Start configuring your accommodation
Starting to manage properties may seem intimidating, but it’s all about building the backbone of your business. A solid foundation allows you to grow without complications. With Avantio’s VRMS, you can register every detail intuitively until your accommodation is ready for Bookings and daily Operations.
The basics to identify your property
Everything begins with the essentials — giving your accommodation a name. This can be an internal reference (a code recognized only by you or your team) or a more descriptive name that appears on your website to attract guests.
For example, “Villa del Mar” evokes relaxation, while “Apt-001” is useful for inventory management.
The system automatically generates a unique six-digit ID (for example, 464127). This allows you to search for properties by ID or name in long lists, avoiding confusion in your daily work.
Useful tip
Choose names that reflect the essence of the property — not only do they make searches easier, but they also add a personal touch when sharing listings with customers.
Define class, type, and grouping
Next, select the accommodation’s class (for example: house, apartment, villa) from the dropdown menu. These options are aligned with common categories in portals like Airbnb or Booking, making synchronization seamless. Then, assign a building or complex to group properties. If you manage multiple units within the same complex, filtering by development saves you time when reviewing listings.
You must also define the “type,” which indicates the maximum number of guests (pax) that can stay. Later, in the main features section, you’ll adjust the real occupancy — here, you’re only setting the base limit.
Attention to detail
If you manage properties spread across different areas, consider using “developments” for wider geographical zones like “North Coast.” This allows you to identify occupancy or maintenance patterns more easily.
Assign the owner and adjust final details
Each accommodation must have a main Owner assigned, as this is essential for modules such as Accounting, Settlements, and Owner portal access. If you skip this step, some functions will remain locked, and you may need to correct the data later.
You can choose from existing Owners or create a new one. There’s also a field for a Co-owner, but it’s for internal reference only — it doesn’t grant access or affect processes.
Regarding cleaning status, you can modify it manually within the accommodation file, although Avantio also offers a general configuration to automate this. Finally, mark the energy certificate — an important detail that enhances your listing’s eco-friendly profile.
Best practices
Create the Owner profile first before assigning it to the accommodation. Avoid rushing this step, as incomplete or incorrect tax or contact information could cause issues later.
Step-by-step guide to register the first part of a new accommodation
Although the interface guides you through the process, following this sequence helps ensure you don’t miss anything:
Go to Accommodations and select Create.
Enter the name and verify the automatically generated ID.
Choose the class (house, apartment, etc.).
Assign the building or complex for grouping.
Define the type based on the number of guests (pax).
Select the Owner from the list or create a new one; add a Co-owner if applicable.
Adjust the cleaning status and energy certificate.
Save your changes and review the accommodation file to confirm.
With these steps, your accommodation begins to take shape in just a few minutes.
After these configurations, three additional fields will appear: two open-text fields and one dropdown selection. In “Additional notes,” you can include property details, instructions, or any information you consider useful for guests. This field can later be edited in your Templates.
Once configured, you’ll have a clear overview of your portfolio, with filters that make management faster and easier. Next, define the main features to fine-tune occupancy and boost your Bookings.
Internal notes are meant for internal reference only. Finally, the “Tags” field allows you to type, select, or create new labels — avoid duplicates to prevent confusion.
Frequently asked questions
Why is assigning an Owner mandatory?
Why is assigning an Owner mandatory?
The Owner directly affects modules like Accounting and Settlements. Without one, you can’t process payments or generate complete reports, which could delay Operations.
What’s the difference between class and type of accommodation?
What’s the difference between class and type of accommodation?
The “class” describes the style (house, villa, apartment), while the “type” refers to the capacity or number of guests. Fine-tuning of occupancy is done later in the main features section.
Can I change the automatically generated ID?
Can I change the automatically generated ID?
No. It’s automatically created and unique for each property. Use it together with the name for faster searches.
Does the Co-owner have access to information?
Does the Co-owner have access to information?
No. It’s only an internal note. Only the main Owner has access to the portal and relevant data.