Automate Your Day-to-Day with Harmony
Property management involves repetitive tasks that consume time and energy. To simplify this process, the Harmony module automates key actions and offers centralized control of the activities performed. This way, it allows you to see both the time saved and the status of ongoing or completed tasks.
Key Definitions
Harmony: automation module that centralizes the creation and management of automatic rules in Avantio.
Dashboard: section that shows real-time tasks, statistics, and time saved thanks to automation.
Solution: automated rule created in Harmony to execute a process (example: sending instructions to a tourist).
Task: action processed or scheduled by Harmony as a result of a configured solution.
Structure of Harmony
The module is divided into three parts:
Dashboard
The dashboard offers a complete view of what happens in the background and a summary of your tasks (planned and completed). It also shows the time saved thanks to automation.
Real-time tasks: shows executed or scheduled tasks. To see all and check the status of a particular one, click on "View all tasks," which leads to the Tasks page.
Statistics: presents real figures on Harmony's performance:
Time saved.
Number of tasks completed.
Number of active solutions.
Most used solutions (by month, week, or since activation).
Solutions
Within this section, you will find three categories: Bookings, Customers, and Owners.
Bookings
Includes by default the solution Manage pending payment bookings.
If there are pending payments, the tourist is reminded to complete them.
It can inform if the charge will be made automatically by card on a specific date (when the card storage module is available).
Payment links can be sent (only with PayPal or Redsys Instant TPV) or instructions for bank transfers.
If your Avantio web or integration supports immediate payments (PayPal or POS), you can configure the solution Automatically confirm bookings with immediate payment from your web.
This option is not available for companies with Avantio Payments, as in that case, automation is managed directly from that system.
Customers
After confirming the booking, you can automate the sending of additional services or arrival instructions.
This configuration improves the customer experience and helps increase sales.
Owners
Allows sending an automatic message to the owner when a booking is registered.
It can be configured to notify only on confirmed bookings or also on pre-bookings.
Tasks
Here, all executions of the solutions, both pending and completed, are listed. It is divided into two sections:
Real-time tasks: shows tasks already executed or scheduled. If you want to see all and check the status of a particular one, click on the "View all tasks" button, which will take you to the Tasks page.
Statistics: offers specific data on the system's performance:
Time saved.
Number of tasks completed.
Number of active solutions.
Most used solutions, whether by month, week, or since activation.
Step by Step: How to Create a Solution or Automatic Rule
Access VRMS → Harmony and enter "Dashboard" or "Solutions."
Click on "Create new solution," select the type of solution (Customer, Owner, or Booking), and press "New configuration."
Assign a descriptive name and select the sending conditions (booking status and payment type).
Define the execution time: choose "I want to choose the execution time" and determine when the notification will be sent (for example, 30 days before check-in, at 3:00 PM).
Consider the local time: the sends are based on the time set in your agency.
Understand the logic of months: a month equals 30 calendar days. Example: a task scheduled for 2 months before check-in (06/12/2023) will be executed 60 days before, that is, on 04/13/2023.
Assign tags or labels to organize and filter bookings, owners, accommodations, and portals.
Example: if you assign the "VIP" label to an owner and include it in the solution, only notifications linked to VIP owner bookings will be sent.
Note: labels work inclusively, not exclusively.
Select the recipients and the message template to send.
Click the corresponding icon to view the selected template.
List of Solutions
All created solutions will be available on the "Solutions" page, where you can easily view, edit, or delete them.
Best Practices
Use descriptive names to identify solutions when you have several active.
Test with your own emails before activating a solution.
Avoid scheduling notifications too close to the check-in date to prevent confusion or delivery delays.
Frequently Asked Questions
What happens if I schedule a notification a month in advance and the booking is created later?
What happens if I schedule a notification a month in advance and the booking is created later?
Harmony schedules the send at the time the booking is created and executes it at the next check.
Can I set reminders to be sent at a specific time?
Can I set reminders to be sent at a specific time?
Yes. You can set an exact time (e.g., 3:00 PM), although the send may vary by a few minutes depending on the system's message queue.
Does Harmony account for the actual length of each month?
Does Harmony account for the actual length of each month?
No. The system considers each month to be equivalent to 30 calendar days.
What if my agency operates in a different time zone?
What if my agency operates in a different time zone?
Harmony always references the time zone configured in your VRMS account.
Is it possible to use Harmony with Muchosol bookings?
Is it possible to use Harmony with Muchosol bookings?
No. Muchosol bookings are not compatible with Harmony and must be managed manually from the VRMS.
What should I do if a task shows an error in Harmony?
What should I do if a task shows an error in Harmony?
Check the recipient's email address and ensure the message hasn't been blocked as spam.
How often is the information displayed on the Harmony Dashboard updated?
How often is the information displayed on the Harmony Dashboard updated?
The data is updated in real-time and is also compiled into weekly and monthly reports.
Where can I see the total time saved thanks to Harmony?
Where can I see the total time saved thanks to Harmony?
At the top of the Dashboard, you'll see a summary with the total accumulated time saved by the automations.