Configure the security deposit flexibly and build trust with your guests
The security deposit is a key tool to protect your properties against damage or breaches. However, poor management can lead to accounting errors, confusion or even disputes with guests. The VRMS allows you to configure the security deposit flexibly, adapt it to each property and automate its return, improving efficiency and building greater trust with your guests.
Where is the security deposit configured?
Depending on your operational needs, you can define the security deposit at two levels:
Global configuration (for all properties)
Global configuration (for all properties)
Path: Rate → Extra → Security deposit (refundable)
Use this if the amount and process are the same across all your properties.
Individual configuration (per property)
Individual configuration (per property)
Path: Property record → Extra
Ideal if you want to apply different amounts, payment methods or timescales depending on the property.
How is the security deposit paid?
Payment timing
Path: Property record → When to pay
Available options:
At the time of booking.
On arrival.
With the last payment before arrival.
Useful tip
It is recommended to set the security deposit payment to «on arrival» for a better guest experience.
Payment method
Path: Property record → Payment method
Available options:
Bank transfer
Cheque
Holiday voucher (Chèque vacances)
Cash
Card (physical or virtual POS terminal)
Card hold
PayPal (only for the first payment via the website)
Important details
If you work with card charge or card hold, the refund must also be made by card.
If you use Avantio Payments, always ensure you use a single payment method for both charge and refund:
Charge and refund by card
Hold and release by card
Charging or holding the security deposit by card
When using credit or debit cards, the system offers two management options:
Card charge: the amount is debited directly from the guest’s card like any other payment.
Card hold (pre-authorisation): the amount is temporarily blocked without being charged. The money is not transferred; it is simply held until released or captured.
How does a card hold work?
Pre-authorisation has the following characteristics:
The amount is not charged, only blocked.
The period is limited (between 5 and 30 days, depending on the bank or platform).
If not captured, the bank automatically releases the amount.
Important details
The period is determined primarily by the card-issuing bank;
If no specific configuration exists, the acquiring platform’s period applies;
For VISA and MasterCard, this is usually between 7 and 14 days;
Only the full amount can be released or captured — partial release or capture is not possible.
Useful tip
Set the return date within the limit allowed by the payment platform to avoid issues.
When is the security deposit returned?
You can define the return period based on the guest’s check-out date:
same day of check-out,
between 1 and 6 days afterwards,
between 1 and 2 weeks afterwards.
Path: Extra → Refundable security deposit → Return method
In the case of a hold, it is automatically released according to the period allowed by the bank or payment platform:
The amount is held for between 5 and 30 days, depending on the payment platform or bank.
If the transaction is not captured (authorised), the bank automatically releases the amount.
The period is determined primarily by the card-issuing bank (the guest’s bank).
If no specific configuration exists, the acquirer’s period applies (e.g. payment platform or bank).
For VISA and MasterCard, this is usually between 7 and 14 days.
Important details
Only the full pre-authorised security deposit amount can be released or captured. Partial release or capture is not possible.
Useful tip
If you work with card holds, make sure the return period does not exceed the limit allowed by the payment platform.
Customising the pre-authorisation period
Adapt the behaviour of holds to your payment platform and improve security deposit management.
The system includes an advanced feature for customising the security deposit hold period, adaptable according to the payment platform.
Requirements
Have the refundable security deposit extra configured;
Choose between two possible behaviours:
Combined logic
the configuration set in the extra is applied as a minimum;
the maximum value allowed by the platform is applied as a limit.
If the extra period is met → the extra setting applies.
If it is not met → the platform maximum applies.
Example:
Platform: pre-authorisation up to 30 days;
Security deposit extra: return 14 days after check-out;
Booking:
Check-in: 01/10/2025
Check-out: 22/10/2025
Hold date: 01/10/2025
Pre-authorisation availability according to platform: until 30/10/2025
Release date according to extra: 05/11/2025
In this case, since the security deposit release date exceeds the limit allowed by the platform, the custom configuration will be applied.
Default logic
The period set by the payment platform is always applied, regardless of the configuration defined in the extra.
This is the ideal option for administrators seeking standardised and automatic management, without property-specific adjustments.
Managing the security deposit in the VRMS allows you to combine operational control and flexibility, whether by configuring it globally or individually, defining different payment methods or automating the return.
With charge, hold and period customisation options, your agency gains in efficiency, security and transparency, while offering guests a clearer and more reliable experience.