Easily Update Your Bookings from VRMS
The booking management module in VRMS allows you to modify essential booking details at any time: change the accommodation, adjust dates, recalculate amounts, or communicate with the guest, all from a single record.
Change Accommodation or Stay Dates
In some cases, it may be necessary to move a booking, either because the tourist requests a change or due to overbooking situations.
From the Planning
Go to VRMS → Planning and right-click on the booking.
Select "Move booking."
On the target day and accommodation, right-click and select "Paste booking/period."
Attention to Details
If you perform this action from the planning, the original booking amounts will remain unchanged.
From the Booking Record
Enter VRMS → Bookings → Booking List.
Click on the three vertical dots
of the booking or, if you prefer, on the full view button
.
Select the "Edit" option.
Modify the accommodation, the dates, or both.
Click "Save."
Upon saving, the system will display two options:
Save without recalculating: keeps the original amounts.
Recalculate everything and save: updates rental and extras according to current rates.
Benefit: from the booking record, you can automatically recalculate amounts when modifying accommodation or dates.
Editing Amounts in the Booking
From the booking record, you can manually modify the rental and extras amounts. If you update an extra (for example, towels: €5/day → €10/day), remove it and add it again to apply the current rate.
All changes will be reflected in the payment breakdown and settlements.
"Reset" Button
In the amounts block, you'll find the "Reset" button, which offers several functions:
Recalculate prices: automatically updates accommodation and extras according to current rates.
Apply rates from another accommodation: use the dropdown arrow to select a different accommodation.
Retrieve previous amounts: you can reset and revert to previous values if needed.
Reset with Rates from Another Accommodation
If you click on the arrow to the right of the "Reset" button, a dropdown menu will open, allowing you to associate the rate of another accommodation with the booking.
By doing so, both the rental amount and extras will be reset, and the system will show which rate has been applied.
Return to previous amounts: if you make a mistake, click "Reset" again to retrieve the previous amounts.
Recommendation: add a note in the payment comments to facilitate reconciliation, as the booking IDs will be different.
Change Booking Dates
If a guest decides to extend their stay, this will require recalculating the booking.
Once you modify the dates, the system will again display the two options:
"Save without recalculating"
"Recalculate everything and save"
You can also recalculate the amounts from the payment breakdown using the arrows that perform the same function.
Send Emails from the Booking
From the "Messages" tab of the booking, you can communicate directly with the guest:
Click "New message" or "Actions → Send message."
The Unified Inbox will open, where you can view the message history related to that booking.
Write a free message or use a predefined template to streamline communication.
Attention to Details
Validate your email domain to ensure messages are correctly delivered to guests.
Best Practices
Use the booking record when you need to automatically recalculate amounts.
Always add notes in the comments if you reset amounts or change rates, to facilitate later reconciliation.
Keep your extras updated in the system to avoid outdated calculations.
Centralize communication with the guest from the booking to maintain a complete history.
Frequently Asked Questions
What is the difference between moving the booking from the planning or from the record?
What is the difference between moving the booking from the planning or from the record?
In the planning, the original amounts are maintained, while from the record you can choose to recalculate them with the new rates.
What happens if I reset the amounts?
What happens if I reset the amounts?
The system recalculates the accommodation and extras with the current values. Extras that no longer exist in the new accommodation will be automatically removed.
Can I apply rates from another accommodation?
Can I apply rates from another accommodation?
Yes, from the dropdown option of the "Reset" button.
Where can I find the history of messages sent to the guest?
Where can I find the history of messages sent to the guest?
In the Unified inbox, accessible from the "Messages" tab of the reservation.