# Owner Exception Brief Data Intake

## Best Way To Get The Data

For the first pilot, do **not** ask for logins unless absolutely necessary.

The best path is:

1. buyer exports recurring source files
2. buyer drops them into one shared folder or forwards them to one dedicated inbox
3. Bob standardizes the filenames and input rules

That is faster, safer, and easier to pilot than trying to get deep system access on day one.

## Recommended Intake Order

### Best: Shared folder

Use one folder per client with subfolders like:

- `occupancy/`
- `maintenance/`
- `security/`
- `collections/`
- `meetings/`

Accepted file types:

- `.csv`
- `.xlsx`
- `.pdf`
- `.md`
- `.txt`

### Second-best: Dedicated forwarding inbox

If their reports already arrive by email, have them forward recurring reports to one inbox Bob monitors.

This is often the fastest pilot path because it fits their current workflow.

### Third-best: Read-only system access

Only do this after the pilot proves value or when exports are impossible.

Use read-only access whenever possible.

## Exact Ask For A Narrow Pilot

Tell the buyer:

`For the first 7-day pilot, we do not need your whole system. We only need the recurring files tied to the one operating lane we are testing.`

## Minimal Inputs By Lane

### Occupancy / Revenue Visibility

- current occupancy or daily room-status export
- open available / rent-ready style report if available
- any recurring daily summary already used internally

### Maintenance Aging

- open work-order export
- age/open-date fields
- priority or severity fields
- property or location field

### Security / Incident Signals

- incident log
- recent safety or damage reports
- property/location field
- date and description

### Collections / Cash Quality

- guest balance or aging export
- payer / guest / account field
- amount due
- days outstanding

### Meeting Accountability

- meeting transcript, notes, or action list
- owner names
- due dates

## Standard Intake Rules

- one file per source per day or per reporting cycle
- keep column names stable if possible
- include date produced when available
- do not overwrite old files; preserve history
- if the source changes, note it

## What To Avoid

- screenshots as primary data source
- partial copied snippets without export context
- unstable filename conventions
- granting broad admin access too early

## Fastest Pilot Setup

If the buyer wants speed, tell them to give Bob:

- one week of recent source files
- one shared folder
- one operating lane
- one decision-maker

That is enough to prove whether the service is useful.
