Define Responsibilities and Improve Operational Efficiency
When managing an agency with multiple accommodations, every detail matters. Clearly assigning who is responsible for each service not only improves organization but also reduces errors, avoids misunderstandings, and builds trust within your team and with your suppliers.
What are Extras and Services?
Extras and services are additional tasks or amenities you can offer your guests, such as cleaning, transfers, or welcome packages.
The assignment feature allows you to define in advance who will be responsible for each one: an internal collaborator or an external supplier.
For more information, check out this guide.
Benefits of Assigning Responsibilities
Better coordination between your internal team and external suppliers.
Smoother communication: everyone knows what to do and when.
Time and resource savings through task automation.
Flexibility to customize each service according to the accommodation.
How to Assign Extras and Services
There are several ways to assign responsibilities to an already configured service.
1. From the Default Service Configuration
Go to VRMS → Accommodations → Short-term Rentals → Extras.
Select the service and open the "Responsible" section.
Enable the "Requires Management" option.
If you choose No, the system understands that no responsible party is needed and blocks the other options.
If you choose Yes, you can continue.
Define whether the responsible party will be Internal (system user) or Supplier (external).
Select the user or supplier from the list according to your choice.
Helpful Tip
Use this option to configure services that are always managed by the same person or company.
2. From the Supplier's Profile
You can also directly assign services to a supplier from their profile. This option saves time when the same supplier manages multiple tasks.
3. From the Accommodation's Profile
If you want a service to have a different responsible party depending on the accommodation:
Enter the accommodation's profile.
Open the "Extras/Services" tab.
In the corresponding service, assign the responsible party.
Attention to Details
Internal users do not have access to Unified Inbox, so they cannot communicate through this channel.
Email notifications work only for external suppliers.
Correctly assigning extras and services will allow you to work more smoothly and without duplicating efforts.
Now that you know the different ways to do it, review your active services and configure the responsible parties to improve efficiency from day one.
Frequently Asked Questions
Can I assign multiple responsible parties to the same service in VRMS?
Can I assign multiple responsible parties to the same service in VRMS?
No. Each service can only have one assigned responsible party, either an internal user or an external supplier.
What happens if I mark a service as "Does not require management"?
What happens if I mark a service as "Does not require management"?
The system interprets it as automatic, so it does not assign any responsible party or generate associated tasks.
Is it possible to change the responsible party for a service after it has been assigned?
Is it possible to change the responsible party for a service after it has been assigned?
Yes. You can modify the responsible party at any time from any of the sections where you made the assignment.
Do external suppliers always receive email notifications?
Do external suppliers always receive email notifications?
Yes, but only if they are external suppliers and the notification option is enabled.
What is the difference between assigning a service from the general configuration or from the accommodation's profile?
What is the difference between assigning a service from the general configuration or from the accommodation's profile?
Assigning from the general configuration applies a default responsible party to all accommodations, while doing it from the accommodation's profile allows you to customize the assignment in a specific case.