Keep Your Suppliers Informed in Real-Time and Ensure Smooth Communication
Communication with suppliers is a fundamental pillar in the daily management of an agency. When it is interrupted due to a lack of information, delays, errors, or misunderstandings can occur, affecting both the guest and the business. To prevent this, the VRMS offers an automatic notifications system that keeps all responsible parties informed in real-time, without any extra effort on your part.
Automatic Notifications
Imagine those moments when a last-minute change in a service leaves your supplier without the necessary information, causing confusion and delays.
With automatic notifications, everyone stays informed without additional effort. It's like having an assistant that sends precise alerts at just the right moment, giving you peace of mind and allowing communication to flow without the need for impromptu calls or emails.
Discover Notifications to Suppliers
With this feature, you can send automatic emails to your suppliers every time an extra or service is assigned, modified, or canceled. This way, you avoid misunderstandings and maintain an agile and orderly workflow in your agency.
The benefits are clear:
Strengthen the relationship with your suppliers.
Reduce errors in daily management.
Gain time to focus on more strategic tasks.
Imagine that instead of seeking confirmations, your collaborators receive clear and timely updates, enriching both their experience and yours.
Set Up Notifications Step by Step
The configuration is managed from the supplier's profile. To do this:
Enter the VRMS module and access the "Suppliers" section.
Open the "List" section and select the supplier to access their profile.
Within the "Service Configuration" section, open the "Notifications" section.
Click "Create" to add a new notification rule.
There you can:
Check the services assigned to each supplier.
Define specific rules for each service.
Configure them easily with a single click on "Configure".
Step by Step
The notification setup is organized into three simple steps, designed for you to review every detail before activating them. This way, you avoid hasty adjustments that could lead to incorrect sends.
Step 1. Define the Rule
Step 1. Define the Rule
When you click the "Create" button, a side window will open. In the first section, "Configure", complete the following fields:
Internal Name: assign a reference name (only visible to you, not to the supplier).
Predefined Templates: for each of the three main events; New Service Notice, Service Modification Notice, and Service Cancellation Notice; click on the three vertical dots on the right and select the corresponding template.
Optional Reminders: activate the reminder with the on/off button
, define the lead time in the "Reminder Date" dropdown, and if needed, click "Add Reminder" to set up a second one (you can have up to two in total).
Step 2. Associate the Accommodations
Step 2. Associate the Accommodations
After defining the rule, click "Next" to access the "Associate Accommodations" section.
In "Associated Accommodations" use the available filters to facilitate the search.
Below, select the accommodations to which the rule will apply.
The system will display all available accommodations and will notify you if any already have an active configuration.
Step 3. Review and Activate
Step 3. Review and Activate
After associating the accommodations, click "Next" to access the "Summary" section. In this section you can:
Review the complete configuration details.
Click "Finish" to activate the rule.
Best Practices
Create specific rules per service instead of generalizing.
Manage suppliers in specific accommodations to avoid duplications.
Always check that the associated accommodations are correct.
Once the configuration is saved, the accommodation will be recorded in the supplier's profile, within the corresponding extra or service they manage.
This happens because, when a service is assigned to a supplier, it is by default linked to all properties. Therefore, it is essential to verify that each supplier is associated only with the correct services and accommodations.
Common Errors
A common error is attempting to enable only part of the notifications. The system does not allow this, as they are always managed as a complete block. To avoid this:
Carefully review Step 3 and make the necessary adjustments before finishing.
If the rule is already active, edit it entirely from the supplier's profile.
How Are Alerts Sent?
External Suppliers: receive email notifications through fixed templates, designed to ensure consistency. Keep in mind that if a task is associated with multiple accommodations (for example, 20), they will receive a separate email for each one.
Internal Users: receive alerts directly in the VRMS notification bell. Similarly, if a task is linked to multiple accommodations, an individual alert will be generated for each case.
Attention to Detail
The notification method depends on the type of responsible party and is adapted to their role to ensure maximum efficiency.
Frequently Asked Questions
Can I configure notifications only for cancellations?
Can I configure notifications only for cancellations?
No. The three notifications (new, modification, and cancellation) are activated as a block. If you need more control, create separate rules by service.
How do I edit an already created rule?
How do I edit an already created rule?
Access the supplier's record and select the active configuration to modify it by following the initial three steps.
What happens if an accommodation already has an assigned rule?
What happens if an accommodation already has an assigned rule?
The system notifies you in step two. You can overwrite the rule or choose another accommodation, but always check to avoid interrupting existing processes.
Are reminders mandatory?
Are reminders mandatory?
No. You can configure none, one, or two, depending on the urgency of the service.
Are the templates customizable?
Are the templates customizable?
No. They are predefined templates. If you need something specific, review the templates and Harmony documentation.