SOP: OTA Transition Steps for New Acquisitions

Overview

This Standard Operating Procedure outlines the process for onboarding newly acquired property management companies and transitioning their existing OTA accounts into Trek’s operating framework. The goal is to ensure a streamlined and consistent transfer of OTA access, including verification of ownership, consolidation of account management, and alignment of host profiles and branding.

1. OTA Access Setup 

• Collect the username, password, and associated phone number for all major OTAs, including:

  • Airbnb

  • Vrbo

  • Booking.com

  • Homes & Villas by Marriott

  • Any additional OTA platforms in use

• Add Trek team 2FA numbers to Airbnb, Vrbo, and other platforms as applicable, and create user access for Booking.com.

• Review inbox settings and notification workflows based on each channel’s designated contact email.

• When possible, update the login email to the PMC@treklv.com distribution group.

• Notify Airbnb, Vrbo, and Booking.com account representatives to consolidate account management under the current Trek Account Managers.

2. Ownership Verification & Financial Setup 

• Confirm ownership details using required legal documentation.

• Verify financial information related to OTA payouts.

• Collect and validate owner contact information and identification.

• Confirm correct account access levels and permissions with each OTA.

3. Listing Updates & Branding 

• Update the host or company profile to reflect Trek branding.

• Upload brand logos and required visual assets across all OTAs.

• Refresh property details, including the overview, amenities, house rules, and full description.

• Ensure photos, listing titles, and keywords follow brand standards.

• Perform a final review to confirm accuracy, completeness, and consistency across all OTA platforms.