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Off-Season Planner Powered by VibeIQ

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How to use the planner

What this is

One page for planning off-season maintenance, painting and renovation work across the 158 Okaloosa Island units. It puts three things side by side — open work orders, real booking dates, and this year's guest complaints — so you can see which units need attention first and when a crew can actually get in.

Start here

Most people only need three things on day one:

  • Find the units that matter. The Priority list is already sorted so the most urgent units are at the top. Tier 1 means "look at this soonest."
  • Open a unit. Click its row. You'll see its open tasks, what guests have complained about, and when it's empty — all in one place.
  • Track the plan. In that same panel, set a Status, type who's Assigned, and tick off the hold points as they clear. On the shared link everyone sees the same thing, live.

The four tabs

Priority list — every unit ranked by how badly it needs work. Filter by building or trade up top; search by unit name.

By building — the same units grouped by building, plus the best stretches when several units in that building are empty at once — so a crew can hit the whole building in one trip. Each building has a Print crew sheet button for a paper copy a supervisor can carry.

Tape chart — a calendar view: one row per unit, one column per day, showing bookings, blocks and open time. Best for spotting long gaps that suit painting or a bigger job.

By week — for filling a specific week: which units have a 3+ night gap touching that week.

Working a unit

Opening a unit shows four columns: its tasks, its guest complaints, its open windows, and a planning column on the right. The planning column has four hold points — punch list done, owner contacted, vendor lined up, dates blocked in Streamline — and a Notes box. Notes save when you click away. In the list, the Holds column shows the four as dots, and a pencil mark means someone left notes.

Once a unit has work dates, a coloured dot appears next to "Work dates blocked in Streamline": ● red means it's ticked but there's no real block on those dates — someone thought it was handled and it wasn't. ● green means a block exists and you can safely tick the box. That's a check against real booking data, so a red dot is worth acting on.

Reading the tape chart

Each stay is a coloured bar labelled with where it came from — Direct, Vrbo, Airbnb, Booking.com, another channel, an owner stay, or a maintenance block — and how many nights. The legend above the chart shows the colours. Open time has no fill, just a dashed outline with the number of open nights, so the bookings carry the colour and the gaps are easy to spot.

Bars run midday to midday, the way a stay really works, and their ends are cut at an angle so back-to-back stays meet on a diagonal at the turnover. A changeover day is not a free day.

Use the arrows to move forward or back, Today to snap back to now, Zoom for wider or narrower days, and Range for how many days are loaded. The date row and unit names stay put while you scroll. Weekends are shaded; today has an orange pin.

To plan work: drag across the open part of a unit's row — either the traditional way (press, drag, release), or click once to start, move the mouse with the button up, and click again to finish. You can only start on an open day, and the selection stops at the next booking — it won't let you plan work over a confirmed stay. Either way, once you set the range it asks you to confirm, so a slip of the mouse costs one click to cancel (or press Esc while sizing it). Confirmed windows show as an orange outline marked WORK. To open a unit from here, click its name on the left and confirm; clicking the bars themselves does nothing.

Only units with open work hides the units with nothing to do.

What the numbers mean

Score combines open task count, how often the same problem keeps coming back, guest complaints this year, and how long the oldest task has sat open. It's a ranking, not a grade — use it to decide where to look first.

Trade tags (HVAC, plumbing, cosmetic, and so on) are a keyword guess from the task text — a good first pass, so glance at the task before dispatching a specialist off the tag alone.

Reno marks a unit with two or more cosmetic tasks or with reviews mentioning wear (paint, curtains, mattresses, furniture) — a candidate for something bigger than a repair visit.

Building coverage (in the header) sets how many units with open work need to be empty together before By building calls it a crew day. Units with nothing to fix aren't counted.

Working without signal

VibeCheck works offline. Everything typed and every photo is saved on the phone as you go. Submitting with no signal puts it in an outbox (shown as On this phone on the VibeCheck home), and it uploads by itself once there's signal and ReVibe is open (Android phones can upload in the background). If someone else changed the same VibeCheck in the meantime, you're asked which version to keep. Open VibeCheck once with signal on each phone so it's ready to use offline. The planner needs a connection.

About the data

The strip at the top shows when each source was last refreshed; Work orders and Bookings turn orange after 3 days. Work orders come live from each unit's Asana project and refresh every 2 hours (or press "Refresh work orders"). Bookings come live from Streamline and refresh every 30 minutes (or press "Refresh bookings"). Reviews come from a one-time Reva export (Jan–Sep 2026, keeping reviews under 5 stars that mention a cleaning or maintenance issue), plus a few from Besty for units Reva didn't cover at the time; the source is shown next to each review. Reva files direct bookings under "Vrbo/Direct", so that tag means either channel. Status, Assigned, Target, holds, notes and VibeChecks are live and shared with everyone.
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158 units493 open tasks27 priority 1157 have a window of 3+ nights59 with 2026 review complaints67 with a task open 1+ year
TierStatusHoldsUnitOpen tasksRepeat flagsReview itemsNext windowLongestOpen nightsScore ↓
1Summerwind West 201 Reno9418Nov 8–Nov 10 3n164160.5
1Belle Mer 1104 Reno14722Sep 14–Sep 25 12n5911860.4
1DW Pelican 6036199Sep 14–Sep 17 4n8410245.0
1DW Osprey PH-06 Reno5239Sep 14–Sep 18 5n577345.0
1DW Gulfside 116 Reno7119Sep 17–Sep 23 7n869643.0
1Waterscape C202 Reno31413Sep 15–Sep 19 5n929742.5
1Waters Edge 109 Reno31911Sep 28–Oct 1 4n335142.0
1Azure 615 Reno9144Sep 20–Sep 23 4n287241.0
1Azure 1187195Nov 3–Nov 20 18n214441.0
1Waterscape C605 Reno7223Sep 20–Sep 22 3n789039.5
1Waterscape A623 Reno1112Oct 26–Feb 6 104n10410438.0
1Waterscape C205 Reno31114Sep 14–Sep 24 11n6510537.9
1DW Osprey 3034332Sep 14–Sep 18 5n769937.5
1DW Osprey PH-04 Reno438Sep 14–Sep 22 9n539637.0
1Blu 403 Reno3188Oct 31–Nov 7 8n81837.0
1DW Villa PH-01 Reno534Oct 29–Oct 31 3n222537.0
1Waters Edge 111 Reno4138Sep 14–Sep 17 4n537936.5
1Azure 305 Reno3284Oct 17–Oct 20 4n429036.0
1Waters Edge 504 Reno4147Oct 17–Oct 22 6n6510335.5
1DW Sandpiper 606 Reno4234Sep 20–Sep 22 3n5210235.5
1DW Heron L-05 Reno1296Sep 14–Sep 18 5n5535.5
1Blu 107530Sep 26–Oct 1 6n308135.0
1DW Heron 606 Reno4166Sep 27–Oct 2 6n71335.0
1Waterscape B612625Oct 31–Nov 21 22n317034.5
1Waterscape C3004272Sep 28–Oct 2 5n194534.5
1Azure 2183312Sep 14–Sep 18 5n255434.5
1Inn at Crystal Beach 7082178Sep 19–Sep 22 4n5110334.5
2DW Heron L-064291Sep 14–Sep 17 4n6110434.0
2Waterscape A317 Reno4262Sep 14–Sep 17 4n7810234.0
2DW Sandpiper PH-033215Sep 14–Sep 17 4n458334.0
2Waterscape A604 Reno892Sep 14–Sep 18 5n608333.5
2Blu 500 Reno815Sep 14–Sep 18 5n919633.5
2Waterscape B320 Reno5231Oct 17–Oct 20 4n669933.0
2DW Heron PH-05 Reno717Sep 14–Sep 16 3n51832.5
2DW Pelican 505 Reno4145Sep 14–Sep 16 3n3510632.5
2Gulf Dunes 1165221Sep 20–Sep 23 4n4010032.5
2Waterscape B214 Reno524Sep 14–Sep 22 9n296732.0
2DW Heron 509 Reno620Sep 25–Oct 2 8n479332.0
2DW Osprey L-05236Sep 25–Sep 30 6n265832.0
2Waterscape A625619Sep 14–Sep 19 6n255731.5
2Waterscape B610 Reno715Sep 14–Sep 18 5n328831.5
2Blu 6032292Sep 14–Sep 19 6n153531.5
2Waterscape B104 Reno782Oct 23–Oct 30 8n155231.0
2Waterscape B201522Sep 14–Sep 18 5n387931.0
2DW Gulfside 3013271Sep 14–Sep 19 6n306831.0
2Waters Edge 603 Reno4192Sep 14–Sep 18 5n275030.5
2Waterscape A506521Oct 30–Nov 15 17n335030.5
2DW Heron 4093261Sep 14–Sep 22 9n7510030.5
2Azure 501329Sep 14–Sep 18 5n214730.5
2DW Sandpiper L-04 Reno2301Oct 31–Jan 21 83n838330.5
2DW Gulfside 504 Reno520Sep 14–Sep 21 8n365730.0
2Waterscape B105328Oct 30–Nov 1 3n469530.0
2DW Osprey 506423Sep 14–Sep 24 11n627829.5
2DW Heron PH-04 Reno326Sep 29–Oct 1 3n464929.0
2Waterscape C306 Reno79Sep 14–Sep 18 5n10813628.5
2Waterscape B601 Reno3193Sep 14–Sep 18 5n214928.5
2Waterscape A522516Sep 14–Sep 18 5n479828.0
2DW Heron 609420Sep 19–Sep 21 3n606728.0
2Azure 5034171Oct 30–Dec 21 53n538528.0
2Azure 421324Oct 17–Dec 22 67n676728.0
2Waterscape B304 Reno611Nov 2–Nov 20 19n307727.5
2Waterscape A407474Sep 14–Sep 18 5n303827.5
2Blu 300419Oct 28–Oct 30 3n275827.5
2DW Heron PH-07227Sep 14–Oct 1 18n184227.5
2Blu 201419Sep 14–Sep 18 5n409827.5
–Waterscape A102 Reno3191Sep 16–Sep 18 3n659027.0
–Waterscape A117418Sep 14–Sep 17 4n576727.0
–Waterscape A221 Reno2105Oct 17–Oct 20 4n629626.5
–Azure 101225Oct 31–Nov 7 8n215526.5
–DW Gulfside 5101232Sep 14–Sep 16 3n555826.5
–Waterscape A615 Reno416Oct 23–Jan 22 92n929226.0
–Waterscape C302 Reno512Oct 10–Oct 12 3n506826.0
–Waterscape C303319Sep 29–Oct 2 4n526225.5
–DW Osprey 605415Sep 17–Sep 19 3n278125.5
–Waterscape A101 Reno319Oct 22–Oct 29 8n699125.5
–Waterscape A603 Reno415Nov 11–Nov 13 3n586825.5
–DW Pelican 506319Sep 14–Oct 2 19n469325.5
–Waterscape A216 Reno510Oct 31–Nov 5 6n798525.0
–Waters Edge 115414Sep 29–Oct 2 4n6512225.0
–DW Gulfside 111 Reno3122Oct 24–Oct 28 5n798925.0
–DW Heron 607222Oct 25–Dec 18 55n555525.0
–DW Pelican PH-032162Sep 14–Sep 17 4n397025.0
–Waterscape B614 Reno59Oct 22–Oct 24 3n709324.5
–DW Gulfside 209 Reno1134Sep 30–Oct 2 3n418224.5
–DW Heron L-07332Sep 14–Sep 16 3n569224.1
–Waterscape B42258Sep 14–Sep 18 5n529924.0
–Waters Edge 415 Reno3102Sep 14–Sep 18 5n415224.0
–Blu 207220Nov 4–Nov 6 3n265324.0
–Waterscape A230 Reno3131Sep 14–Sep 18 5n818624.0
–DW Osprey PH-03 Reno2142Sep 14–Sep 18 5n285124.0
–DW Pelican PH-02220Sep 14–Sep 16 3n4210424.0
–DW Gulfside 506124Sep 14–Sep 17 4n4810724.0
–DW Villa PH-04 Reno412Nov 15–Nov 18 4n235024.0
–Waterscape A201318Nov 1–Nov 3 3n699523.6
–DW Heron L-02315Sep 14–Sep 18 5n266523.5
–Azure 107 Reno471Sep 14–Sep 18 5n308723.0
–DW Osprey PH-051271Sep 27–Oct 2 6n328922.8
–Azure 422 Reno392Sep 14–Sep 16 3n477422.6
–DW Gulfside 31449Sep 27–Oct 2 6n152722.5
–Blu 501319Sep 14–Sep 18 5n516322.4
–DW Gulfside 107 Reno2181Oct 17–Oct 24 8n9410222.2
–Waterscape A6076Sep 14–Sep 18 5n10010522.0
–Waterscape A60648Sep 14–Sep 18 5n538022.0
–Waterscape B30748none22.0
–DW Heron PH-092131Sep 14–Sep 25 12n213722.0
–DW Gulfside 410215Sep 14–Sep 19 6n429421.5
–Summer Place 206 Reno311Oct 31–Nov 10 11n435421.5
–Waterscape B602215Nov 28–Dec 19 22n254721.5
–Blu 205215Nov 7–Nov 18 12n357021.5
–DW Heron 5051201Sep 14–Sep 16 3n369921.4
–Azure 2122181Oct 30–Nov 3 5n347621.1
–Waterscape A408 Reno52Oct 23–Oct 25 3n5010421.0
–DW Gulfside 108310Oct 17–Oct 21 5n677221.0
–DW Gulfside 404118Sep 27–Oct 2 6n9310921.0
–Bella Riva 203131Oct 17–Oct 23 7n6610120.6
–Waterscape C200213Sep 14–Sep 16 3n3910720.5
–DW Gulfside 402212Sep 14–Sep 18 5n144220.0
–Azure 51944Sep 14–Sep 17 4n355420.0
–Waterscape A205341Sep 14–Sep 18 5n304619.5
–Waterscape A123114Sep 14–Sep 19 6n173319.0
–DW Sandpiper L-06132Sep 30–Oct 2 3n597418.9
–Blu 502 Reno315Sep 14–Sep 18 5n307218.6
–DW Heron 30735Sep 14–Oct 2 19n4310718.5
–DW Pelican 40129Sep 14–Sep 21 8n758318.5
–DW Gulfside 308113Sep 14–Sep 20 7n418018.5
–Azure 1061251Oct 31–Nov 19 20n294918.1
–Waterscape B22827Sep 14–Sep 21 8n9611617.5
–DW Gulfside 215111Nov 23–Dec 31 39n393917.5
–DW Gulfside 409111Sep 14–Sep 18 5n7013317.5
–Waterscape B1010224Sep 14–Sep 19 6n386717.0
–DW Osprey 306124Sep 21–Oct 2 12n768816.9
–DW Studio Villa 501318Sep 14–Sep 16 3n5810816.9
–Waterscape B60627Nov 16–Jan 22 68n686816.4
–Waterscape A60224Sep 14–Sep 18 5n358516.0
–DW Sandpiper L-0318Oct 23–Dec 24 63n639316.0
–Waters Edge 60616Sep 14–Sep 18 5n377615.0
–DW Heron L-04121Sep 14–Sep 18 5n539713.9
–Waterscape A63012Sep 30–Oct 2 3n809813.0
–DW Osprey PH-02026Sep 22–Sep 24 3n284813.0
–DW Osprey 604212Nov 3–Dec 30 58n585811.0
–Azure 516022Sep 19–Sep 22 4n235011.0
–Blu 607114Oct 30–Nov 18 20n284810.9
–Blu 503021Sep 14–Sep 23 10n216310.5
–DW Osprey 405 Reno0161Sep 14–Sep 25 12n581189.5
–Waterscape B312018Sep 14–Sep 18 5n981039.0
–Blu 6023Sep 19–Sep 22 4n33707.6
–DW Gulfside 5090121Sep 14–Sep 23 10n1111357.5
–DW Sandpiper PH-08110Oct 18–Oct 20 3n40597.1
–DW Pelican 3082Sep 14–Oct 1 18n971206.3
–DW Sandpiper L-072Sep 15–Oct 1 17n1041216.3
–Azure 606012Sep 14–Sep 18 5n20766.0
–DW Gulfside 30515Sep 14–Sep 16 3n1041315.0
–DW Sandpiper 60508Sep 14–Sep 18 5n871094.0
–Blu 20208Oct 31–Nov 9 10n44884.0
–DW Gulfside 21007Sep 14–Sep 17 4n961063.5
–DW Osprey 50106Nov 16–Nov 21 6n32383.0
–DW Gulfside 2030Sep 14–Oct 8 25n1361610.0
–DW Gulfside 2050Sep 14–Oct 6 23n1271550.0