Maximize efficiency in managing Extras
Correctly setting up Extras from the start allows you to sell more effectively, save time, and ensure that your entire team knows what to do in every case.
The logic is simple: activate the most common default Extras once, and customize them for specific Accommodations only when necessary. This way, you’ll work more efficiently and without complications.
Step by step: activate and configure default Extras
Go to Accommodations → Short-term Rentals → Extras. Open an Extra (for example, Final cleaning). The system already includes the most common ones; you just need to adjust them by configuring the following:
When it applies.
Whether it is included in the price or not.
On which day it applies.
The price unit (per booking, per night, per person, per person and night, per hour, per kW/m³ —informational— or as a percentage of the booking price).
The corresponding VAT. Note that if you modify it later, the change won’t apply retroactively to existing bookings.
If management is required, select the responsible party (internal user or Supplier) and choose it from the list.
Save your changes and repeat the process for other Extras you want to activate. Keep inactive those that aren’t needed.
Useful tip
Activate only the Extras common to most Accommodations.
If an Accommodation requires different conditions, customize them in its listing: Accommodation → Extras/Services.
Customize Extras in the Accommodation listing
If you’ve already configured default Extras, the system will automatically apply prices and conditions to each new Accommodation. You can then customize them individually.
Step by step
In the VRMS side menu, click Accommodations.
Select Short-term Rentals.
Open the Accommodation listing by clicking the Full view button.
Inside the listing, click Edit.
Go to the Extras and Services section.
Select the Extras you want to display and adjust price, conditions, or visibility.
Choose how to display the extra in your booking form: 1) itemised as an additional charge, 2) itemised with the price included in the rental, or 3) not itemised but included in the rental price.
Click Save to apply the changes.
If you choose to display the Extra on your Web, it will remain in Pending activation status until the Customer Service team reviews and validates it.
Limited edits: If the Extra is already active and you need to change its name or description, contact Support.
VAT: It’s applied directly to the booking amount and is not retroactive or editable from within the booking.
Extras compatibility
Not all portals accept the same Extras or payment methods. This may affect their visibility or calculation in bookings.
Always review the compatibility table before publishing them.
Security deposit configuration
The security deposit is a refundable Extra that must be configured if applicable. You can define it generally or per Accommodation:
General: Accommodations → Short-term Rentals → Extras → Refundable deposit.
Per Accommodation: from each property listing, if you need specific conditions.
You can configure:
When the guest must pay it.
The payment method (e.g., credit card).
The operation mode: direct charge or temporary hold on the card.
If you need more details on this process, refer to the dedicated article.
Best practices
Check the Extra’s compatibility with the portals before publishing.
Remember: a new Extra for the Web will remain Pending activation until validated by Support.
Configure seasons based on the stay date, not the booking date.
Setting up and managing Extras and Services correctly in Avantio allows you to optimize processes, adapt conditions for each Accommodation, and maintain an organized system.
This ensures greater efficiency for your team and a high-quality experience for your Customers.
Frequently asked questions
Are seasons applied to the booking date or the stay date?
Are seasons applied to the booking date or the stay date?
Seasons are applied to the stay date. For example, if an Extra is set from May 1 to September 30, it will only be offered when the booked nights fall within that range, regardless of when the booking was made.
I set “€ per hour”, but the system doesn’t calculate the total. Is that normal?
I set “€ per hour”, but the system doesn’t calculate the total. Is that normal?
Yes. These measures (“€ per hour”, “€ per liter”, “€ per kW”, “€ per m³”) are informational only and require manual input of the total amount.
I want each Accommodation to have a different Supplier for the same Extra. How can I do that?
I want each Accommodation to have a different Supplier for the same Extra. How can I do that?
Customize the Extra in Accommodation listing → Extras/Services and assign the corresponding external Supplier. It’s not possible to assign internal users from that screen.
I created a new Extra and want to display it on the Web. Why does it appear as “Pending activation”?
I created a new Extra and want to display it on the Web. Why does it appear as “Pending activation”?
Because it requires validation by the Customer Service team. Once reviewed and approved, it will become active.