Customer Stories: Wavecrest Condominium Association
Wavecrest puts owners in the driver’s seat for short term rentals
Published on
October 3, 2025
Background
Wavecrest is a community where each unit is owned by an individual owner. Many owners operate short term rentals, while others live on site or choose not to rent at all. When Trank arrived, guest check ins were handled with a website form that guests emailed back. Staff then re entered the information into Condo Control. Two parallel workflows created extra work and frequent gaps in guest details.
Challenges
- Two processes in play created rework. Guests completed a downloadable check in form, then staff re keyed that information into Condo Control.
- Missing information slowed arrivals. Staff spent 20 to 40 minutes per day entering check ins and chasing details.
- Fairness to non renting owners. Management wanted to reduce the time the association spent managing individual rental businesses.
- Risk and recall problems. Verbal requests were easy to forget, and paper based permissions created liability exposure.
- Communication sprawl. Notices, updates, and records were not centralized in one place that all owners could access.
“
Support is unbelievable. I leave the call feeling like I was your only problem that day. It is an invaluable tool. I could not imagine doing my job without it.
Tranquilino Pascual
General Manager , Wavecrest Condominium Association
Solution
Wavecrest standardized on Condo Control for 100 percent of short term rental activity. Owners now submit and manage their own guest stays in the system. Staff relies on Active Stay reports for day to day visibility and pulls historical arrival data by date range as needed. Announcements, service requests with permission to enter, surveys, and a central document library keep the community informed and accountable.
Implementation
- One method for STR (Short-Term Rental) check ins. The legacy website download was retired. Condo Control became the only path for short term rental arrivals.
- Owner enablement. Owners enter guest stays themselves, including future bookings months in advance. Trank posted the official guest check in tutorial in an Announcement so owners could self serve.
- Adoption policy. A concierge entry option was offered at 50 dollars per check in for anyone who chose not to learn the system. No one has used it, which encouraged adoption.
- Compliance and records. Permission to enter is captured on each service request. Active Stay reports are available for any past or future window without weekly printouts.
- Centralized communication. Trank sends one or two Announcements per week to all 125 owners and schedules messages in advance to avoid fatigue. Minutes, reports, and other documents are stored in the library for transparency.
- Feedback loop. Surveys collect owner sentiment and comments. The board uses the results to move faster on decisions.
Results with Condo Control
Time and workload
- At least 2 hours saved per day across check ins, service requests, and communications. That is about 5 hours per week and 20 hours per month.
- About 30% reduction in overall task time.
Direct cost savings
- $7,000 per year saved from automating check ins.
- Additional efficiency gains worth up to about $2,000 per month from digital communications and owner submitted service requests.
- $40 to $100 per week less spent on printing and filing.
Quality and compliance
- At least 75% error reduction compared with handwritten or emailed requests. Digital permission to enter reduces legal risk.
- Estimated owner usage near 75%
Board decision making
- Surveys quantify owner sentiment. Seeing results like 40% versus 60% helps the board decide faster and address concerns directly in Announcements.
Feature spotlight for STR management
- Owner led guest check ins. Owners enter arrivals and future stays, which reduces office workload and data gaps.
- Active Stay reporting. Look up arrivals for any date range in seconds. No recurring printouts required.
- Announcements. One click reaches all 125 owners. Scheduled sends prevent over messaging.
- Service Requests with permission to enter. Track issues, capture entry consent, and keep an auditable thread.
- Surveys. Capture community sentiment and comments to steer board actions.
- Document library. Minutes, reports, and policies live in one place. Owners can self serve past information at any time.
The Wavecrest STR playbook
- Make one system the standard. Retire legacy forms and email chains. Route all STR workflows through Condo Control.
- Teach once, then scale. Post the official tutorial video in an Announcement and pin it for self service.
- Set expectations and a backstop. Offer a concierge entry option with a reasonable fee to nudge adoption.
- Report, do not retype. Use Active Stay to view past and future arrivals by date. Stop printing weekly lists.
- Close the loop. Use Service Requests with permission to enter and Announcements for updates. Run Surveys when decisions need owner input.
Conclusion
By centralizing short term rental processes in Condo Control and shifting guest entry to owners, Wavecrest removed duplicate work, improved fairness to non renting owners, and turned STR administration into a faster, more reliable workflow. The community now saves time and money, communicates clearly, and makes decisions with confidence.
