Operations command center
Operating snapshot
What the new manager should know immediatelyStandard check-in
Door code is normally sent two days before arrival.
Standard checkout
Trash out, fridge cleared, dishwasher started and towels gathered.
Maximum occupancy
No unauthorized overnight guests or larger visiting groups.
Quiet hours
Protect the residential neighborhood and avoid neighbor complaints.
Pet fee
Per approved pet. Unauthorized pets require documentation and escalation.
Indoor smoking fine
Smoking is only permitted on the back patio.
Cleaning fee
Standard cleaning fee charged per reservation.
Guest insurance
Insurance charge calculated for each reserved night.
Guest fees
Daily tools
Quick actions and handoff progressEverything needed to operate the VDB homes—without digging through old messages.
Use this hub for guest decisions, property facts, vendor scopes, operating links and the transfer checklist. Sensitive credentials are limited to the private account directory and are masked by default.
Handoff readiness
In progressProperty reference
Select a home for operational detailsGuest policies
Apply consistently and document exceptionsOccupancy and visitors
Maximum occupancy is eight. No unauthorized overnight guests. Visiting groups above occupancy are not approved, even if they are not sleeping at the home.
Noise and neighborhood
Quiet hours are 10:30 PM–7:30 AM. These are residential neighborhoods; all vehicles must fit in the driveway and street parking is not permitted where noted.
Smoking
Smoking is allowed only on the back patio. Evidence of indoor smoking may result in a $500 fine plus documented damage or remediation costs.
Parties and events
No parties or events. The house rules provide for a $2,000 fine when violated. Ask about visitor count, ages, cars and gathering hours before approving anything unusual.
Pets
Pets require advance approval and a $250 fee per pet. Confirm animal type, size and number. Document unauthorized animals and added cleaning or damage.
Checkout condition
Guests must place trash in bins, clear the refrigerator, start the dishwasher and gather towels. Photograph excessive mess before arranging added cleaning.
Added cleaning
Cleaning add-ons in the operating model include higher occupancy and dog-related work. Claims require clear photos, invoices and proof of payment.
Damage and claims
Notify the guest, preserve messages on-platform, gather time-stamped photos/video, obtain vendor documentation and submit before the platform deadline.
Guest situation playbook
Open a situation for steps and a draft responseDamage claims
Choose the claim path based on the booking platformSafely
Use for: Direct bookings, Booking.com and Vrbo reservations.
Deadline: File within 60 days of checkout—the sooner, the better.
Deductible: Safely deducts $100 from the total approved payout for every claim filed.
- Open the covered reservation and begin the Safely claim.
- Submit photos, video when available, receipts or cost estimates, and a short description of the damage.
- For reimbursement of a damaged item—not a service—you may submit a screenshot of the replacement item in the cart. Include taxes, shipping and other applicable purchase costs.
- When possible, include both a close-up photo and a wider photo showing the damage in context.
Safely is generally fair with claim approvals when the damage and requested cost are clearly documented.
Airbnb
Do not file an Airbnb reservation through Safely. Airbnb claims must be handled through Airbnb’s reimbursement process.
Deadline: Begin the damage reimbursement request within 14 days of checkout.
- Build a strong, clear storyline explaining what happened, when it was discovered and why the guest is responsible.
- Include specific details. A complete narrative helps Airbnb understand and approve the reimbursement request.
- Photos, video, receipts and repair or replacement estimates are essential.
- Request reimbursement through the Resolution Center. If the guest declines, pays partially or does not respond, escalate the request to Airbnb.
Evidence checklist
Check off each item before submittingClear images showing the exact damage.
Show the damaged item and its location or surrounding room.
Use video when movement, function, odor remediation or the extent of damage is difficult to show in photos.
Include repair, replacement or added-service documentation.
For damaged items, show the replacement in the cart with taxes, shipping and applicable costs included.
State what was damaged, when it was discovered and the amount requested.
Confirm the correct property, reservation, guest and checkout date.
Present a detailed, organized case connecting the evidence to the requested reimbursement.
Vendors and supplies
Vendor cost compared with the amount billed to each owner| Service | Vendor | Properties | Billing | Vendor price | Owner pays | Scope |
|---|---|---|---|---|---|---|
| Landscaping | Joelle | 501 | Monthly | $250 | $300 | Mowing, pruning and leaf blowing; two visits per month. Tree trimming is charged separately. |
| Landscaping | Joelle | 4933, 4999, 4351, 4967 | Monthly | $150 | $200 | Mowing, pruning and leaf blowing; two visits per month. Tree trimming is charged separately. |
| Pest control | East Coast Pest Control | All five homes | Every two months | $55 | $75 | Exterior spray. |
| Management and pool | Chris — S&M Home Services | All five homes | Monthly; pool serviced twice monthly | $350 $150 maintenance + $200 pool | $400 $225 maintenance + $175 pool | Routine maintenance and pool servicing. Written approval is required before additional work. |
| Cleaning | Yanina | Per booking | Each turnover | $300 | $400 | Standard turnover. Vendor add-ons: +$50 for more than six guests and +$100 for a dog. |
| Sprinklers | Gene | All five homes | Per request | Not listed | Not listed | Sprinkler diagnosis and repair; confirm pricing before dispatch. |
Supply ordering guide
Sources neededGuest consumables
Toilet paper, paper towels, trash bags, dishwasher pods, hand soap and starter toiletries.
Add preferred products + linksCleaning stock
Laundry detergent, stain treatment, disinfectant, glass cleaner, sponges and mop supplies.
Add reorder minimumsPool and outdoor
Coordinate chemicals through pool service. Track propane, grill tools and outdoor replacement items separately.
Confirm responsible partyOperating accounts and reference links
Account inventory without credentialsHostaway
Primary PMS; Airbnb, VRBO, Booking.com and Google connections route through it.
Create incoming manager accessDirect-booking directories
Reserve Kosher/Kvation, GoKosher, KosherBnB, Florida Rentals and Jdira.
Smart locks
Schlage and Yale systems; Shabbos key is maintained in a lockbox.
Secure access transferSafely insurance
Reservation protection account and duration-based rate schedule.
Secure access transferLicensing and tax references
Florida sales and use tax
State sales tax plus applicable county surtax.
Get login from Mrs. GFlorida DOR →
Palm Beach tourist tax
County tourist development tax for Boca stays.
Get login from Mrs. GPalm Beach County →
Palm Beach County tourist-tax accounts
Property registration reference · next due 11/20/2026| Property | Registered business | TDT account | PCN |
|---|---|---|---|
| Villa Boca 501 NW 46th Ave | Villa De Boca LLC | 000013509 | 06-43-47-07-03-004-0210 |
| Villa Coral 4999 NW 4th Ave | 4999 NW 4th Avenue LLC | 000013502 | 06-43-47-08-01-001-0250 |
| Villa Serenity 4933 NW 4th Ave | Aaron David Greisman | 000028618 | 06-43-47-08-01-001-0230 |
| Coastal Cove 4967 NW 4th Ave | Chaim Bursein | 000023076 | 06-43-47-08-01-001-0240 |
| Villa Luxe 4351 NE 4th Ave | Yitzchok Oelbaum | 000025833 | 06-43-47-08-04-030-0330 |
Direct booking sites
Channel & PMS access
How the incoming manager reaches each booking channelHostaway
Create dedicated incoming-manager access using the confirmed manager email.
Access still needs to be createdChannel note: VRBO, Booking.com and Google reservation data are accessed through Hostaway.
Airbnb
Provide access by inviting the incoming manager as a co-host.
Co-host accessDirect-booking directory accounts
Links and credentials from the closeout workbook| Site | Login link | Username | Password | Notes |
|---|---|---|---|---|
| Reserve Kosher | Open account → | inquiries@vdbrentals.com | •••••••••••••• | Vendor dashboard link listed in the closeout workbook. |
| Kvation | Open site → | zehaval@vdbrentals.com | •••••••••••••• | |
| GoKosher | Open site → | inquiries@vdbrentals.com | •••••••••••••• | |
| KosherBnB | Open site → | inquiries@vdbrentals.com | •••••••••••••• | |
| Florida Rentals | Open login → | inquiries@vdbrentals.com | •••••••••••••• | $599.25/year for three listings; expiration noted as 10/22/2026. |
| Jdira | Open site → | inquiries@vdbrentals.com | •••••••••••••• |
Management transition checklist
Stored on this device as items are checkedExport guest and reservation data; check contract end date and auto-renewal. Close after incoming guest communication is operating.
Export rate settings and pricing history; transfer pricing strategy notes. Close after the final pricing decision.
Export reservations, guest records and reports; confirm channel connections. Do not close until final payouts are reconciled.
Download earnings and tax documents; confirm transfer options for Airbnb, VRBO, Booking.com and Google.
Decide whether the business number transfers or forwards; end forwarding only after the transition period.
Confirm domain, hosting and email ownership. Transfer vdbrentals.com instead of cancelling if included.
File final returns and confirm incoming operator registration with CPA guidance.
Confirm ownership, renewal dates and transfer/reapplication requirements for each home.
Transfer passwords, smart-lock access, codes and recovery methods through a secure channel; rotate after handoff.
Assign responsibility for every future stay, payout, guest message, claim and owner update.