archiving paused. * **πŸ—‘ Delete**: permanently removes the client along with all their jobs, invoices, addresses and account credit. This can't be undone. * **πŸ”€ Merge into another**: moves all jobs, invoices, addresses and account credit to another client (matched by email) and deletes this one. ## Properties ### Add a property 1. Open the client and click **Add property**. 2. Enter **Street** (required), **City**, **State**, **ZIP** and an optional **Nickname** such as "Lake House". 3. For STR / Airbnb and Property Manager clients, fill in **Layout**: **Bedrooms**, **Bathrooms**, and any **Other spaces** (Dining Area, Laundry, Office, Game Room, Loft, Patio / Deck, Pool, Hot Tub, Grill, Garage, Entry, Exterior). The layout is used to build the room checklist. 4. Click **Add property**. The address is geocoded automatically, and you land on the new property's page to finish setup. A client's first property becomes their default. If an address is far outside your service area (more than 250 miles from your home base), Rinsebase won't add it and shows **That's a second service area**. Running more than one market is an enterprise capability; use **Talk to us about multi-market** to ask about it. ### Edit the address and property details On the property page (or its card in the client panel), click **Edit address Β· add bedrooms, baths & size**. Once details are saved, the link reads **Edit address & property details**. You can change the address and set **Bedrooms**, **Bathrooms**, **Beds** (how many beds), **Sleeps** (the most guests it holds) and **Sq ft**. Your crew see these on every job at the property. Saving re-geocodes the address. When a property syncs from Hostaway, Guesty, OwnerRez, Hospitable or Streamline, Rinsebase fills in any empty check-in/check-out times, beds, square footage and cover photo from the listing. It never overwrites a value you typed yourself. To change the nickname, use the nickname editor on the property card or page. ### Property photo The cover photo helps crew confirm they're at the right door. * **You**: click **Add property photo** (or **Change photo**) on the property page or card. * **Your crew**: if the property has no photo yet, the job screen in the crew app shows **Take property photo**. ### Move a property to another client This is useful when a PMS connection files every listing under one client and you need to bill each owner separately. 1. On the property card, click **⇄ Move**. 2. Pick the client from **Move to which client…**, or choose **βž• New client…** to create the owner on the spot. A new client needs an email because they'll be invoiced. 3. Confirm with **Move property**. Future cleans and invoices bill the new client. Past jobs and invoices stay with the original client, and calendar sync moves with the property. ### Remove or archive a property Click **Remove property** on the property card. A property with no history is deleted. If it has past jobs or invoices, Rinsebase offers **Archive it instead?**. Archiving: * hides the property from all lists and pickers * pauses its calendar feeds * cancels its upcoming cleans that haven't started. Cleans that are en route, in progress or completed are never touched. * keeps all invoices and job history Archived properties are listed under **Archived properties** in the client panel. Click **Restore** to bring one back. Restoring resumes the feeds that archiving paused, and the next sync re-creates cleans for bookings still on the calendar. Cleans cancelled by the archive aren't reinstated directly. ## The property page Click **Open full view β†’** on any property card. The header shows the photo, nickname, address, client, calendar status, layout and default crew count. For STR / Airbnb and Property Manager clients, the header also has a calendar connect option: paste the iCal link yourself (**Have the calendar link? Connect it now ⚑**) or send the host a link. Calendar sync is on the Growth plan and up. The sections below appear in this order. Sections marked *STR/PM* show only for STR / Airbnb and Property Manager clients. Use **Expand all** or **Collapse all** to open or close every section. ### Clean time The estimated time a clean takes here, shown as total work plus a time window for your crew size. Until you set it, Rinsebase estimates from bedrooms and bathrooms. Once real clean times are recorded, it uses those instead. Click **Set clean time** (or **Edit clean time**) to enter hours, minutes and crew size. After 3 timed cleans, the card compares your estimate with actual times and flags drift of 20% or more. Crew size here only affects the time estimate. It doesn't limit how many people get assigned. ### Pricing & pay rates Choose **Auto (calculator)** to use your formula in **Settings β†’ Pricing**, or **✏️ Manual pricing** to set an exact client price per service with **+ Add service**. For each line you can set **πŸ‘· Crew pay** (**Flat $**, **Hourly**, **% of job** or **Not tracked**) and **β˜… Lead pay**. There's also an optional **Pet fee**, which is added to the invoice when crew mark a clean as having pets. These rates feed payroll. Click **πŸ’Ύ Save pricing & pay**. ### Default crew Tick the crew who usually clean here. The first one you select is the **Lead**. They're assigned to every new job at the property, but only if everyone is available. If anyone has time off or an overlapping job, the job is left unassigned and flagged for you. Use **Max cleaners per job** to cap how many are auto-assigned. If you assign more by hand, Rinsebase asks you to confirm. ### Check-in / check-out times *(STR/PM)* These are the guest's check-in and check-out times at this property. Most iCal feeds don't include times, so set them here. **Save times** also re-times this property's upcoming scheduled cleans. ### Owner blocks *(STR/PM)* Record personal-use dates for the owner (**Personal use**, **Owner stay**, **Maintenance**, **Renovation**, **Not available**). You can choose whether a block adds a post-stay clean for approval: **Always add a clean to approve** or **Never add a clean**. Removing a block also cancels any post-stay clean it created. ### Smart lock (Pro plan and up) Connect a Seam-supported smart lock and assign it to this property. Your crew then get a time-boxed code automatically for each clean. The host can connect their own lock from a link you send (**Send it to your host**), or you can click **Open the connection** if you have the lock login. The static lockbox code in Property notes & access still works either way. ### Checklist & photos Each property's checklist is built from rooms in the order your crew walk the house. **Build from layout** creates one room per bedroom and bathroom, plus the Arrival, Kitchen, Living Room and Final Guest-Ready Check rooms. For STR / Airbnb and Property Manager clients, this happens automatically when you add the property. Each room has three lists: * **Do**: tasks. Add with **+ Task**. * **Verify**: readiness checks. Add with **+ Check**. * **Prove**: photos the crew must take. Add with **+ Photo**. Each item is **Guidance**, **Required** or **Photo required**. Required photos block completion only when **Require property photos to complete** is on in **Settings β†’ Features**. You can still complete a job with missing photos using an owner override from the job panel, and a note is added to the job. Other tools: **+ Add room**, **οΌ‹ Rooms from layout**, **↻ Regenerate**, **β˜… Templates**, **Copy from another property** and **πŸ’Ύ Save as template**. **Applies to: every visit** switches to a list that runs only on a specific service. Under **How crews work this property's checklist**, choose **Detailed β€” tick every item** or **Experienced crew β€” complete by room**. Cleans already scheduled keep the checklist they were created with. Clients can view the checklist in their portal but can't edit it. For how crew work through it, see [Mobile App Guide](/mobile-app-guide.md). ### Property notes & access **πŸ” Lockbox / door code**, **🧺 Laundry bag color(s)**, **πŸ“‹ Arrival instructions** and **πŸ“„ Crew notes**. Everything here shows on the crew's job screen. Click **Save notes**. ### Staging photos *(STR/PM)* Reference shots of how the property should look when it's done, grouped by room and shown to crew and inspectors on the job. Click **πŸ“Έ Add staging photo**, or **+ Add shot without a photo** to leave a labelled slot for someone to fill on the next visit. ### Linens *(STR/PM)* Set how many of each linen the crew packs for a clean at this property, such as King sheet set, Bath towels or Pillowcases. The daily linen pull sheet uses these counts. ### Linen ownership & billing *(STR/PM)* Record **Who owns the linen**, **Who replaces normal wear**, **Storage location**, **Approved spec**, and **Who pays** for **Normal wear**, **Emergency purchase** and **Loss / damage**. Use **Save for this property**, or save the answers as the default for every property this client has. ### Supply log A history of supplies at this property: par, on hand, average used per clean and last activity, plus every crew count, low flag and restock. ### Inspection rules Choose which cleans here get an independent inspection: use the company default, **Set rules for this property** (**After a recent defect**, **New property**, **Same-day turnover**, **Every clean**) or **Never inspect this property**. You can also set **Who inspects** and **Inspection pay**. ### Quality history Defects logged at this property. When similar defects repeat, it flags a pattern and lets you open a **+ Corrective action**. ### Owner view (read-only) *(STR/PM)* Click **Create & copy owner link** to share a read-only page with the property owner. They see this property's schedule and photo proof only. Use **Revoke** to turn the link off. If a property manager runs the property, check with them before sharing. ### Supplies catalog *(STR/PM and Commercial)* The items your crew track here. New STR / Airbnb and Property Manager properties start with 10 defaults: Toilet paper, Paper towels, Trash bags, Dish soap, Dishwasher pods, Hand soap, Shampoo, Conditioner, Body wash and Laundry detergent. Commercial properties start with a restroom and breakroom set. Crew flag low items during a clean, and restock alerts show up for you and in the client's portal. ## Related * [STR & Airbnb Sync](/str-and-airbnb-sync.md) * [Client and Property Manager Portals](/client-and-property-manager-portals.md) * [Billing and Payments](/billing-and-payments.md) * [Scheduling](/scheduling.md)