Vacation rental AI knowledge base
Your AI assistant needs to know your rental. Start with the right information.
A guest asks where to park. Knowing that the rental has parking is not enough: they need the right entrance, their allocated space and instructions for opening the gate. A useful knowledge base brings those details together so your assistant can use them in the conversation.
In Rentevo, this knowledge comes from property information, imported conversations, your documents and team corrections. This guide shows what to gather, how to organise it and how to check replies before switching on automation.
Start with the details your guests actually need
Take the questions you answer every week and gather the answers for one property. For arrival, include the address, entrance, key collection and check-in times. During the stay, cover Wi-Fi, appliances, heating, parking and rubbish collection. For departure, explain when guests should leave and where to return the keys.
Include the conditions too: what is included, what costs extra and which requests need your team’s confirmation. “We can check whether early check-in is possible” and “you can arrive from noon” set different expectations. Your knowledge base should reflect the rule you want to apply.
Turn a vague note into useful instructions
Illustrative property information to prepare, not a reply sent by Rentevo.
Note to expand
“Parking is included.”
Property-specific information
“Harbour House: one parking space is included, bay 7 in the courtyard. The vehicle entrance is on Harbour Lane, to the right of the pedestrian door. The remote is on the table inside the entrance. For a second car, ask the team before confirming a space.”
A few sentences identify the property, the route, what the guest needs to do and when a person must step in. Use the same approach for the washing machine, luggage storage or a late check-out request.
Separate shared rules from property details
If you manage several rentals, separate information that applies to all of them from details for one property. A support contact may be shared; the Wi-Fi password, entrance and parking bay belong to a specific rental. Avoid putting different instructions in one manual without identifying which property they describe.
In Rentevo, documents can apply to one property, every property in a connected property management system, or the entire workspace. Selecting all properties in one PMS creates shared coverage that also includes properties added to that PMS later. Use individual properties for instructions that differ.
Use the documents you already have, then fill the gaps
Connect your PMS, such as Octorate or Lodgify, and review the imported information. Knowledge preparation continues after connection, and you can follow its progress in the dashboard. Add your existing house manual or instructions where an important detail is missing.
In Documents, upload one or more files and choose the properties they apply to. Supported formats are PDF, DOCX, XLS, XLSX, TXT, CSV and Markdown; processing starts after upload. In Knowledge Base, you can search the available information, add a question and answer, or edit an existing entry.
Put information intended for guests in guest documents. Internal staff procedures belong in the separate Customer Care section: PropertyGPT can consult them, and they are excluded from automatic guest replies.
Keep one-off exceptions distinct from standing rules
A past conversation might include a one-off agreement to check out at 2 pm. When preparing your knowledge base, check that this exception does not conflict with your standard departure time. In Rentevo, automatically extracted knowledge can be used in replies without a manual approval step.
To update a rule, use Edit Knowledge Base, enter the correct information and select the affected properties. You can also correct a reply from the conversation. Corrections inform future replies; they do not rewrite a message the guest has already received. When a lock, opening time or procedure changes, update the source document as well.
Test a routine question, a missing detail and an exception
In Test the AI, select the property and ask questions as a guest would. Start with “where do I park?”, then ask about a missing detail and finally an exception: “can I bring a second car?”. Check that the routine answer is useful and that the special request leaves the appropriate decision with your team. If something is wrong, correct the knowledge and test again.
To review replies to incoming conversations, use Test Mode and keep the properties you are preparing in Test. AI replies are saved without being sent to guests. Once you are satisfied, activate the properties that are ready and configure the controls for your messaging channels. Manual sends remain real actions.
How Test Mode and human control workAsk a question about the demo property
This is the interactive demo from our homepage. Ask about directions or check-in times: it uses information for a sample rental. To explore your own documents and rules, we can start with one of your properties in a guided demo.
Bring a house manual and a question you often answer
In a guided demo, we can review how to organise a property’s information and which questions to leave to your team. The knowledge base supports assistant replies; if you also want guests to browse the information themselves, you can prepare a digital guest guide.
Explore the digital guest guideTry Rentevo for 15 days. Pricing is €9 per property per month, including VAT, for up to 10 properties; larger portfolios receive custom pricing. Meta charges for paid WhatsApp messages are additional.
Questions about preparing your knowledge base
Do I need to write everything from scratch?
No. Start with imported information and the manuals you already use. Your team reviews the rules, fills in missing details and keeps instructions current.
Can I use one document for several rentals?
Yes, when the information applies to all selected properties. For different access details, codes and rules, use documents or knowledge assigned to individual rentals.
Does a correction change a reply already sent?
No. It updates knowledge for future replies. To clarify a message the guest has already received, your team needs to reply in the conversation.