STR MANAGEMENT-CONTROL SYSTEM — the full spec (Sam, verbatim intent, 2026-07-02 ~5 PM)

Goal (Sam's words): both Florida homes (9312 + 9332 Somerset Hills) fully tracked, controlled, and maintained — tasks, vendors, costs, photos, scheduling, accountability. Covers maintenance, pool systems, Hospitable setup, guest issues, supplies, repairs, payments, recurring management.
Owner: STR/revenue lane (VM window 3 / Fable-3 + str-ops-davenport + guest-comms skills). Build here, not in MIS.
Context: Sam had a call TODAY with Allison @ Hospitable; another call to be scheduled; Hospitable portal payment to set up. Hospitable = the operational spine (guest messages, property tasks, upsells; eventually thermostats/pool/smart-home integrations).

1. POOL MANAGEMENT (spoke with pool vendor — need written per-pool summary)

Track PER HOME: (1) what's broken/not operational · (2) parts needing repair/replacement · (3) which filters being ordered · (4) pricing per part/filter · (5) timing/scheduling · (6) filter replacement cadence · (7) pool/spa heat separation — needed now or wait for heat season? · (8) heat-separation pricing · (9) quote: Wi-Fi control of pool-heater power · (10) quote: remote thermostat/temperature control · (11) future Hospitable/automation connectivity.
End state: full Wi-Fi pool control where possible (power, temp, troubleshooting visibility) + a permanent record of what was repaired, when, by whom, for how much.

2. MAINTENANCE TRACKER — required fields per item

Property · Issue · Vendor · Status · Photos BEFORE · Photos AFTER · Cost · Date reported · Date scheduled · Date completed · Approved by · Paid by · Receipt/invoice · Guest-caused? · Guest charged? · Next follow-up.

Known open items (seed the board with these)

• Front door: photo of current condition; was the repair completed? by whom? spend? what remains?
• 9312 kitchen sink: tightened recently — confirm fully fixed + document.
• HVAC filters: Dan says CUSTOM sizes per home — order + verify correct install.
• Outdoor cameras: check units, battery status, the missing-battery issue.
• Ring alarm: indoor sensors NOT operational — diagnose + restore.
• Doors: confirm all operating properly.
• General damage sweep: mine Hospitable threads + guest messages + all sources for reported damage/maintenance.
• Walkthrough: someone walks BOTH homes — touch-ups, repairs, missing/broken, guest-readiness.

3. SUPPLIES & TURNOVER

• Natalie's Amazon orders: track what ordered / delivered / which property / receipts+costs.
• Sam: book FL ticket to inspect both homes personally.
• Linens: review + order enough for full turnover (back-to-back bookings).
• Track: cookware, house scent, guest-ready presentation, missing items, replacements.
• Decide: bulk vs non-bulk purchasing.

4. STORAGE (Florida)

Wants OUT of it. Decide: go down to clear? inventory contents → keep / move to homes / use / toss / sell.

5. FINANCIAL TRACKING — cost by property × category

Amazon · Pool · HVAC · Repairs · Cleaning · Linens · Guest supplies · Cameras/security · Hospitable · HOA · Mortgage · Utilities · Storage · Vendor payments.
Receipts collected + matched to payments → true operating cost + reimbursement/guest-charge opportunities.

6. GUEST ACCOUNTABILITY — per stay

Photos before arrival · photos after checkout · damage reported · who caused · repair cost · cleaning cost · guest charged? · Airbnb/Hospitable/insurance claim opened? · payment collected?

7. UPSELLS — systemize

Pool heat · Grill · Extra fridge · Early check-in · Late checkout · Extra cleaning · Concierge/setup fee · other services.

8. MAIN OUTPUT

A task board / property-management system: categories, statuses, owners, due dates, recurring maintenance, vendor tracking, cost tracking, documentation. Must always answer: what's broken · what's scheduled · what was fixed · what it cost · who did it · what needs follow-up · which property · urgent-now vs later · what's needed before the next guest · what becomes recurring · what connects to Hospitable/automation later.

9. COMMS + API (Sam add-on)

• VM sessions must speak in SAM'S guest/client voice — the guest-comms skill (now on the VM) is the canonical voice; guest-bound text goes out only as Sam's approved words.
• Explore: Hospitable API to update/standardize how its auto-responses communicate (tone templates).
• Hospitable follow-ups (from Allison Jokinen's 7/2 12:48 PM email "Hospitable onboarding resources for Sam", Gmail id 19f23bb449413aef — links live in the email):
  1. Sign the Rapid Rollout contract (she flagged "highly recommended").
  2. Add subscription = the portal payment Sam mentioned.
  3. Call #2 not scheduled — her close was "let me know how much support you'd like" → Sam replies to request it.
  4. Resource guides that map onto this spec: Connect your smartlock · Connect your thermostat (→ §1 Wi-Fi pool/temp control) · Upsells (→ §7) · Teammate tasks (→ §8 task board/accountability) · Dynamic Pricing setup · Guest experience · Direct Bookings + Direct Service Fees · Getting started.
• No meeting transcript exists for the 7/2 11 AM demo call — Circleback returned nothing (it wasn't on that Meet). §10 is the fix.

9b. HOSPITABLE MCP — verified 7/2, USE IT (likely supersedes much of the hand-rolled PAT rail for sessions)

• Official MCP server launched 2026-04-03 (first STR PMS): endpoint https://mcp.hospitable.com/mcp. Auth = OAuth sign-in, or a fallback bearer token (Settings → Integrations → MCP → Fallback bearer tokens) — the bearer token is the right fit for headless VM sessions. Connect from Claude Code: claude mcp add --transport http hospitable https://mcp.hospitable.com/mcp then /mcp to auth.
• ~60 tools, read AND write. The ones that map onto THIS spec:
• get-tasks/create-task/update-task/delete-task → §8's task board may not need building from scratch — Hospitable has native tasks + teammates (get-teammates).
• get-upsells/get-purchased-upsells → §7 upsell systemization.
• get-messaging-rules + knowledge-hub tools (create/update-knowledge-hub-item) → §9's "standardize how Hospitable auto-responses communicate" — this is the lever. Write Sam's voice/tone + house facts into the knowledge hub; read/adjust messaging rules.
• send-reservation-message/send-inquiry-message + scheduled-message update/cancel → the guest-comms rail (⚠ sends deliver to guests IMMEDIATELY — the Sam's-voice-only gate stays mandatory).
• get-property-devices + lock-smartlock/unlock-smartlock → §1's smart-home/pool-automation future.
• Calendar read/write, reservations CRUD, transactions/payouts (→ §5 financials), reviews + respond-to-review, inquiries.
• Plan gate: available on all plans EXCEPT Essentials (Host/Professional/Mogul/Legacy OK). ⚠ When signing the subscription (§9 item 2), do NOT pick Essentials or MCP is lost.
• Caveats: MCP sessions expire mid-long-workflow (re-auth); only primary/full-admin users can connect. The ops-api Worker PAT rail stays for cron/portal (morning brief, str.html feed) — MCP is for interactive Claude sessions.

10. AMBIENT-AWARENESS EXPECTATION (Sam, standing)

"If I had a Google Meet call and emails came in, the system should have known, pulled the transcript/notes, and auto-added her action items to my list." → the comprehensive-awareness build (relayed to #042/Brain 7/2). Circleback MCP exists for meeting transcripts — wire it into the intake.