The RPP Email Plan

2026-07-19 · Woz · one page, your 4 calls at the bottom

Standing rule, now in force: no email's content or audience ever changes without a preview to you and your OK. The July 16 mess is closed: the rate email is back to one send, everyone on it, sales only (verified by test render tonight).

Every email, current and proposed

Email	When (CT)	Who gets it	What it tells you	Status
Rate email (one per hotel: HOURP, HOUZN, HOUUS)	daily 9:00a + 3:30p	You + Alyssa + that hotel's team, together on one send	Its job is maximizing occupancy: rooms left to sell, pickup, dates to push, with the comp-rate grid as the pricing tool. Sales only, no payroll, ever.	LIVE, restored
Houston market summary	daily by 10:30a	You, Alyssa, Salim, Rahil, Zabir	All 3 hotels: yesterday + month so far vs budget and last year, forward pace.	LIVE
Data-problem alert	only when broken	You	Something is stale or failed, and what is being done about it.	LIVE
Friday week-close	Fri morning	You, Alyssa (+ corp if you want)	Each hotel green/red: will it hit this month's budget, projected finish, what to fix while there is still time.	PARKED (no hurry, per Ace 7/19)
Wednesday scoreboard	Wed morning	You, Alyssa + GMs	Each hotel vs its compset: winning or losing share, and whether on rate or occupancy.	PARKED (no hurry, per Ace 7/19)
Monthly owner pack	~18th	You, Alyssa	P&L vs budget, market share from tax receipts, plain-English "what changed and why."	PROPOSED, ~2-3 wk build
Daily ops email (one per hotel)	daily, morning	GMs (+AGMs, pending your call); preview to you + Alyssa first	The GM's morning loop: today's arrivals/departures/guests, rooms out of order, no-shows and comps, yesterday's labor with overtime by name, cost per occupied room, next 7 nights to staff against, refunds and adjustments with who posted them, and new guest reviews needing a response. Never inside the rate email.	DIRECTION LOCKED 7/19: board-upgraded build in progress; GMs go live when the "Today's 3" opening lands, AGMs 2 weeks later

Ops email: 10 board decisions locked with Ace, 2026-07-19

Opens with a ranked "Today's 3" action block; the worst item becomes the subject line.
Exceptions carry forward with day counters and auto-escalate to the ownership digest on SLA breach (OOO 7 days, no-show charges 48h, reviews 48h, timecards at payroll cutoff), GM named.
Employee names on overtime render only after timecards are approved; before that, totals marked preliminary.
Occupancy shows both bases everywhere: % of total keys and % of sellable (total minus OOO).
Every dollar figure carries a target settled in dollars: property budget where loaded, trailing 8-week same-weekday median otherwise.
Day sheet adds "cleans needed vs HK hours scheduled," standards derived from each property's own history.
Money section: comps and no-shows priced in dollars with next-day charged/waived follow-up, MTD run-rate vs prior month, pattern rollups, anonymous-approver nag. Never truncated.
7-night strip colors by expected finish (on-the-books plus typical pickup for that weekday and lead time); group blocks pin to their nights with cutoff dates.
Soft ack loop: one-tap "Mark handled" on the top item; per-hotel scoreboard on Ace's digest only.
Rollout: GMs join once the bug fixes and Today's 3 land; AGMs 2 weeks after. Previews to Ace until then.

Your 2 open calls

Afternoon rate email: keep both full daily sends as-is, or have the 3:30p focus on the sell-down for tonight and the near dates (rooms still open, pickup since morning)? No change unless you want one.

Weekly review refresh for OUR 3 hotels: you made review pulls manual-only on 7/11 over credit optics, so this is yours to call. A one-time pull of our own hotels ran tonight; keeping them fresh weekly costs at most $0.23/week for all 3 hotels on both sources, derived from the scraper's own worst-case billing rate of $0.00075/review at its 50-review incremental pull depth (supabase/functions/review-scraper). Deal-page hotels stay manual-only either way.

Parked until you say otherwise: Friday week-close, Wednesday compset scoreboard (and its STR quote).

Why this shape

A number without "vs budget" and "vs last year" next to it is noise. Every number in these emails carries both. (industry-standard daily flash: OnlineHotelier, Hotel Financial Coach)
Exceptions first, detail second. Repeat identical emails train people to ignore all of them. (alert-fatigue research, Atlassian; ~10-second mobile read, Mailchimp)
The number owners get judged on is share vs compset (RevPAR index). It belongs on a fixed weekly rhythm. (RevPARGenius; STR delivery calendar)
A weekly projection gives 4 chances a month to fix the month; a monthly report gives 0. (Docyt, Global Asset Solutions)