Why Centralizing Owners Makes a Difference
Managing multiple owners in an agency is no easy task. Centralizing all the information in one place is not a luxury, but a necessity: it allows you to maintain control, facilitate communication, and manage contracts and payments without surprises. This article clearly and systematically explains how to create a new owner in the system, what advantages it offers, and how to make the most of the available tools.
Key Definitions
Owner Intranet: an online platform that provides owners with secure and personalized access to manage their accommodation, with features for booking inquiries and updates, and different levels of access and permissions.
Tags: labels that allow you to segment email sends to specific groups of customers, accommodations, owners, or portals.
Create an Owner
The goal of creating an owner in the system is to centralize and organize the information of the person or company that owns accommodations managed by the agency. By registering an owner, you can:
Store their contact and tax information in one place.
Define access permissions to the owner intranet.
Facilitate the management of contracts, settlements, and invoicing.
Classify each owner using tags for more efficient management.
In other words, creating an owner means building a single control point that connects data, contracts, payments, and communication within the system.
It is aimed at:
Vacation rental agencies with multiple owners.
Property managers who need to centralize data.
Administrative teams responsible for invoicing and communication.
How to Create a New Owner
Follow these steps to generate a complete record:
1. In the VRMS side menu, access one of the following paths:
Go to
Owners → Owner List. Click on "Create" within the interface.Go to Accommodations → Accommodation List. Select the desired accommodation to open the Accommodation Record. Then, click on "Edit" and in the Owner field, select "New".
With either option (a or b), the owner record will open in a new screen.
2. Complete the required fields with the owner's information. Pay special attention to the following data:
First and last name.
Language (this determines the language of communication with the owner, for example, when sending templates).
Valid email (to receive and send communications).
Phone number.
Accounting data (this will be considered in case of issuing invoices).
3. If you use or wish to use the owner intranet, configure access and grant the corresponding permissions.
4. Optionally, assign tags to categorize the owner, such as "VIP", "Problematic", or "Special".
Owner List
The owner list centralizes the contact and tax information of all the owners collaborating with your agency.
What is it for?
Manage contracts, settlements, and invoicing.
Provide access to the Intranet with specific permissions.
Access
Path: Home → Owners → Owner List
What can be done from there?
Create a new owner.
Export the list in Excel or CSV.
Filter owners using tags.
List Export
The system allows you to extract the information to work outside the platform:
Excel: data in columns, useful for pivot tables.
CSV: simple format to import into other systems.
This is practical for sharing information with administration or accounting, generating custom reports, and analyzing data in external spreadsheets.
Following this guide will allow you to create owners in Avantio in a complete and organized manner, centralizing contact and tax data.
Additionally, you can assign permissions, classify using tags, and export lists, ensuring centralized, secure, and efficient management for your agency.
Frequently Asked Questions
Can I create multiple owners at once?
Can I create multiple owners at once?
No, each owner must be registered individually to ensure the accuracy of information and permissions.
What happens if I don't assign a tag?
What happens if I don't assign a tag?
You won't be able to segment the owner or use certain automatic actions or filters.
How do I update the permissions of an already created owner?
How do I update the permissions of an already created owner?
Access the owner list, select the record, and modify the permissions in the Intranet.
Can I export only some owners?
Can I export only some owners?
Yes, use tags or status filters to select the records before exporting.
Is it mandatory to provide access to the Intranet?
Is it mandatory to provide access to the Intranet?
It is not mandatory; however, without access, the owner won't be able to view key information such as bookings, invoicing, or statistics. Enabling this tool minimizes direct contacts, optimizing management and communication.