--- title: Dex AI Advanced Guide description: Master Key Data Dashboard's AI Capabilities --- [Skip to content](https://support.keydata.co/en/knowledge/dex-ai-advanced-guide#main-content) English Show submenu for translations [Contact Support](https://support.keydata.co/en/knowledge/kb-tickets/new?hsLang=en) ![keydata-logo-fullcolor-4.png\]](https://support.keydata.co/hs-fs/hubfs/keydata-logo-fullcolor-4.png?height=50&name=keydata-logo-fullcolor-4.png) Open main navigation Close main navigation - English Show submenu for translations - [Contact Support](https://support.keydata.co/en/knowledge/kb-tickets/new) - Contact us Contact us How can we help you? - There are no suggestions because the search field is empty. 1. [Partner Learning Center](https://support.keydata.co/en/knowledge?hsLang=en) 2. [ProData & Property Managers](https://support.keydata.co/en/knowledge/prodata-property-managers?hsLang=en) 3. [NEW! Dex AI](https://support.keydata.co/en/knowledge/prodata-property-managers?hsLang=en#new-dex-ai) # Dex AI Advanced Guide ## Master Key Data Dashboard's AI Capabilities #### **Table of Contents** 1. [Understanding Dex AI Architecture](https://support.keydata.co/en/knowledge/dex-ai-advanced-guide#Understanding-Dex-AI-Architecture) 2. [Advanced Prompting Principles](https://support.keydata.co/en/knowledge/dex-ai-advanced-guide#Advanced-Prompting-Principles) 3. [Feature-Specific Guides](https://support.keydata.co/en/knowledge/dex-ai-advanced-guide#Feature-Specific-Guides) 4. [Prompt Template Library](https://support.keydata.co/en/knowledge/dex-ai-advanced-guide#Prompt-Template-Library) 5. [Common Mistakes & Solutions](https://support.keydata.co/en/knowledge/dex-ai-advanced-guide#Common-Mistakes-and-Solutions) 6. [Use Case Examples](https://support.keydata.co/en/knowledge/dex-ai-advanced-guide#Use-Case-Examples) 7. [FAQs](https://support.keydata.co/en/knowledge/dex-ai-advanced-guide#FAQs) ---   #### **1. Understanding Dex AI Architecture** ### **What Dex AI Knows** Dex AI is trained on vacation rental performance patterns and has access to: - **Your Portfolio Data:** All your properties, bookings, and performance metrics - **Market Data:** Anonymous aggregated data from comparable properties in your market - **Vacation Rental Expertise:** Understanding of ADR dynamics, occupancy patterns, seasonal trends, and revenue optimization strategies - **Key Data Dashboard:** All reports, dashboards, and KPI definitions available in your account ### **What Dex AI Does NOT Know** - External factors (local events, economic conditions) unless you provide that context - Your internal business strategies or constraints - Information from systems other than your connected PMS (Rate management systems, CRM) unless you describe it - Future market conditions (it analyzes current and historical data) ### **How It Works** 1. **You ask a question** in natural language 2. **Dex AI analyzes** your data and relevant market benchmarks 3. **AI generates insights** based on vacation rental performance patterns 4. **You receive** clear, actionable answers with supporting data ---   #### **2. Advanced Prompting Principles** ### **The SPEC Framework for Better Prompts** **S - Specific** Define exactly what you want to know, including metrics, properties, and comparisons. **P - Provide Context** Give background information about your situation, goals, or constraints. **E - Explicit Format** Tell the AI how you want the information presented (table, chart, ranked list, etc.). **C - Conversation** Build on previous responses - ask follow-ups, request clarification, dig deeper. --- ### **Specificity Levels** | **Level** | **Example** | **Effectiveness** | | --- | --- | --- | | **Level 1 - Generic** | "How's my performance?" | ⭐ Least Effective | | **Level 2 - Basic** | "Show me my occupancy rate" | ⭐⭐ | | **Level 3 - Targeted** | "Show me occupancy rates for 3-bedroom properties in the last 60 days" | ⭐⭐⭐ | | **Level 4 - Advanced** | "Compare occupancy rates for my 3-bedroom properties in the last 60 days vs. the same period last year, and show me which properties are pacing behind market average" | ⭐⭐⭐⭐ Most Effective | --- ### **Context Types That Improve Responses** **Timeframe Context:** - "In the last 30 days..." - "Compared to Q4 last year..." - "For the upcoming holiday season..." **Comparative Context:** - "...vs. market average" - "...compared to my top performers" - "...relative to last year's performance" **Goal Context:** - "I'm trying to improve RevPAR..." - "I need to optimize pricing for..." - "I want to identify properties for promotions..." **Constraint Context:** - "Excluding properties currently under renovation..." - "Only considering properties with 5+ bookings..." - "Focusing on properties within 5 miles of downtown..." ---   #### **3. Feature-Specific Guides** ### **Feature 1: AI Performance Breakdown (Home Page)** **What You See:** Every time you log in, you receive an automatically generated analysis with three sections: **✅ What's Working** - Metrics performing above market - Top-performing properties or segments - Positive trends and momentum **⚠️ Needs Attention** - Performance gaps vs. market - Underperforming segments - Properties at risk **💡 Next Moves** - Specific, actionable recommendations - Property IDs for targeted actions - Pricing tests or operational adjustments **How to Maximize Value:** 1. **Review Daily:** Check the landing page each morning for fresh insights 2. **Take Action:** Click on specific properties or metrics to investigate further 3. **Share Strategically:** Use "Share Insights" to send summaries to your team or property owners 4. **Track Changes:** Monitor how adjustments impact future Performance Breakdowns **Interpreting the Analysis:** - Look for patterns across multiple properties (e.g., "all 4BR units underperforming") - Prioritize recommendations with specific property IDs - Pay attention to market context (your performance vs. market trends) --- ### **Feature 2: Conversational AI (Individual Reports & Dashboard Templates)** **Best Practices:** **Start Broad, Get Specific:** You: "Show me my underperforming properties" AI: \[Shows properties below benchmarks\] You: "Of these, which have ADR above market?" AI: \[Filters to high-rate, low-occupancy properties\] You: "What pricing adjustments would improve occupancy for these?" AI: \[Provides recommendations\] **Use Comparative Language:** - "How does \[X\] compare to \[Y\]?" - "What's the gap between my performance and market?" - "Rank my properties by \[metric\]" **Request Specific Analyses:** - "Break down my revenue by bedroom type" - "Show me seasonal trends for coastal properties" - "Identify properties with the widest ADR vs. market gaps" ---   ### **Feature 3: Dex AI Studio (Dashboard Creator)** **Dashboard Components You Can Request:** - Summary KPI cards (Revenue, ADR, Occupancy, RevPAR) - Comparison charts (your data vs. market benchmarks) - Property lists (ranked, filtered, segmented) - Trend visualizations (time series, performance over time) - Geographic views (performance by location) - Segment breakdowns (by bedroom count, property type, location) **Prompt Structure for Dashboard Creation:** \[GOAL\] + \[DATA SCOPE\] + \[METRICS\] + \[COMPARISONS\] + \[FORMAT\] **Examples:** **Simple Dashboard:** "Create a dashboard showing revenue, ADR, and occupancy for all properties in the last 90 days" **Comparative Dashboard:** "Build a dashboard comparing my performance to market benchmarks for 2BR, 3BR, and 4BR properties with charts showing the gaps" **Trend Dashboard:** "Create a dashboard tracking weekly booking pace for Q4 with comparisons to last year and market average" **Segment Performance Dashboard:** "Build a dashboard analyzing my beachfront properties vs. non-beachfront properties, showing ADR, occupancy, and RevPAR with year-over-year comparisons" ---   #### **4. Prompt Template Library** ### **Performance Analysis Templates** **Template 1: Segment Performance** "Analyze the performance of \[segment, e.g., '3-bedroom properties'\]  in \[timeframe, e.g., 'the last 60 days'\] compared to  \[comparison, e.g., 'market average'\].  Show me \[metrics, e.g., 'ADR, occupancy, and RevPAR'\]  and identify \[insight goal, e.g., 'which properties have the largest gaps'\]." **Example:** "Analyze the performance of my beachfront properties in Q4 2024 compared to Q4 2023. Show me ADR, occupancy, and RevPAR and identify which properties improved the most." --- **Template 2: Gap Analysis** "Show me properties where \[metric\] is \[condition\] compared to \[benchmark\]. For these properties, provide \[additional context\] and recommend \[action type\]." **Example:** "Show me properties where occupancy is below 50% compared to market average. For these properties, provide ADR comparison and recommend pricing adjustments." --- **Template 3: Trend Investigation** "What's driving the \[increase/decrease\] in \[metric\] for \[segment\]  in \[timeframe\]? Break down the contributing factors and show  \[additional analysis\]." **Example:** "What's driving the 18% increase in RevPAR for my 2-bedroom units in March? Break down the contributing factors and show whether it's ADR growth or occupancy gains." --- ### **Comparative Analysis Templates** **Template 4: Portfolio vs. Market** "Compare my \[metric\] to market average for \[segment\] in \[timeframe\]. Show me \[format, e.g., 'as a table ranked by gap size'\]." **Example:** "Compare my ADR to market average for all bedroom types in the last 30 days. Show me as a table ranked by gap size." --- **Template 5: Property Benchmarking** "For property \[Unit Name ID\], show me how \[metrics\] compare to  \[benchmark type\] in \[timeframe\]. Highlight \[specific insight\]." **Example:** "For property C-UNIT123, show me how ADR, occupancy, and RevPAR compare to other 3-bedroom properties in my portfolio. Include the last 90 days and highlight where this property is underperforming." ---   **Template 6: Time Period Comparison** "Compare \[segment\] performance in \[period 1\] vs. \[period 2\]. Show \[metrics\] and identify \[pattern/trend\]." **Example:** "Compare my luxury properties' performance in summer 2025 vs. summer 2024. Show ADR, occupancy, and revenue, and identify which properties had the biggest year-over-year improvements." --- ### **Actionable Insight Templates** **Template 7: Recommendation Request** "Based on \[current situation\], what are the top \[number\] actions  I should take to improve \[goal\]? Prioritize by \[criteria\]." **Example:** "Based on my current occupancy gaps for 4-bedroom properties, what are the top 3 actions I should take to improve bookings? Prioritize by potential revenue impact." --- **Template 8: Pricing Strategy** "For properties with \[condition\], recommend pricing adjustments  to \[goal\]. Consider \[constraints\] and show expected impact." **Example:** "For properties with occupancy below 60% but ADR above market, recommend pricing adjustments to increase bookings. Consider that I don't want to drop rates below $200/night and show expected impact on RevPAR." --- **Template 9: Opportunity Identification** "Identify \[number\] properties with the best opportunity to  \[improvement goal\] based on \[criteria\].  Explain why each property was selected." **Example:** "Identify 5 properties with the best opportunity to increase revenue by 20% based on market gaps and current performance. Explain why each property was selected." ---   ### **Dashboard Creation Templates** **Template 10: Executive Summary Dashboard** "Create an executive dashboard showing \[high-level metrics\] for \[scope\] with comparisons to \[benchmarks\]. Include \[specific visualizations\]." **Example:** "Create an executive dashboard showing total revenue, average ADR, overall occupancy, and portfolio-wide RevPAR for YTD with comparisons to last year and market average. Include trend charts for each metric." --- **Template 11: Deep-Dive Dashboard** "Build a detailed dashboard for \[segment/property/market\] showing  \[comprehensive metrics\], \[breakdowns\], and \[trends\] over \[timeframe\]." **Example:** "Build a detailed dashboard for my 30A properties showing ADR, occupancy, RevPAR, booking pace, and length of stay broken down by month over the last 12 months with market comparisons." --- **Template 12: Monitoring Dashboard** "Create a monitoring dashboard tracking \[KPIs\] with  \[alert conditions\]. Update \[frequency\] and highlight \[priorities\]." **Example:** "Create a monitoring dashboard tracking occupancy rates with properties falling below 50% highlighted in red. Update weekly and highlight properties that have dropped more than 10% vs. last month." ---   #### **5. Common Mistakes & Solutions** ### **Mistake 1: Asking Vague Questions** **❌ Bad:** "How am I doing?" **✅ Good:** "How is my RevPAR performing compared to market average for 3-bedroom properties in the last 60 days?" **Why It Matters:** Vague questions force the AI to make assumptions, leading to generic answers that may not address your actual needs. --- ### **Mistake 2: Not Providing Context** **❌ Bad:** "Is $285 a good ADR?" **✅ Good:** "My 2-bedroom beachfront properties are averaging $285 ADR in shoulder season. How does this compare to market rates, and is there room to optimize?" **Why It Matters:** Without context (property type, location, season), the AI can't provide meaningful benchmarking or recommendations. --- ### **Mistake 3: Stopping at One Question** **❌ Bad:** Asking one question and leaving **✅ Good:** Building a conversation asking follow-up questions: 1. "Show me properties with declining occupancy" 2. "Of those, which ones have ADR above market?" 3. "For those high-rate, low-occupancy properties, what pricing tests would you recommend?" 4. "Create a dashboard to track these properties weekly" **Why It Matters:** AI conversations build context. Follow-up questions lead to deeper, more actionable insights. --- ### **Mistake 4: Not Specifying Format** **❌ Bad:** "Tell me about bedroom performance" **✅ Good:** "Show me a table comparing ADR, occupancy, and RevPAR by bedroom count, ranked by RevPAR performance" **Why It Matters:** Specifying format (table, chart, ranked list) ensures you get information in a usable structure. --- ### **Mistake 5: Expecting Mind Reading** **❌ Bad:** "Fix my underperforming properties" **✅ Good:** "I have 5 properties with occupancy 20% below market. They're all 4-bedroom units priced at $350-400/night. What specific pricing and promotion strategies would help close the gap?" **Why It Matters:** The more specific you are about the situation and constraints, the more targeted and actionable the recommendations. --- ### **Mistake 6: Ignoring Metric Relationships** **❌ Bad:** "Increase my occupancy to 100%" **✅ Good:** "My current RevPAR is $210. Should I prioritize increasing occupancy from 75% to 85%, or raising ADR from $280 to $300? Show me the RevPAR impact of each scenario." **Why It Matters:** Vacation rental success requires balancing ADR and Occupancy. Understanding tradeoffs leads to better decisions. --- ### **Mistake 7: Not Iterating on Responses** **❌ Bad:** Getting a response that's not quite right and giving up **✅ Good:** Refining your prompt: 1. First attempt: "Show underperforming properties" 2. Refine: "Show properties with RevPAR in the bottom 25% of my portfolio" 3. Refine further: "Of those bottom 25%, separate them into 'low ADR' and 'low occupancy' groups and recommend different strategies for each" **Why It Matters:** The best insights come from iterative refinement. Don't hesitate to ask for adjustments. ---   #### **6. Use Case Examples** ### **Use Case 1: Revenue Manager - Identifying Pricing Opportunities** **Scenario:** You want to find properties where you can increase rates without hurting occupancy. **Conversation Flow:** You: "Show me properties where my ADR is below market average and occupancy is above 80%" AI: \[Returns list of 8 properties\] You: "Of these 8, which ones have had consistently high occupancy (above 75%) for the last 90 days?" AI: \[Filters to 5 properties\] You: "For these 5 properties, what ADR increase could I implement while still maintaining 75%+ occupancy based on market data?" AI: \[Provides rate recommendations with projected RevPAR impact\] You: "Create a dashboard tracking these 5 properties weekly so I can monitor the impact after implementing rate changes" AI: \[Builds custom monitoring dashboard\] --- ### **Use Case 2: Operations Manager - Property Performance Review** **Scenario:** Weekly property performance review to identify operational issues. **Conversation Flow:** You: "Show me all properties that received zero bookings in the last 7 days" AI: \[Returns list of properties\] You: "For these properties, compare their ADR to similar properties in my portfolio and to market average" AI: \[Provides pricing comparison\] You: "Which of these properties have availability gaps larger than 14 days in the next 30 days?" AI: \[Identifies properties with large gaps\] You: "For the properties with large gaps AND ADR above market, recommend promotional strategies to fill these dates" AI: \[Provides targeted promotional recommendations\] ---   ### **Use Case 3: Owner Relations - Performance Reporting** **Scenario:** Preparing monthly performance report for property owners. **Conversation Flow:** You: "Create a summary of property \[ID\]'s performance in October 2024 compared to October 2023 and market average" AI: \[Provides comprehensive summary\] You: "Highlight the top 3 positive performance indicators and explain what drove them" AI: \[Analyzes strengths\] You: "Also highlight any areas of underperformance and recommend 2-3 actions to address them" AI: \[Provides improvement recommendations\] You: "Format this as an owner-friendly report with charts showing monthly trends" AI: \[Generates visual report\] You: "Create a dashboard I can use for all owner reports that includes these same metrics" AI: \[Builds reusable owner reporting dashboard\] --- ### **Use Case 4: Strategic Planning - Market Positioning** **Scenario:** Evaluating portfolio positioning for strategic planning. **Conversation Flow:** You: "Segment my portfolio into 'budget' (ADR \<$150), 'mid-range' ($150-300), and 'luxury' (\>$300). Show me performance by segment compared to market." AI: \[Segments and analyzes portfolio\] You: "Which segment has the largest gap between my performance and market average?" AI: \[Identifies opportunity segment\] You: "For that segment, break down the gap by bedroom count and show me which specific bedroom types are driving the underperformance" AI: \[Provides detailed breakdown\] You: "Based on this analysis, what are the top 3 strategic initiatives I should prioritize to close the performance gap?" AI: \[Provides strategic recommendations\] ---   #### **7. FAQs** ### **General Questions** **Q: How often does the AI Performance Breakdown update?** A: Twice daily, based on your PMS data sync cadence with Key Data. **Q: Does Dex AI have access to my competitors' data?** A: Dex AI uses anonymous, aggregated market data from comparable properties. It never reveals individual competitor information. **Q: Can I save my conversations with Dex AI?** A: Yes! Any dashboards or reports created through your conversation are saved automatically. You can also export insights and share them via email. **Q: What happens if Dex AI doesn't understand my question?** A: Dex AI will ask for clarification. Try rephrasing your question with more specific details about metrics, markets, time frames, or property segments. --- ### **Data & Accuracy Questions** **Q: How accurate are the AI recommendations?** A: Recommendations are based on real performance patterns across thousands of portfolios and your specific data. Every insight includes supporting metrics so you can verify the logic yourself. **Q: What if my market has unique characteristics?** A: Provide context in your prompts. For example: "In my market, summer is actually the slow season due to extreme heat. Analyze my performance with this in mind." **Q: Can Dex AI predict future performance?** A: Dex AI analyzes current and historical data to identify trends and opportunities. While it can show booking pace and projections, it doesn't predict external market factors. --- ### **Technical Questions** **Q: What KPIs can I ask about?** A: All Key Data Dashboard metrics including ADR, RevPAR, Adj. Paid Occupancy, Unit/Total/Other Revenue, Avg. Booking Window, Avg. Length of Stay, and more. **Q: Can I analyze multiple properties at once?** A: Yes! You can analyze your entire portfolio, specific segments (by bedroom count, type, market area, amenities), or individual properties. **Q: Can Dex AI access my PMS data?** A: Dex AI works with the data synced to Key Data Dashboard from your PMS. It includes property details, booked reservations, and availability information. ---   ### **Advanced Usage Questions** **Q: Can I create automated reports with Dex AI?** A: You can create custom dashboards that update automatically. For recurring reports, build the dashboard once and check it regularly. **Q: How do I share Dex AI insights with my team?** A: Use the "Share Insights" button on the landing page, export dashboards, or copy/paste insights into emails or presentations. **Q: Can Dex AI help with pricing strategies?** A: Yes! Ask for pricing recommendations based on market gaps, occupancy targets, or RevPAR optimization goals. **Q: What if I want to analyze a custom metric?** A: Describe what you want to calculate, and Dex AI can help construct the analysis using available data. --- #### **Getting the Most from Dex AI** ### **Daily Practice** - **Morning Review:** Check AI Performance Breakdown for overnight insights - **Active Questioning:** Don't just read reports—ask Dex AI to explain patterns - **Iterative Analysis:** Build conversations to dig deeper into opportunities ### **Weekly Practice** - **Segment Reviews:** Rotate through different property segments each week - **Trend Tracking:** Monitor key metrics and ask "why" when you see changes - **Dashboard Refinement:** Update and improve your custom dashboards based on what you learned ### **Monthly Practice** - **Strategic Review:** Use Dex AI to prepare comprehensive monthly performance reviews - **Opportunity Mapping:** Identify emerging trends and opportunities for the next month - **Team Sharing:** Share key insights with your team through custom dashboards --- #### **Next Steps** 1. **Start Simple:** Begin with the AI Performance Breakdown on your landing page 2. **Ask One Question:** Try asking Dex AI one question about your data today 3. **Build From There:** Use follow-up questions to dig deeper 4. **Create Your First Dashboard:** Use Dex AI Studio to build a custom view 5. **Share Your Success:** Show your team what Dex AI can do **Remember:** The more you use Dex AI, the better you'll become at asking questions that unlock actionable insights. 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