Key data to get your account started
The initial Company configuration is a fundamental step when setting up your account. In this process, you define the essential data that will serve as the foundation for everything else — from fiscal and contact information to the customization of the Booking Planning with colors and statuses.
Configuring this data correctly from the start not only allows you to begin working immediately with the software, but also saves time in the future. All information entered will automatically synchronize with portals and your own website, preventing duplicated tasks.
From the section Configuration → Company, you can personalize your account starting with the following main areas:
Logo, languages, and contact
Logo: it will appear in messages and documents generated from the VRMS. The recommended size is a maximum of 480 px wide by 85 px high.
Languages: define the languages your agency uses internally to communicate with guests. These will apply across various system interfaces, such as Accommodation descriptions.
Emails and GDPR: enter the email addresses for Bookings, Invoicing, and information requests. You can also add the data protection text, which will automatically appear in your email signature.
Contact details: provide your company’s contact information (phone numbers, mobile, and/or fax).
Useful tip
Always validate your sender email addresses so that the sender appears correctly and your messages aren’t marked as spam.
Security: enable two-step verification
Security is essential when it comes to accessing your company’s internal information. With two-factor authentication (2FA), in addition to the username and password, users must confirm their identity with a unique code — significantly reducing the risk of unauthorized access.
To configure it, refer to this article, where you’ll find a step-by-step guide with screenshots and clear instructions to activate 2FA for your account.
2FA security is mandatory for all internal company users and will be requested automatically from their first login, helping to prevent security breaches.
Best practices
Inform your team about the importance of completing the process as soon as possible.
Always carry the device with your authentication app and transfer accounts if you change phones to avoid losing access.
Customize the colors of your Booking Planning
Assign a color to each Booking status to identify them at a glance.
Step by step
Access the VRMS and go to Planning.
Click Actions and select Planning settings.
Click the Edit button at the top.
Go to the Planning configuration section and define a color for each status.
Click Save.
Useful tip
Use contrasting and consistent colors to help your team easily identify each situation.
Basic company data
Before issuing invoices, it’s essential to complete your company name and fiscal data, as these will appear as the issuer on your documents.
You can create multiple company names if needed. The one marked as default will appear first in Invoicing.
For more details about accounting setup, visit the Accounting collection.
VAT configuration
The VAT applicable to your Accommodations and services must be defined in the Invoicing rules:
Set your company’s general VAT.
Adjust specific types (such as Tourist taxes or additional services) in the Invoicing section.
Completing your Company’s initial configuration ensures an efficient start, guarantees secure access, and provides a solid foundation for daily operations within the system.
Frequently asked questions
Can I have multiple company names?
Can I have multiple company names?
Yes. You can create as many as you need and choose which one will be set as the default for Invoicing.
What if my logo is larger than the recommended size?
What if my logo is larger than the recommended size?
The system will automatically adjust it, but image quality may be reduced. Ideally, resize it to 480 × 85 px before uploading.
Is 2FA required every time I log in?
Is 2FA required every time I log in?
No. The system will only request it when it detects unusual access activity (such as a change of IP address, device, or location).
How do I know which VAT rate to apply to my Accommodations?
How do I know which VAT rate to apply to my Accommodations?
It depends on your local tax regulations. Avantio allows you to configure both the general VAT rate and specific types within the Invoicing rules.