Mama Bear Members

Mama Bear Members

Mama Bear

If you are an owner that likes to be involved with your guests and enjoys the ability to manage your own property BUT occasionally needs a helping hand then,

We are your solution!!!

“Bear Tootin… your getaway – go between” has created a program that continues to allow the owner to have total control of their property and we provide the tools you need to make the process easier. You can customize your “Bear Cub Package” to suit all your needs, such as housekeeping, inspectors, maintenance-on call, maintenance-per request, monthly inspections and much more.

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We are a full-time management company that uses VRBO and Air BNB for all of our property listings. VRBO has been our primary source for renting the cabins we manage and they had been great….until 2016, when they were purchased by Expedia, and everything changed….literally. Little by little they started getting greedy, taking away privileges that were once synonymous with each listing. Cancellation policy changes, making management company phone numbers unavailable unless a guest booked and the addition of astronomical guest fees so erratic and unpredictable made giving an accurate quote impossible, thus reservations were affected and guests soon became angry with us, unaware that we too were against the drastic changes. Comparable websites such as Air BNB, Flip Key and Trip Advisor operate in a similar fashion but had done so since the beginning. Unfortunately, VRBO is not done with making changes and soon they will begin taking a percentage of the money paid to owners and possibly follow Air BNB procedure of holding all reservation payments collected until AFTER a guest stay.

The outcome of such extreme change has engaged VRBO and property owners into a class action lawsuit with owners siting these changes were implemented without redoing yearly contracts. If VRBO were to lose this lawsuit a prompt shut down of the site is a very real possibility, devastating management and owners with limited alternatives of advertising resources.

In the Smoky Mountains, there are over 150 cabin rental companies. The clear majority of these companies collect the industry standard management fee of 40%, making it nearly impossible for owners to turn a profit. We to offer a full management property program but at a drastically discounted rate of 20%. With online companies taking majority control away from the owners and demanding inflated fees, owners have created an urgency to find someone that will put their needs first. Therefore we have created the

Mama Bear Members

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As an owner, you would remain in FULL control of your property, from answering inquiries, taking reservations, sending guest check in information and tracking accounting records. We offer the tools that will help you manage all aspects of the property effectively. Purchasing a yearly subscription to our reservation program gives you the power to consolidate and oversee multiple rental listings on various sites (VRBO, Flip Key, Air BNB, etc) all in one dashboard. Eliminate costly percentage booking fees that other sites charge and instead apply a standard $20 service fee, passing a HUGE savings on to guests and leaving owners to pay NOTHING out of pocket for our $20 per reservation fee. 

In addition to our reservation program, subscribing members have access to services not offered through other management companies. In house maintenance, inspections and full services housekeeping are add on services available to members at an additional cost and are easily managed and tracked through our software system. These are individual services and you choose which, if any, you may need. Our “On-call Maintenance” program starting at $50 a month, provides your guests with our phone number that they can call for issues during their stay, ranging from directions to the property or a 1am clogged toilet. Housekeeping inspection services provide owners (who use their own housekeepers) with a qualified inspection specialist to inspect their property after each cleaning. Our specialist will follow a personalized, detailed inspection sheet to ensure optimal quality control. This value added service is available to members at a low fee per month which includes an emailed inspection report and notification that the cabin is ready for guests. Use any of the above add on services or customize you ownBear Cub Services“.

Benefits

Reservation Software *access to a professional reservation software – something an individual cabin owner couldn’t get. If they did, it would cost them $350 a month & over $5,000 up front
Book around VRBO\AirBNB *the guest are getting smarter & starting to “google” the cabin name to try to find it on another website outside of VRBO\Airbnb so they get it at a cheaper rate, avoiding the service fee.

*the owner can take reservations around vrbo\airbnb\Trip advisor through the streamline software & the bear tootin website. This will save the owner & guest money because they will not be paying a high fee or %

Take Credit Card Payments *the owner can take a credit card or echeck payment through their streamline dashboard
Receive Guest Payments *within 7 days after the guest makes their payment, before their reservation
All Reservations in 1 Program *a program that can put all of their reservations from different vacation sites (vrbo\airbnb\trip advisor) into one software
Inquiries *Receive inquiries through our BT website that show up in your streamline dashboard (can reply right from dashboard)

*will have guest contact info (email & phone number)

Automatic Emails *system can send out automatic emails (Exp. welcome letter, directions, check in info, etc.)

*Automatic emails can have different triggers as to when they are sent (Exp. after first payment, after reservation is paid in full, etc.)

Cancellation Policy *this is each owner’s decision for their property..  between them & the guest
3D Virtual Tour (free) *Bear Tootin will do a free 3D tour of the property & post it on our website
Pictures (unlimited) *on our Bear Tootin website, the owner can post as many pictures as they would like, there is no limit. VRBO \ Airbnb \ Tripadvisor – the owner can only post 24pics
Amenities in Detail *our program has every type of detail from how many step to the front door, is the parking area flat, how many bedrooms are on the main floor, etc. We believe the more details we can give the less questions the guest will have.
Reviews

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*Bear Tootin has full control over all the reviews, & we understand that you can’t make everyone happen & completely prevent things from happening. That is why when an owner gets a bad review on our Bear Tootin website, the owner can ask us to remove it & we will consider each request. Such as (in worse case scenario): the guest wrote that they got bed bugs & the owner had an inspection & it wasn’t true or even if it was true but the owner spent $600 to have it removed and it passes a pest control inspection….then yes we will remove it. As we understand the value of guest reviews but also know how much a really bad one can effect a property.  
Guest App *it will hopefully be launched in March

*the guest will be able to get all their cabin info (door code, directions, check-in instructions, etc), attraction info, area maps, discounted tickets & more to help them enjoy everything the Smoky Mtn has to offer.

*also the guest can do maintenance work order along with pictures from the app & they will be sent directly to the owner, so it will be easier & faster to problem solve.

Housekeeping App No matter if an owner uses their own cleaner or our cleaning team, they will have their own housekeeping app that will tell them when the guest checks out (so no more having to spend time sending them the info), it will let you know when the cabin is cleaned & ready.. they can also do maintenance work orders with pictures
Owners App *if an owner is on the go, now it is easy for them to enter a new reservation, view availability calendar, work orders, etc
Maintenance App No matter if an owner uses their own maintenance or our maintenance team, they will have their own maintenance app that they can do maintenance work orders with pictures
Accounting Records *perform accounting records that shows past & future reservations along with Owners Profit
Tax Info *easier way to do their taxes with just a few clicks. Right now they have to click on each reservation, write down the info or put into a spreadsheet to get the totals
Maintenance Reports *all of the work orders that have been created will be stored in the owner’s dashboard.
Discounted Tickets *your guest will have access to our discounted tickets

*as an individual owner, you don’t have the ability to provide this to your guest but teaming up with a company you can now.

Rentals for Guest *Bear Tootin has “Baby Bear Rentals” where the guest can rent items such as pack-n-plays, infant swings, hiking back & more more. In stead of the guest have to pack it in their already over stuffed car, they can have the item waiting for them in the cabin.

*By teaming up with us, your guest will also be able to rent from us too.

*We also have “Senior Bear Rentals” & “Furry Friend” rentals for dog kennels for the pet friendly cabins.

VIP Guest Bags *Each guest pays a $20 guest service fee BUT $4 actually goes back to the guest. When they arrive to the cabin the will find a very nice nylon travel bag field with brochures, area maps, calendar of events, discounted coupons and even some FREE go cart rides, alpine coaster ride & more.

How much

Subscription details

Guest Fee - Details

Take a Tour

Nothing compares to experiencing it for yourself…so log into our demo cabin (Tooties Cabin & Tooties House – side note: Tootie is the name of our bear on the tree) and explore the reservation software program. You can’t hurt anything, so click anywhere you want to and have fun. 

(click on button below)

User Name: tootiescabin

Password: tootie#1

What you can see: the reservation calendar \ view maintenance work orders with pictures \ see guest reviews \ change and edit pictures \ view a profit and loss report, which can include future reservations \ tax amounts…and more

TIP: To make a reservation and see payment details, balance due and guest info…

This time when you “log-in” – change the “Select Admin Module” to “Front Desk Area

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Whenever you are ready to be a Mama Bear Member….here is your “To Do List”

1.) Owner's Info
*Fill out the Owner’s Entry Form

*Only 1 form per owner\couple needs to be filled in

Go to Owner’s Entry Form

2.) Cabin Info
*Fill out the Cabin Entry Form

*1 form per cabin (example: if you have 4 cabins, you will have to fill in 4 cabin entry forms)

Go to Cabin Entry Form

3.) Cabin Rates & Fees
*Fill out the Rates & Fees Entry Form

*1 form per cabin (example: if you have 3 cabins, you will have to fill in 3 cabin rate forms)

Go to Rate Entry Form

4.) Subscription & Bear Cub Services
*Fill out & choose my Subscription & Bear Cub Service Entry Form

*1 form per cabin (example: if you have 3 cabins, you will have to fill in 3  forms)

Choose My Services

5.) Receive your Login

*Bear Tootin will be creating your login for your dashboard

*Bear Tootin will be entering all your cabin info, which will include all your amenities & rates

*Bear Tootin will be creating your mobile apps: Owner’s \ Housekeeping \ Maintenance \ Guest

*Bear Tootin will we putting together your automatic emails

*Bear Tootin will be shooting & creating your FREE virtual tour of your property 

*Bear Tootin will contact you to get your bank account info. This will be used to pay your Subscription, guest fee and Bear Cub Services that you choose. 

*Look for an email: within 1-2 days you will get an email that will have your dashboard login

6.) Enter Reservations

*Once you receive your login

*Enter all your existing reservations 

*All of your existing reservations will only be charged a $3 guest fee

*You will have 5 days from the time you get your log in email to make these entries, then on the 6th day your guest fee will be changed to $20 per reservation

Log into My Dashboard

*Tip: make sure you change the “Select Admin Module” to “FrontDesk Area”

*Go to the “Owner Dash – How To?” page (under owner) to find out how to enter a reservation.

Go to “Owner Dash – How To?” page

7.) Cabin Description

*Enter your cabin description

*Log into your dashboard 

Log into My Dashboard

*click on: Owner Details – its the last icon at the top of the page with a person & house on it

*scroll\look: find the big white box at the bottom of the page & type in your desired description

*tip: you can change the font size, color & choose a font style. also add links

8.) Pictures & Description

*Upload all your cabin pictures

*Add a description for each picture

*Log into your dashboard 

Log into My Dashboard

*click on: Photo Gallery – its the 2nd to last icon at the top of the page with the 3 pictures on it

*scroll\look: at the bottom & click “choose file” to add 1 picture at a time or click “[+] Add Multiple Photos” to add several pictures, after your done make sure you scroll to the bottom of the page & click “Submit Photo Gallery“

*tip: from top to bottom put your pictures in order & this is how it will be shown on our website \ click on the blue up & down arrows to move pictures around

*scroll\look: in the white box next to the picture, put in your description & click “Update Image Caption“

*tip: the guest like to know what is in the picture & the location of the room \ example: 2nd bedroom, located upstairs, king bed

9.) Upload Documents

*Upload your documents: such as rental agreement, directions, etc

*Log into your dashboard 

Log into My Dashboard

*click on: the 5th (last)  icon down on the left side of the screen,

*scroll\look: click on “Choose File”, select the file you want to add, put in your document description like “Tootie’s Cabin – Rental Agreement” and then click “Add Document”. You will see the document in the top part of the screen.

*tip: after you enter the document, make sure you send us a message through your owner dashboard (click on Contact Management) and let us know which document you added & when you want the guest to receive them, such as with this one: when they books a reservation, when the guest receives their cabin info

10.) Proof & Your DONE

*Your cabin is now showing on the Bear Tootin website

*Find your cabin on the Bear Tootin Website & make sure everything is correct: rates, amenities, location map, etc

*tip: to  learn how to do things in your dashboard go to the “Owner Dash – How To” page. If you need future help, contact us in the owners dashboard under “Contact Management”

Go to “Owner Dash – How To?” page

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Listing Cost: What the Owner Pays 

VRBO\HA Yearly Fee ($300) but will change to a % of each reservation
Air BNB
Trip Adviser
Bear Tootin  the 1st 6 months is FREE, after that it could range from $25 – $75 a month, depending on how many properties you have (discount for multiple properties) and the more you pre pay, the cheaper your months fee is

Service Cost: What the Owner Pays 

VRBO\HA Nothing, but that will change in 2017-2018
Air BNB  per booking
 
Trip Adviser 3% per booking of the total reservation gross
Bear Tootin  Nothing

Booking Fee: What the Guest Pays 

VRBO\HA  4-11 % on the total of the reservation \ this % is up to VRBO and is unpredictable \ example: one day the fee can be $87.23 and two

weeks later for the same dates it could change to $102.74

Air BNB  6-12% but can be higher or lower depending on the specifics of the reservation
 
Trip Adviser
Bear Tootin  $20 per reservation, $4 of that fee goes back to the guest in their VIP bag filled with brochures, maps, calendar of events, discounts & free tickets

Guest Contact Info: When will the Owner receive it 

VRBO\HA  
Air BNB  
 
Trip Adviser  
Bear Tootin  as soon as the guest sends an inquiry 

Property Listing Placement: How is it determined 

VRBO\HA  
Air BNB  
 
Trip Adviser  
Bear Tootin  Alphabetical order

Rates: Who sets them 

VRBO\HA  
Air BNB  
 
Trip Adviser  
Bear Tootin  the owner

Guest Payments: When will the Owner receive it 

VRBO\HA  
Air BNB  
 
Trip Adviser  
Bear Tootin  with in 10 days after the guest makes their payment (before their reservation dates)

Refunds: Does the owner have control 

VRBO\HA  
Air BNB  
 
Trip Adviser  
Bear Tootin  YES, the owner has full control & decision making on every refund

Damage Control: What do they offer 

VRBO\HA  
Air BNB  
 
Trip Adviser  
Bear Tootin  it up to the owner if they want to do a refundable or non-refundable fee

Reviews: What if you get a bad one 

VRBO\HA  
Air BNB  they will only remove one if it violates our review guidelines.
 
Trip Adviser  
Bear Tootin  *Bear Tootin has full control over all the reviews, & we understand that you can’t make everyone happen & completely prevent things from happening. That is why when an owner gets a bad review on our Bear Tootin website, the owner can ask us to remove it & we will consider each request. Such as (in worse case scenario): the guest wrote that they got bed bugs & the owner had an inspection & it wasn’t true or even if it was true but the owner spent $600 to have it removed and it passes a pest control inspection….then yes we will remove it. As we understand the value of guest reviews but also know how much a really bad one can effect a property.

Inquiries: How does it work and who answers them

VRBO\HA  
Air BNB  
 
Trip Adviser  
Bear Tootin  the owner will receive an email with all of the guest info from the Bear Tootin website

Reservations: Who makes them

VRBO\HA  
Air BNB  
 
Trip Adviser  
Bear Tootin  the owner

Automatic Bookings: How does it work

VRBO\HA  
Air BNB  
 
Trip Adviser  
Bear Tootin  guest can book automaticlly from our Bear Tootin site, but the owner still has the decision to keep the reservation.

Accounting Records: How are they done 

VRBO\HA  
Air BNB  
 
Trip Adviser  
Bear Tootin  the owner can create their own reports just by choosing the date range 

Credit Card Fee: What are they 

VRBO\HA  
Air BNB  
 
Trip Adviser  
Bear Tootin

Check-In Info: How are they sent 

VRBO\HA  
Air BNB  
Evolve  
Trip Adviser  
Bear Tootin

Guest App: Is it available & what can the guest do with it 

VRBO\HA  
Air BNB  
Evolve  
Trip Adviser  
Bear Tootin  YES,

Guest Gift Bag: Is it offered & what will it be 

VRBO\HA NO, they don’t live in the area & can’t offer anything
Air BNB  NO, they don’t live in the area & can’t offer anything
Evolve  NO, they don’t live in the area & can’t offer anything
Trip Adviser  NO, they don’t live in the area & can’t offer anything
Bear Tootin  YES,

Discounted Tickets: Can they be offered to my guest 

VRBO\HA  NO, they don’t live in the area & can’t offer anything
Air BNB  NO, they don’t live in the area & can’t offer anything
Evolve  NO, they don’t live in the area & can’t offer anything
Trip Adviser  NO, they don’t live in the area & can’t offer anything
Bear Tootin  YES,

Cancellations: How do they work 

VRBO\HA  
Air BNB  If a guest cancels a reservation, the service fee charged to the guest is non-refundable
 
Trip Adviser  
Bear Tootin  

House Keeping: Can it be offered 

VRBO\HA  NO, they don’t live in the area & can’t offer this service, you have to find your own
Air BNB  NO, they don’t live in the area & can’t offer this service, you have to find your own
Evolve  Kind of, they will give you a list of different type of service people in the area but they don’t know them personally. 
Trip Adviser  NO, they don’t live in the area & can’t offer this service, you have to find your own
Bear Tootin  YES,

Maintenance Services: Can it be offered 

VRBO\HA  NO, they don’t live in the area & can’t help you
Air BNB  NO, they don’t live in the area & can’t help you
Evolve  Kind of, they will give you a list of different type of service people in the area but they don’t know them personally. 
Trip Adviser  NO, they don’t live in the area & can’t help you
Bear Tootin  YES,

Pictures: Can they take them 

VRBO\HA  NO, you have to take them yourself
Air BNB  NO, you have to take them yourself
Evolve  Yes, they will send a photographer for free. You can only have 25 pictures posted
Trip Adviser  NO, you have to take them yourself
Bear Tootin  YES,

Virtual Tour (Matterport): Can it be offered 

VRBO\HA  
Air BNB  
Evolve  
Trip Adviser  
Bear Tootin  YES,

Assisting In-House Guest: Can it be offered in person 

VRBO\HA  
Air BNB  
Evolve  Kind of, they will give you a list of different type of service people in the area but they don’t know them personally. 
Trip Adviser  
Bear Tootin  YES,

Assisting In-House Guest: Can it be offered by phone 

VRBO\HA  
Air BNB  
Evolve  
Trip Adviser  
Bear Tootin  YES,

Rental Items for Guest: such as baby items, kennel cages, etc. 

VRBO\HA  NO, they don’t live in the area & can’t offer this service
Air BNB  NO, they don’t live in the area & can’t offer this service
Evolve  NO, they don’t live in the area & can’t offer this service
Trip Adviser  NO, they don’t live in the area & can’t offer this service
Bear Tootin  YES,

Property Inspections: Can they do it for me 

VRBO\HA  NO, they don’t live in the area & can’t offer this service
Air BNB  NO, they don’t live in the area & can’t offer this service
Evolve  NO, they don’t live in the area & can’t offer this service
Trip Adviser  NO, they don’t live in the area & can’t offer this service
Bear Tootin  YES,