In this article, we review the mandatory fields you need to complete for an accommodation to be compatible with the portals.
First, you'll review the edit view and then the full view.
You need to do this review whether you have imported the accommodation from Airbnb or created it from scratch in the Avantio system.
For more detailed settings for each section, check the specific articles linked throughout this guide.
Prerequisites
Before reviewing the extras and services for the accommodation, you must have the default extras set up.
It's also recommended to have the tourist taxes and invoicing rules configured.
Step-by-step procedure
Step 1: Access the accommodation
Log in to VRMS and go to the left side menu.
Select
Accommodations → Short-term Rentals → Property List.
Click the full view button
for the corresponding accommodation.
Step 2: Review the required fields in the basic info
Edit view
At the top right of the accommodation file, select Edit to access the edit view.
Check these fields:
Name or reference: this is what you'll use to search for the accommodation in Avantio and what will be shown in the planning.
Type: indicate if it's a studio, chalet, house, bungalow, apartment, etc. Set the same class as you have or want to have on the portals.
Category: indicate the maximum number of people or the capacity of the accommodation. Set the same as you have or want to have on the portals.
Status: it must be activated to connect the accommodation to the portals later.
Check these fields:
Full address: country, region, province and city, postal code, and street name are all required.
The more complete the address, the fewer problems you'll have sending your guests the accommodation location.
If the city you're looking for isn't in the system, or you want to add a neighborhood, you can click the More button and request it from technical support.
Geolocation: after completing the address, the map will place the accommodation with an orange house icon. If it's not exactly where you need, you can move the icon and verify the location.
IMPORTANT:
Make sure to verify the geolocation and save.
2.3 Main information
Check these fields:
Property surface: indoor square meters.
Max. guest capacity: total number of guests allowed.
Supplement for additional person: if applicable, set it here. If it doesn't appear, contact support.
Bedrooms: indicate the number of bedrooms and their layout. Add the number of beds in each bedroom and in common areas, if applicable. You must click Add for the system to configure it correctly. For example, if a bedroom has two single beds, you must click Add twice.
Bathrooms: indicate the type and number of bathrooms. If the property has a bathroom with a bathtub and a shower, you should not set up two toilets. A toilet is a service bathroom type that does not have a bathtub or shower.
Kitchen: indicate how many kitchens the accommodation has, the type of kitchen, and available features.
Equipment / Bedding: linens and toiletries, appliances and practical equipment, entertainment and technology, and comfort and safety.
Amenities and additional features: to add more features, type the first three letters of what you're looking for and the system will show you the available options.
Admin management: if needed, add the Tourist license and the Unique Rental Registration.
Before setting up this section, make sure you have configured the default extras. This avoids having to customize general extras for each accommodation.
In the accommodation file, you can customize the specific extras for that accommodation. For example:
if some accommodations have air conditioning and others do not
if the final cleaning fee is different depending on the accommodation
if the person responsible for the service changes depending on the accommodation
Pay special attention to:
the person responsible
the application date
the rate
When you modify an extra or service in an accommodation:
the change will only affect that accommodation
it will not apply to other accommodations
it will not modify the default extra
To customize an extra directly in the accommodation, click on the extra and modify the conditions you need.
IMPORTANT:
If an extra or service contradicts a feature of the accommodation, the system will have a conflict and won't let you save.
Example: if the accommodation has internet access, the extra must be set as available. The same can happen with heating, air conditioning, pets, towels, or bed linen.
Step 3: Save changes and move to the final review
When you've finished reviewing in the edit view, click Save in the upper left corner.
You'll return to the accommodation's full view.
Step 4: Review the sections linked to the accommodation
Full view
From the full view, review the following sections linked to the accommodation:
Photos and descriptions
Occupancy rule applied
Assigned rate
Payment and cancellation conditions
Key collection and check in instructions
Tourist taxes, if applicable
Before leaving each field, click Save to apply the changes.
This section lets you review and update visual content and descriptions. Check:
Photo gallery name: this is the name that will sync with compatible portals. Recommended length is 20 to 50 characters.
Photos per gallery: minimum 7.
Descriptions: should be personalized in all languages configured on the portals. Recommended length is 400 to 5000 characters.
If you manage several almost identical accommodations, you can use a shared gallery.
The applied occupancy rule defines minimum stay per season, mandatory check-in or check-out days, and specific restrictions.
An accommodation can only be linked to one rule.
You can create seasons within the same rule.
It must be set for at least 12 months and without gaps.
4.3 Assigned Rate
The assigned rate is the base rate linked to the accommodation. You can modify or increase it for the portals during or after the connection.
An accommodation can only be associated with one rule.
You can create seasons within the same rule.
You can associate several accommodations with the same rule.
It must be set up for at least 12 months and without gaps.
This section shows the established payment and cancellation policies for the accommodation.
Here you have direct access to the check-in and check-out rules linked to the accommodation.
4.6 Tourist Taxes
Indicates the tourist taxes that applies to bookings for this accommodation.
Frequently Asked Questions
What if I can't save changes to the accommodation?
What if I can't save changes to the accommodation?
Check if there is any conflict between a feature of the accommodation and an extra or service. For example, if the accommodation has internet access, the corresponding extra must be set as available. If there is a contradiction, the system will not let you save.
What happens if the accommodation is deactivated?
What happens if the accommodation is deactivated?
The accommodation must be in activated status to be able to connect it to the portals.
What should I do if I can't find the town in the system?
What should I do if I can't find the town in the system?
If the town does not appear in the system, or you want to add a neighborhood, you can click the More button and request it from the technical support team.
How many photos do I need to connect the accommodation?
How many photos do I need to connect the accommodation?
The photo gallery must have at least 7 photos.
Can I use the same gallery for several accommodations?
Can I use the same gallery for several accommodations?
Yes. If you manage several almost identical accommodations, you can use a shared gallery.
How many months of rate and occupancy rule do I need to set up?
How many months of rate and occupancy rule do I need to set up?
Both the assigned rate and the occupancy rule applied must be set up for at least 12 months and without gaps.
Do I have to complete all the fields in the accommodation profile?
Do I have to complete all the fields in the accommodation profile?
No. This article only covers the mandatory fields to connect the accommodation to portals. For more detailed information about other fields in the profile, you should consult the detailed articles linked from the help section.
What should I check if I imported the accommodation from Airbnb?
What should I check if I imported the accommodation from Airbnb?
You should review each listing and add or modify all the necessary information mentioned in this article to be able to connect it to portals.