Avoid Mistakes and Enhance Your Guests' Experience from the First Booking
Having clear occupancy rules allows you to accept or reject bookings based on conditions you define, control availability, improve your guests' experience, and work with more peace of mind. With just a few settings, you can ensure that each booking meets the requirements that best suit your operations.
What are occupancy rules?
Occupancy rules are conditions you set in the system to accept or reject bookings for your accommodations or groups of accommodations. With them, you can define aspects such as: minimum stay per season, mandatory check-in or check-out days, and specific restrictions for weekends or certain days of the month. In other words, they set the basic rules that your customers must follow when booking.
Benefits of setting occupancy rules
Avoid bookings that are incompatible with your operations (e.g., stays that are too short during peak season).
Gain flexibility by being able to adapt different rules for each season.
Customize conditions for each accommodation or group of accommodations.
Ensure that the calendar is always consistent and complete.
Practical example: in July and August, you can require a minimum stay of 7 nights, while the rest of the year, 3 nights will suffice.
Step by Step: How to Set Up Your Rules
Step 1. Access the Occupancy Rules Module
In the VRMS, go to Revenue.
Then, navigate to Occupancy Rules.
Click on the "New Rule" button.
Step 2. Create a New Rule
The Occupancy Rule Groups interface will open.
In the "Name" field, enter a clear and representative name, for example: "City Deluxe Apartment Rule."
Step 3. Define the Seasons
Go to the "Enter Seasons" section and enter as many seasons as you need to cover the entire year.
Make sure not to leave any days uncovered, as this would prevent online bookings.
Step 4. Set Conditions Within Each Season
In the "Stay Duration" section, select in the dropdown field "stays shorter than" the minimum number of nights required and in the "nights longer than" field the maximum number of nights allowed.
In the dropdown fields "Check-in Days" and "Check-out Days," you can indicate which days of the week or month are allowed for check-in and check-out (e.g., only check-ins on Saturdays).
Click Accept.
Step 5 (optional). Adjust Conditions for Weekends
At the top of this section, you will find the option "I want to apply this occupancy rule to certain days of the week." If you activate it, you can choose the days and the season to which the restrictions will apply.
Best Practices
One rule per accommodation or group of accommodations. Do not create separate rules by season.
Incorrect example: "High Season Rule," "Low Season Rule."
The correct approach is to create a general rule per accommodation and define the seasons within it.
Name your rules clearly. Use a title that easily identifies the accommodation.
Check annual coverage. All calendar dates must be covered by some season.
Common Mistakes
Leaving seasons unconfigured: blocks online bookings.
Repeating rules for the same unit: complicates management and creates confusion.
Not reviewing the consistency between check-in/check-out days and minimum stay.
Occupancy rules are your "best ally" for managing bookings efficiently and without surprises. Setting them up correctly will allow you to maintain control, reduce errors, and always offer a professional experience to your customers.
Next Step: review your current calendar, create the necessary seasons, and apply a consistent rule to each accommodation.
Frequently Asked Questions
What happens if I don't create any occupancy rules?
What happens if I don't create any occupancy rules?
Online bookings will not be possible. Additionally, inconsistencies may arise in the calendar.
Can I apply the same rule to multiple accommodations?
Can I apply the same rule to multiple accommodations?
Yes, you can assign a rule to a group of accommodations as long as the conditions are common.
Is it mandatory to set up seasons?
Is it mandatory to set up seasons?
Yes. Seasons must cover the entire year to ensure continuous availability.
Can I apply different conditions only on weekends?
Can I apply different conditions only on weekends?
Yes, by activating the option to apply the rule to certain days of the week and selecting the corresponding days.
How should I name the rules?
How should I name the rules?
Use names that clearly identify the accommodation, avoiding generic names like "High Season."