How to set up vendor notification rules

If a vendor or service provider needs to be notified whenever an amenity gets booked (a caterer, a cleaning crew, an equipment tech), set that up on the Vendor Rules tab.

Who can use it: Requires amenities_update.

Requires: KORE or PREMIUM property tier. On a BASIC property the Vendor Rules tab is visible but locked, with a tooltip explaining the upgrade requirement.

A vendor rule automates what happens after a booking is confirmed (cleaning, inspection, maintenance). When a booking matches a rule, URBI creates a service ticket, assigns the vendor, schedules their visit, and emails them a work order with no manual steps.

1. Open the Vendor Rules tab

Open the amenity's edit drawer and click Vendor Rules.

The Vendor Rules tab:

2. Assign a vendor notification rule

Click "Add rule" and fill it in. Once assigned, the rule runs automatically whenever a resident books this amenity. A single amenity can have several rules.

• Vendor (optional). Choose "No vendor / notify only" to create a ticket without assigning anyone.
• Timing. Choose whether the visit happens Before, During, or After the booking, then set the offset (how many hours before or after) and the duration (how many hours the visit takes).
• Ticket details. A description, any sub tasks the vendor should complete, a priority (Urgent, High, Medium, or Low; Medium is the default), and an optional category.
• Price gate (optional). Limits the rule to bookings where the resident selected a particular paid item, such as an add on cleaning fee. Leave it blank to apply the rule to every booking on this amenity.

3. Save your changes

Click Save. The rule now applies to all future bookings of this amenity.

4. Skip a notification at booking time

When creating a booking (staff booking modal, step 3, Confirm), use the "Skip vendor notification" toggle if this rule exists but shouldn't fire for a specific booking. This toggle only appears when the amenity has vendor rules assigned.

Confirm step of the staff booking modal with the skip toggle:

Using this toggle does not change the rule itself, only whether it fires for that one booking.

What happens automatically when a booking is confirmed

• A service ticket is created for each matching rule, carrying the description, sub tasks, priority, and category you set.
• If a vendor is assigned, they are emailed their work order immediately and their visit is scheduled, so building access is arranged for them automatically.
• A "View service ticket" link appears in the booking's activity timeline, so staff can track progress from the booking itself.
• Cancelled or voided bookings never trigger vendor rules. No ticket is created for a booking that does not go through.

How a ticket gets closed

A vendor can request that their ticket be marked as reviewed from their work order link once the visit is done, or the system moves the ticket to "In Review" the day after their scheduled visit ends. Either way, a staff member must mark the ticket Complete manually. Tickets are never closed out without a person reviewing them.

If your property is downgraded from KORE

Existing rules and any service tickets already created keep working normally. Existing tickets can still be completed and the vendor portal still works. Only creating, editing, or deleting rules, and dispatching new tickets for bookings confirmed after the downgrade, are blocked until the property is back on KORE or PREMIUM.

See "How to edit amenity settings" for the rest of the drawer's tabs.