INSERT SPREADSHEET of properties (which are manual and which do we need to control?) keys and logins so you do not have to go into Breezeway. Pull off property-specific vendors.
We could list each team member as a task, so then whoever is on communications would see the task.
Heating Efficiency:
Heat pumps generally raise the temperature by 1 degree per hour, or 0.5 degrees when outside temperatures are below 70°F.
For gas pumps, the pool heats at 2 degrees per hour, with the same temperature dependency on the outside weather.
Weather Considerations:
Below 50°F, heat pumps do not function and enter freeze protection mode. (electric pumps)
If outside temperatures drop below 75°F, heating time increases.
Water Flow: A functioning filter pump is essential for heat pumps to work properly. If the filter pump isn't running, the heater can be damaged due to lack of water flow.
Pump Speeds:
High pump speeds are required for short stays to quickly heat the pool.
Lower pump speeds are suitable for longer stays to conserve energy while heating gradually.
Function: Gas heaters use natural gas or propane to heat pool water. As water is pumped through the system, it passes through the heater where gas is burned in a combustion chamber. The heated water is then returned to the pool.
Pool Filtering Process
Function: Pool water is filtered on a schedule, typically overnight when energy costs are lower.
Purpose: This process circulates water through the filtration system to clean and remove debris.
Flow: Water is drawn through the pool vacuum or in-floor pop-up cleaners, passed through the filter, and returned to the pool.
Suction & Return Lines:
The suction line pulls water from the pool into the pump to be cleaned.
The return line sends the refreshed water back to the pool or spa via jets, waterfalls, or bubblers.
Cleaner Line: Water passes through this to filter debris and add chlorine, ensuring clean water returns to the pool.
Maintenance Tip: Regular filter cleaning is crucial to maintaining proper suction and return line function.
Variable-Speed Pumps: These pumps allow speed adjustments based on schedule and pool needs.
Single-Speed Pumps: These pumps run at full speed and can only be turned on or off (e.g., the Larkspur pool).
Scheduling (Peoria Example):
Filter Pump: Full speed from 11 PM - 5 AM.
Speed 3: Half speed from 9 PM - 11 PM and 5 AM - 7 AM.
Waterfalls: Activate from 3:45 PM - 6:00 PM.
Lights: Activate from 6 PM - 11 PM.
Pool Mode: When the pool heater is on, both the pool and spa heat together. The spa will spill over into the pool, making the temperature uniform.
Spa Mode: In spa mode, only the spa heats up. The water circulates only within the spa, and you can activate jets for bubbles. After use, switching back to pool mode will equalize the temperatures again.
Compatibility: Water features like heaters and waterfalls should not run simultaneously with the in-floor cleaning system. The system's pressure would not be sufficient to operate both effectively.
Scheduling Tip: Set the cleaning system to run at opposite times from the heater or spa combo. A four-hour block at night for cleaning is ideal.
Operation: When the pool pump is running, the vacuum also operates, cleaning and heating the pool simultaneously.
Warning: Guests should not remove vacuums from the pool. This can cause severe damage to the pump if not disconnected properly.
Gas Heaters vs. Heat Pumps:
For heat pumps, if outside temperatures are below 50°F, inform guests that the pool heater will not operate effectively.
Gas heaters are less affected by cold weather and will continue to heat the pool.
Guest Communication: Be transparent with guests about expected temperatures and heating limitations during colder months. If temperatures are closer to the 60s and 70s during the day and 50s at night, the pool heater should work without issues.
"Thank you for reaching out about the pool heater feature. We want to inform you that if the weather is below 50°F, the pool heater will not operate. The forecast for your stay is predicted to be ____________. Under these conditions, the heat pump will run for a limited time during the day, and unfortunately, it may not be able to heat the pool effectively. The pool heater can take 24-36 hours in average temperatures of 70°F and above to reach the desired temperature. The fee is $/night, plus tax, with a one-week minimum purchase."
Anything involving pool draining (or similar major service) requires the home to be blocked for a minimum of 6 days. To be safe, we will block 7 full days starting the day the vendor begins service.
Timeline Breakdown:
Day 1 – Drain pool
Days 2–3 – Perform work
Days 4–5 – Refill
Day 6 – Buffer
(We block 7 days total to protect against delays)
1. If the home is open:
➡️ IMMEDIATELY block the calendar for the full service timeframe.
2. If a guest is already booked:
➡️ Inform the owner/vendor we must select different dates that do NOT disrupt a guest stay.
➡️ We do NOT schedule non-emergency draining during an active booking.
3. If the work is an emergency:
➡️ Notify the guest immediately.
➡️ Present options:
Move to another available home
Offer a discount
Cancel reservation without penalty (from guest side)
Do not be afraid to say:
“We cannot complete that service during a guest stay. We will need to block the calendar and schedule the work when the home is vacant.”
If an owner messages and says, “I have a repair scheduled for these dates,”
➡️ Block the calendar immediately.
No exceptions without leadership approval.
We protect the guest experience first.