Route and cover chase for pool service
Quick summary
- You are on a deck. The Friday villa still has no housekeeper. The November cover still has to be chased.
- The list is a named pool, a weekly reminder, or a cover date. Not a second opinion on what to pour.
- Every call starts with the name on the file. If they do not recognise it, the call stops.
- It does not say they can swim. A missing key is a yes or no. What to add is a callback.
- If they ask which chemical, the assistant writes the question down and says the technician tests on site.
- SMS does the first reminder. The voice call is for the villa that still has no key two days before Friday.
TL;DR
You are in a plant room. Eight Friday villas still have no housekeeper and Wednesday's weekly never confirmed who opens. Nobody is going to spend the morning ringing. An assistant works the list you give it: name on the file, one purpose. It asks whether someone can open. It does not say what to pour, whether they can swim, or what a cover week will cost. If they ask, it writes the question down and says the technician tests on site. It can book a new time if that time is free. It will not ring a neighbour's mobile about someone else's villa.
Key takeaways
- Build each list from your own files: name, the number on the file, and one purpose.
- Do not put a housekeeper's personal mobile on a chase unless that number is the number on the file.
- Write the purpose as a reminder or a chase, not as a question about a chemical.
- If the client asks what to pour, the assistant ends the call and flags the technician to call back.
- Check the book before you speak a time. Do not read Thursday off last week's pad.
- Keep chemical names and swim sentences off the script. The technician tests on site.
The lists on the van while you are on a deck
The kit is open. Eight Friday villas still have no housekeeper. Wednesday’s weekly never confirmed. You are not going to spend the morning ringing.
That is the outbound problem on this route. Not a campaign. Not a hunt for new hotels. A list of people you already know, a pool you have already written down, and nobody free to ring because the test is still running.
SMS can do the first reminder. The voice call is for the villa that still has no key two days before Friday, and for the cover week that did not answer the text.
One purpose, the name on the file
Every call on this list has one job. Who opens on Thursday. Can we keep the weekly. Is November’s cover still on.
The call opens with the firm name and the name on the file. If the person on the line does not recognise them, the call stops. That is how you avoid telling a neighbour about a villa, or a hotel shift about a pool that is not on their file.
Do not put a housekeeper’s personal mobile on the list unless it is the number on the file. A chase that briefs the wrong person is worse than no chase.
If they start asking what to pour, the purpose has ended. Write the question. Flag the technician. Do not finish the reminder with a dose so the file feels done.
Key, weekly, cover
Key. Friday villa, guests arriving, housekeeper with a set. The assistant asks whether someone can open at the time you already booked. Yes or no. A new time only if the book is free. It does not promise Friday if nobody can let you in on Thursday.
Weekly. Already on the route. Reminder of the slot, who opens. If they say the water went green, that is a flag, not a recipe on the chase. Do not tell them to shock it until Thursday.
Cover. Autumn week, island or not. Reminder of the date, who will still be there. Not “pour this before we come”. Not “the water can sit until spring”.
A hotel breakfast slot is a reminder of the hour, not a close or open decided on the chase. Keep chemical questions off this list.
What the assistant must not say while it chases
A chemical. A brand. A weight. “Shock it.” That sentence, on a recorded outbound call, is yours.
Swim. Close the hotel pool. Keep it open. Flag those questions. Do not answer them to keep the housekeeper on the line.
A pump reset they describe. Never. Flag a phone.
A morning the book does not have. Check first. Last week’s pad is how you double-book a hotel breakfast.
A photo of green water they want priced on the chase. Refuse the figure. Keep the purpose.
How CITT handles the chase
- You build the list. Name, number on the file, one purpose.
- SMS first if you use it, in the language of the original booking.
- Voice for what SMS did not close — no key, no answer, a time that has to move.
- The call stops if the person is not on the file, or if they ask what to pour.
- A new time is checked against the same book the route uses.
- You get the transcript, the yes or no on the key, and any flagged question.
Rates live on the pricing section of the home page. They are not repeated here.
What you set first
Export Friday villas without a housekeeper. Export weeklies that have not confirmed. Export cover weeks in the next month. One purpose each.
Write the opening line: firm, name on the file, stop if they do not recognise it. Write the forbidden sentences: chemical, swim, ready, reset.
Connect the book so a moved weekly is a real weekly. Keep neighbour numbers off the list unless they are the opener on the file.
A chase that names a dose has stopped being reception. Put that in the notes, in those words, if you have to.
After the list is worked
A villa that would have been empty on Friday now has a name who opens, or a slot you can give to another deck. A cover that would have been a no-show now has a confirmed week.
It does not replace the test. It replaces the morning you were never going to spend on the phone. The chemical, if any, is still on the deck. The key is the only yes or no this call needed.
AI receptionist, in-house staff, or a call centre
| CITT | In-house | Call centre | |
|---|---|---|---|
| Key chase before Friday guests | Yes, from your list | When someone has time | If you write a script |
| Weekly and cover reminders | Yes | Yes | Sometimes |
| Starts with the name on the file | Yes | Yes | If you insist |
| Names a chemical to hurry the key | Never — the technician tests on site | The technician does, after the water | A risk if the script drifts |
| Answers whether they can swim | No — flags a technician | The technician does | Must not; sometimes does |
| Offers a morning the book does not have | No — checks the book, or takes a callback | If they check | Often from last week's pad |
| Rings a neighbour about someone else's villa | No — only the number on the file | Only if you said so | A risk if the list was not read |
What unchased Friday keys cost one June week
Worked from these assumptions — change any of them and the answer changes:
- Two technicians, 16 open first visits or weeklies before a Friday of villa arrivals, each waiting on a housekeeper.
- This example treats 7 of those 16 as still missing two days later.
- A visit that sits incomplete, or is pulled when nobody opens at four, wastes about €80 of reserved time — put your own figure in, not ours.
- A two-day outbound chase recovers half of those missing keys. Challenge this first; routes vary.
- 7 visits still open on paper, two days out.
- Half recovered — 4 visits that move on the key they needed.
- 4 × €80 = €320 of reserved time protected, in one week.
- Several such weeks in June and July — this example counts six.
About €1,920 in that season of van time, from calls that only ask whether someone can open.
What it costs
CITT is pay as you go: no packages, no minimum, no contract. The current rates — the monthly fee per number and the per-minute rate — are on the pricing section of the home page, which is the only place they are published.
Frequently asked questions
Can it tell them which filter still needs a look?
It can name the visit you put on the list — weekly villa, hotel slot, cover date. It should not rebuild the plant room on the call, and it should not decide that a pump is finished. If they ask what to pour in the meantime, that is a callback. The technician tests on site.
What if they ask whether they can swim, on the chase call?
The assistant does not answer. It says the technician tests on site, takes the question in the client's words, and ends the chase. A chase that becomes a dose has no reviewer, no file note of a decision, and no technician attached. The transcript still helps — the technician returns a real question rather than “they rang”.
Can it offer a new time if the housekeeper cannot do Thursday?
Yes, if you allow that purpose and if it checks the book before it offers a time. It still does not name a chemical beyond the visit type you entered. A reminder that starts giving a dose has stopped being a reminder.
Does it still ask for the name when we ring?
Yes. The call opens with the firm name, the name on the file, and it stops if the person on the line does not recognise them. That is how you avoid briefing a neighbour about a villa, or a hotel shift about a pool that is not on their file.
Can it chase a winter cover from an existing weekly?
As a date reminder, yes: we have a cover week, can you be on the island, here is who must open. Not as a sentence that the water can sit until spring, and not as a chemical. “We still have Thursday at 11:00 for the weekly” is reception. “Pour this before we come” is a dose you do not make on this call.
Who decides who is on the list?
The route. The assistant does not invent people to ring. You export or tick the files that need a reminder or a chase, with one purpose each. A list that mixes “where is the key” with “see if they want the cover as well” is two jobs, and only the first one belongs here unless you made a second list.
