Optimize Your Inventory Management Without Losing Information
Managing your accommodations inventory requires quick and accurate decisions. Sometimes you need to duplicate an accommodation to save time and maintain consistency; other times, it's best to deactivate it to stop managing it without losing its history; and when it no longer makes sense to keep it, the option is to delete it permanently. Each action has different implications, but all can help you maintain agile and precise control of your properties.
1. Duplicating an Accommodation
Why Does Duplicating Save Real Time?
When managing several similar accommodations, this feature automatically copies the photo gallery, rate, and all data from the original. This way, you avoid entering repeated information, and if the base accommodation is already published on portals with a shared gallery, the new one is activated automatically.
Step-by-Step Guide to Duplicating
Log into VRMS and go to Accommodations → Short-term Rentals → Property List.
Find the accommodation you want to duplicate (search by name or reference).
Select it and click "Full View" to open its profile.
Click the "Duplicate Accommodation" button available in the actions menu.
Enter the name of the new accommodation and confirm the operation.
After duplication, the system copies all relevant information. Review and adjust what differs: address, extras, etc.
Pay Attention to Details
Duplication may involve automatic publication on portals that share a gallery with the original. Ensure this doesn't create unwanted duplicates in your distribution channels.
Helpful Tip
If the accommodations are almost identical except for minor changes, duplicate first and edit later. This saves you from starting from scratch and speeds up your workflow.
2. Deactivating Accommodations
When you want to stop managing an accommodation (at the owner's request or for internal reasons), the most common reaction is to delete it. However, that means permanently losing the history: bookings, reports, and other valuable data.
Advantages of Deactivating Instead of Deleting
You retain all associated information and history.
Only active accommodations count towards your plan; deactivated ones remain unlimited at no additional cost.
Step-by-Step Guide to Deactivating
In VRMS, go to
Accommodations → Short-term Rentals → Property List.Find the accommodation to deactivate.
Access it in two possible ways:
Option 1: Click
"Full View", change the status from Activated to Deactivated.
→ "Change" → in "General Data"Option 2: Click on the accommodation to open the side window → "Edit" → in "General Data," change the status to Deactivated.
Pay Attention to Details
Before deactivating or deleting an accommodation, make sure to disconnect it on the corresponding portals.
Deactivation within VRMS does not guarantee automatic disconnection on those portals (Airbnb, Booking.com, VRBO, Expedia via Channel PRO, etc.).
To avoid issues, make sure to check the help page of the corresponding portal and follow the steps indicated to disconnect the accommodation before proceeding with its deactivation or deletion.
3. Deleting Accommodations
If you've decided that an accommodation should no longer be in your system and you're sure about it, you can delete it permanently.
What You Should Know Before Deleting
After deletion, all data associated with the accommodation (bookings, reports, history) is lost forever.
If you need to recover that accommodation in the future, there is an additional cost of €150 per unit.
Step-by-Step Guide to Deleting
Access
VRMS → Accommodations → Short-term Rentals → Property List.Find the accommodation and open its profile.
Click "Delete Accommodation" within its profile.
Once deleted, you cannot restore the information without incurring the indicated cost.
Frequently Asked Questions
What data is exactly copied when duplicating an accommodation?
What data is exactly copied when duplicating an accommodation?
Everything from the original is inherited: photo gallery, rate, features, room distribution, among other elements. You only need to modify what varies, such as name or location.
Can I duplicate an accommodation that is not fully configured?
Can I duplicate an accommodation that is not fully configured?
Yes, although it's more efficient to duplicate a well-configured one to make the most of the time savings. If data is missing, the duplicate will inherit it as is.
Is there a limit to the number of accommodations I can duplicate?
Is there a limit to the number of accommodations I can duplicate?
No. You can duplicate as many accommodations as you need. Just make sure to assign them unique names to avoid confusion in your inventory.
What should I do if the duplicate doesn't copy something specific, like the extras?
What should I do if the duplicate doesn't copy something specific, like the extras?
First, check the configuration of the original. If the issue persists, manually edit that part in the duplicated accommodation or contact support for more complex synchronizations.