Centralize communication, avoid misunderstandings, and keep your suppliers aligned in real-time
Coordinating external companies can be a challenging task: missed calls, unanswered messages, scheduling mix-ups.
With the Suppliers Intranet from Avantio, all this changes. Now your suppliers have their own access to the VRMS, can instantly see their tasks, and communicate with you directly. You gain control, they gain autonomy, and everyone gains efficiency.
Let's see what this tool is all about and how it can transform the way you work with suppliers.
What is the Suppliers Intranet?
It is a tool integrated into the VRMS that allows your suppliers to access information about their services (cleaning, bed linen, cribs, welcome packs, extra beds, etc.) securely and in real-time.
A solution designed to give your external collaborators the same level of information and agility that you manage from the VRMS.
From their own Intranet, they can review pending tasks, mark completed ones, and chat with you without intermediaries.
Main Benefits
More than a communication tool, the suppliers' intranet is a system that optimizes time, reduces errors, and gives you operational control.
Total control: see which services are pending and which have been completed.
Direct communication: an integrated chat avoids misunderstandings.
Flexibility: change suppliers, statuses, or dates at any time.
Mobile access: available as a web app on mobile devices and tablets.
How to activate the Suppliers Intranet?
Getting started is simple: you just need to enable access from the supplier's profile and set the appropriate permissions.
Step by step: granting access to your suppliers
Step by step: granting access to your suppliers
Access the VRMS module and select "Suppliers" from the left side menu. Then, click on "List".
Select the supplier you want to grant access to, or create a new one.
Add a valid email address.
Check the box "Send connection details to the supplier's email" so they can set up their password.
Permissions and access levels for suppliers
Permissions and access levels for suppliers
By default, suppliers will not see guest data. If needed, you can grant them access to:
Basic supplier: view assigned services, change task status, and send messages.
View accommodation address: see the address where the tourist is staying.
View tourist schedule: see the check-in and check-out times provided by the tourist and the status of the online check-in.
View tourist information: see main tourist data (name, email, language, etc.)
View additional notes: see additional notes about the accommodation.
What your suppliers see on their Intranet
The interface is designed so that any supplier can manage their work in real-time.
Main panel
Quick filters: tasks for today, tomorrow, and the next 7 days.
Advanced filters: for more detailed searches.
Service list: with date, time, task, accommodation, and direct link to Google Maps.
Chat column: read/unread messages and new conversations with you.
Service status: pending or completed (marked with a single click).
Expanded information
By clicking on a service line, the supplier can check:
Reservation status (pending arrival, in progress, departure completed).
Messages pending to be read.
Reservation details: check-in and check-out dates, reference, status, nights, and occupants.
Information about the previous and next reservation.
Accommodation information: name, address with access to Google Maps, bedroom and bathroom layout.
Quick actions
By clicking on the three dots on the right, they can:
Mark the service as pending or completed.
View details of the task.
Send a message to the agency (including a photo).
Real use example
The fridge has stopped working and there's water in the kitchen. It's urgent for a technician to come because a guest is arriving this afternoon.
Best practices
By adopting these simple habits, you can optimize the Intranet and improve communication with your collaborators.
Regularly review each supplier's permissions.
Encourage your suppliers to use the quick filters to save time.
Use the integrated chat instead of scattered WhatsApp messages or calls: this way, everything is recorded in one place.
The suppliers' Intranet gives you more control, direct communication, and flexibility to coordinate your agency's services. Now that you know how to activate it and how it works, the next step is to encourage your suppliers to install the web app on their mobile or tablet for more agile work.
Frequently Asked Questions
Which suppliers can use the intranet?
Which suppliers can use the intranet?
Any external service supplier, such as cleaning companies, bed linen, cribs, welcome packs, or extra beds to whom access has been granted.
Is it necessary for each supplier to have an email?
Is it necessary for each supplier to have an email?
Yes, a valid email is required to send them access credentials.
Can suppliers see my customers' data?
Can suppliers see my customers' data?
By default, no. They can only see contacts, addresses, or arrival/departure times if you assign them specific permissions.
Can service data be exported?
Can service data be exported?
Yes, you can export the information to Excel or CSV from the management panel.