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    VRBO

    A complete guide on the connection to VRBO in RMS.

    Table of Contents

    Preparing to ConnectMinimum Listing RequirementsChannel Mapping & ActivationAvailability, Rate & Reservation Information

    Preparing to Connect

    VRBO is an online marketplace for vacation rentals that creates listings for a property based on their RMS configuration and mapping.

    Areas mapped to VRBO must be self-contained with their own kitchen, bathroom and laundry facilities, and the property must be setup with a Payment Gateway to process payments.

    There are three types of VRBO activation. Net New Property Manager Activation, Platform to IPM Activation, and Property Manager Software Switch.

    Net New Property Manager Activation
    Occurs when there is no existing VRBO account. Listings will be populated once the initial channel manager update is complete.

    Platform to IPM Activation
    Occurs when an existing VRBO account is not integrated with another application. Before completing the connection in RMS, the 'VRBO' travel agent must be removed from any existing reservations.

    Property Manager Software Switch
    Occurs when an existing VRBO account is integrated with another software application. Existing VRBO reservations must have 'VRBO' selected as the travel agent in RMS, and the reservation numbers must be provided to VRBO during onboarding to complete the integration mapping.


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    The RMS Client ID or RMS Enterprise Client ID is the VRBO/Stayz advertiser ID. RMS Enterprise Client that wishes to manage properties with separate VRBO/Stayz advertiser ID can tick "Use Property ID as Advertiser ID" in the channel management screen. Advertiser ID cannot be changed once assigned. Please reach out to RMS Support if you are an RMS Enterprise Client and we can assist you directly






    Minimum Listing Requirements

    Minimum listing requirements are mandatory setup items that must be completed in RMS to be valid for connection to VRBO/Stayz.

    Complete the following setup in RMS before mapping to VRBO/Stayz in the Channel Manager.

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    All minimum listing requirements must be completed in RMS before activating the channel connection and initiating VRBO onboarding.


    Property Information: Default Area Permissions

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    The default area permissions can be overridden on an individual area after being set up in the property information.


    Go to Setup > Property Options > Property Information in the Side Menu of RMS.

    Select the  'Edit' icon on an existing Property.

    Navigate to the 'Online' tab.

    Select the default option for Children Allowed, Events Allowed, Pets Allowed and Smoking Allowed.

    Select the  'Save/Exit' icon to store the changes made and leave the setup.


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    General Information: Default Reservation Times

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    Go to Setup > Property Options > General Information in the Side Menu of RMS.

    Navigate to the 'Reservation Defaults' tab.

    Select the Default Times for Placing Reservations or select the checkbox 'Use Category Default Times'.

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    The default times for placing reservations set up here can be overridden on the category setup.

    Select the  'Save' icon to store the changes made.

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    Any changes made to the default times for placing reservations will apply to all reservations created in RMS after the changes are saved.


    General Information: Channel Mapping by Area

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    The option to enable channel mapping by area must be enabled to complete channel mapping for VRBO.


    Go to Setup > Property Options > General Information in the side menu of RMS.

    Navigate to the 'Features' tab.

    Select the checkbox 'Allow separate Channel Credentials for each Area'.

    Select the  'Save/Exit' icon to store the changes made and leave the setup.


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    Online Options: Payment Types

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    Payments

    A payment gateway and at least one card type must be set up in RMS before completing this setup.


    Go to Setup > Online Bookings > Online Options in the side menu of RMS.

    Navigate to the 'Payment Options' tab.

    Select the Accepted Payment Methods and choose the  button.

    Select the  'Save' icon to store the changes made.


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    Online Options: Minimum Age

    Go to Setup > Online Bookings > Online Options in the side menu of RMS.

    Navigate to the 'Page Settings' tab.

    Enter the Minimum Age Required to Make a Booking.

    Select the  'Save' icon to store the changes made.

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    Online Options: Policies

    Go to Setup > Online Bookings > Online Options in the side menu of RMS.


    Navigate to the 'T&C/Policies' tab.

    Enter the Property Terms & Conditions.

    Enter the Property Cancellation Policy and select a Policy Type.


    Policy Type Description
    STRICT 100% refund if reservation is cancelled at least 60 days before the arrival date.
    FIRM 100% refund if reservation is cancelled at least 60 days before the arrival date.
    50% refund if reservation is cancelled at least 30 days before the arrival date.
    MODERATE 100% refund if reservation is cancelled at least 30 days before the arrival date.
    50% refund if reservations is cancelled at least 14 days before the arrival date.
    RELAXED 100% refund if reservation is cancelled at least 14 days before the arrival date.
    50% refund if reservation is cancelled at least 7 days before the arrival date.
    *VRBO Recommends Relaxed Policy
    NO_REFUND No refund.

    Select the  'Save' icon to store the changes made.

    Select the  'Exit' icon to leave the setup.


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    Online Options: Property Description

    Go to Setup > Online Bookings > Online Options in the side menu of RMS.

    Navigate to the 'Extra Information' tab.

    Enter a Property Description.

    Select the  'Save' icon to store the changes made.

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    Photos: Area Photos

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    Photos

    Only photos set up for an area will be used for the VRBO connection.


    VRBO requires a minimum of six photos per area listing. The minimum photo resolution required by VRBO is 1024 x 683 with the recommended resolution being 3840 x 2160.

    Go to Setup > Online Bookings > Photos in the Side Menu of RMS.

    Select the  'Add' icon on a Category.

    Select the 'Select Images' button and choose the image files.

    Select the  'Next' button.

    Select each Area in the Category the images apply to.

    Select the  'Save/Exit' icon to store the changes made and leave the setup.

    Repeat for all Areas that will be mapped to VRBO.

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    Tip: Select the  'Edit' icon on a category photo and select the checkbox for an area to also use it as an area photo.

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    Attributes: Area Attributes for VRBO Listing Amenities

    Go to Setup > Lookup Tables > Attributes in the Side Menu of RMS.

    Select the 'Edit' icon on an existing Area Attributes or select the  'Add' icon.

    Select the 'Associated To' as 'Area'.

    Enter the Attribute name.

    Enter the corresponding External Reference from the VRBO Amenities table below.

    Select the  'Save/Exit' icon to store the changes made and return to the setup screen.

    Repeat for all Area amenities.

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    Safety amenities must be set up as area attributes and allocated to all areas that will be listed on VRBO.


    VRBO Amenities

    TOP AMENITIES
    Description External Reference
    Pool POOL_SPA_COMMUNAL_POOL
    POOL_SPA_INDOOR_POOL
    POOL_SPA_HEATED_POOL
    Private Pool POOL_SPA_PRIVATE_POOL
    Internet AMENITIES_INTERNET
    AMENITIES_WIRELESS_BROADBAND
    AMENITIES_FREE_WIFI
    AMENITIES_PAID_WIFI
    AMENITIES_WIFI_SPEED_25
    AMENITIES_WIFI_SPEED_50
    AMENITIES_WIFI_SPEED_100
    AMENITIES_WIFI_SPEED_250
    AMENITIES_WIFI_SPEED_500
    Hot Tub POOL_SPA_HOT_TUB
    Air Conditioning AMENITIES_AIR_CONDITIONING
    Washer AMENITIES_WASHER
    Dryer AMENITIES_DRYER
    Parking Available AMENITIES_PARKING
    Television ENTERTAINMENT_TELEVISION
    Outdoor Grill OUTDOOR_GRILL
    Dishwasher KITCHEN_DINING_DISHWASHER
    Bed Linen Provided AMENITIES_LINEN
    Stove KITCHEN_DINING_STOVE
    Oven KITCHEN_DINING_OVEN
    Microwave KITCHEN_DINING_MICROWAVE
    Coffee Maker KITCHEN_DINING_COFFEEMAKER
    Fireplace AMENITIES_FIREPLACE
    Iron & Ironing Board AMENITIES_IRON_BOARD
    Crib AMENITY_BABY_CRIB
    Kid's Highchair KITCHEN_DINING_HIGHCHAIR
    Patio or Deck OUTDOOR_DECK_PATIO_UNCOVERED
    Garden or Backyard OUTDOOR_GARDEN
    Balcony OUTDOOR_BALCONY
    SAFETY AMENITIES
    Description External Reference
    Smoke Detector SMOKE_DETECTOR
    Carbon Monoxide Detector CARBON_MONOXIDE_DETECTOR
    Fire Extinguisher FIRE_EXTINGUISHER
    Deadbolt Lock DEADBOLT_LOCK
    Emergency Exit EMERGENCY_EXIT_ROUTE
    Outdoor Lighting OUTDOOR_LIGHTING
    CLEANLINESS AMENITIES
    Description External Reference
    Cleaned with Disinfectant CLEANING_DISINFECTANT
    Minimum X-Day Vacancy Between Guest Stays GUEST_GAP_PERIOD_24_HOURS
    GUEST_GAP_PERIOD_48_HOURS
    GUEST_GAP_PERIOD_72_HOURS
    Contactless Check-in/Check-out SELF_CHECKIN_CHECKOUT
    Near By
    Near Bay ATTRACTIONS_BAY
    Near Theme Parks ATTRACTIONS_THEME_PARKS
    Near Zoo ATTRACTIONS_ZOO
    Near Museums ATTRACTIONS_MUSEUMS
    Near Winery Tours ATTRACTIONS_WINERY_TOURS
    Near Marina ATTRACTIONS_MARINA
    Near Hospital LOCAL_HOSPITAL
    Near Fitness Center LOCAL_FITNESS_CENTER
    Near Hospital LOCAL_HOSPITAL
    Location Type
    Beach LOCATION_TYPE_BEACH
    Beach Front LOCATION_TYPE_BEACH_FRONT
    Beach View LOCATION_TYPE_BEACH_VIEW
    Lake LOCATION_TYPE_LAKE
    Lake View LOCATION_TYPE_LAKE_VIEW
    Waterfront LOCATION_TYPE_WATERFRONT
    Ocean View LOCATION_TYPE_OCEAN_VIEW
    River LOCATION_TYPE_RIVER
    Golf Course LOCATION_TYPE_GOLF_COURSE_FRONT
    Rural LOCATION_TYPE_RURAL
    Mountain View LOCATION_TYPE_MOUNTAIN_VIEW
    Near Ocean LOCATION_TYPE_NEAR_OCEAN
    Skin In and Out LOCATION_TYPE_SKI_IN_OUT
    Town LOCATION_TYPE_TOWN
    Village LOCATION_TYPE_VILLAGE


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    Category: Maximum Occupants

    Go to Setup > Category/Area in the Side Menu of RMS.

    Select the 'Edit' icon on an existing Category.

    Navigate to the 'Category Details' tab.

    Enter the Maximum Occupants Per Area.

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    The maximum number of occupants per area is the maximum number of guests permitted in each area within this category.

    The maximum number of occupants per category is a guest cap that uses the sum of guests staying in all areas within the category and will prevent a reservation in an unoccupied area if the total guest count has been reached across the category.

    Select the  'Save' icon to store the changes made.

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    Category: Reservation Times

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    Setting the default times for placing reservations on a category is optional and will override the times set up in General Information.

    Go to Setup > Category/Area in the Side Menu of RMS.

    Select the 'Edit' icon on an existing Category.

    Navigate to the 'Times' tab.

    Select the Category Arrive Time and Depart Time.

    Select the  'Save' icon to store the changes made.

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    Area: Description

    Go to Setup > Category/Area in the Side Menu of RMS.

    Select the  'Edit' icon on an existing Category.

    Navigate to the 'Area' tab.

    Select an existing Area and choose the  'Edit' icon.

    Navigate to the 'Area Details' tab.

    Review the Area Description.

    Enter the Area Address, Town, and State.

    Select the  'Save' icon to store the changes made.

    Navigate to the 'Description' tab.

    Enter a long description between 400 - 10,000 characters.

    Select the  'Save/Exit' icon to store the changes made and leave the setup.

    Repeat this for all areas that will be mapped to VRBO.

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    Area: Details

    Go to Setup > Category/Area in the Side Menu of RMS.

    Select the  'Edit' icon on an existing Category.

    Navigate to the 'Area' tab.

    Select an existing Area and choose the  'Edit' icon.

    Navigate to the 'Options' tab.

    Select an Accommodation Type.

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    'Accommodation Type' is a lookup table in RMS that includes predefined system types for use with VRBO that cannot be modified or deleted.

    Enter the Latitude and Longitude of the Area location.

    Enter the Number of Full Baths, Half Baths, Showers and Bedrooms.

    Bathroom Type Criteria
    Full Bath Toilet, Basin and a Shower or Bath.
    Half Bath Toilet only.
    Shower Shower only.

    Optional: Select if Smoking, Pets and/or Children are allowed.

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    Any area level permissions will override the default area permissions set up on the property.

    Enter a Headline.

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    The headline entered will be used as the 'Unit Listing Name' on VRBO.

    Enter the Licence Number.

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    Enter the state or government issued registered licence number for this area.

    Select the  'Save' icon to store the changes made.

    Repeat this for all areas that will be mapped to VRBO.

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    Area: Attributes

    Go to Setup > Category/Area in the Side Menu of RMS.

    Select the  'Edit' icon on an existing Category.

    Navigate to the 'Area' tab.

    Select an existing Area and choose the  'Edit' icon.

    Navigate to the 'Attributes' tab.

    Select the Area Attributes and choose the  button.

    Select the  'Save/Exit' icon to store the changes made and leave the setup.

    Repeat this for all areas that will be mapped to VRBO.

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    Rates: Rate Type Deposit

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    Tip: Set up separate rates for VRBO that include an 'All Year Round' rate period to enable applying restrictions and setup that is only required by VRBO.

    Go to Charts > Rate Manager in the Side Menu of RMS.

    Select the  'Rates' icon and choose 'Rate Types'.

    Select the VRBO Rate Type or Derived Rate Type and choose the  'Edit' icon.

    Navigate to the 'Deposits' tab.

    Select the checkbox 'Use Deposits'.

    Enter the First Deposit Percentage.

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    The Rate Type Deposit set up for VRBO must be a percentage value, with the second deposit automatically calculated to reach 100% less the value set as the first deposit.

    Select the  'Save' icon to store the changes made.

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    VRBO will only use a deposit policy set up for the mapped rate type.


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    Rates: Length of Stay

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    Tip: Set up separate rates for VRBO that include an 'All Year Round' rate period to enable applying restrictions and setup that is only required by VRBO.

    Go to Charts > Rate Manager in the Side Menu of RMS.

    Select the  'Rates' icon and choose 'Rate Types'.

    Select the VRBO Rate Type or Derived Rate Type and choose the  'Edit' icon.

    Navigate to the 'Min/Max Nights' tab.

    Enter a Minimum and Maximum Length of Stay value for each day of the week.

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    A value greater than zero must be entered for both the minimum and maximum number of nights for all days of the week.

    The value entered as the maximum number of nights must be greater than the value entered as the minimum number of nights.

    Select the  'Save/Exit' icon to store the changes made and leave the setup.

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    Rates: Additional Guests

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    Tip: Set up separate rates for VRBO that include an 'All Year Round' rate period to enable applying restrictions and setup that is only required by VRBO.

    Go to Charts > Rate Manager in the side menu of RMS.

    Select the  'Rates' icon and choose 'Rate Tables'.

    Select the VRBO Rate Table and choose the  'Edit' icon.

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    The rate table selected must be a rate table used in the rate lookup for the VRBO rate.

    Navigate to the 'Additionals' tab.

    Enter the Minimum and Maximum Allowed for each applicable Guest Type.

    Enter the Additional Guest Fees.

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    Fees for additional guests set up on the rate table or derived rate type must increase by the same value per person.

    e.g. 1 Guest $15, 2 Guests $30, 3 Guests $45.

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    Rates: Future Availability

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    Tip: Set up separate rates for VRBO that include an 'All Year Round' rate period to enable applying restrictions and setup that is only required by VRBO.

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    VRBO requires a minimum of two years future rates and availability loading at all times.

    Set up the Rate Lookup or Derived Rate Type with an 'All Year Round' Rate Period or setup an extended Rate Period to maintain the appropriate amount of future availability for the VRBO Rate.

    Derived Rate Type with a Rate Table and VRBO Rate Period.

    Rate Lookup using an All Year Round Rate Period.

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    Cancellation Reasons: VRBO Cancellation Reasons

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    The VRBO cancellation reasons must be set up and used on any reservation where VRBO is set as the travel agent.

    Go to Setup > Lookup Tables > Reasons in the Side Menu of RMS.

    Select the  'Add' icon.

    Enter the Reason.

    VRBO Cancellation Code VRBO Cancellation Reason Description
    HA_CBP HA_CancelByProperty Reservation was cancelled by the property.
    Other HA_CancelByGuest Reservation was cancelled by the guest.

    Optional: Enter a Short Description.

    Enter the Reason Code.

    Select the Action Associated To as 'Reservation Cancelled'.

    Select the  'Save/Exit' icon to store the changes made and leave the setup.

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    System Labels

    'Category', 'Area', 'Arrive', 'Depart', 'Travel Agent', 'Reservation', 'Guest', 'Sundry', 'Rate', and 'Tax' are all default System Labels that can be customised and may be named differently in your RMS.

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    Access

    System Administrators will require Security Profile access to 'Setup', 'Property Information', 'General Information', 'Category/Area', 'Cancellation Reasons', 'Online Options', the 'Rate Manager Chart', 'Rate Types', 'Rate Periods', 'Rate Lookups', and 'Channel Manager' to complete this setup in RMS.




    Channel Mapping & Activation

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    All minimum listing requirements must be completed in RMS before activating the channel connection and initiating VRBO onboarding.

    Go to Setup > Online Bookings > Channel Management in the Side Menu of RMS.

    Select the Channel Connection Status of 'Unconnected'.

    Select 'VRBO/Stayz' in the list of channels and choose the 'Connect' button.

    Navigate to the 'Connection Information' tab.

    Select the Map By option as 'Map by Specific Area'.

    Select an Area.

    Select the 'Add Category/Rate Type' button.

    Enter an Area Code and Rate Type Code, then choose 'Save/Exit'.

    Select the Area and Rate Type combination.

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    Each area can only be mapped to one rate type in the VRBO connection.

    Optional: Select a Sundry Charge and enter an amount for applicable fees.

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    Security Deposit, Reservation Fee, Cleaning Fee and Linen Fee are displayed on VRBO's website as "Pay At Property" fees to be collected by the property from the guest directly on-site. 

     These are non-commissionable fees that won't be posted in the reservation account when VRBO bookings are created in 9+ and must be posted by users manually where applicable. 

    Select 'Save' to store the changes made.

    Select another Area and repeat the above steps for each Area to be listed on VRBO.

    Once all Areas have been mapped select 'Save/Exit' to finalise channel mapping.


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    All minimum listing requirements must be completed in RMS before activating the channel connection and initiating VRBO onboarding.

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    VRBO Onboarding

    Once all minimum listing requirements and channel mapping is completed in RMS, go to VRBO Onboarding to complete the final stages of the activation process with VRBO.


    Alternatively, email the appropriate VRBO Onboarding team for your region:


    Australia & New Zealand: join_vrbo_anz@expedia.com

    USA: pmsalesinquiry@expediagroup.com

    Germany: pmsalesenquiry@expediagroup.com

    United Kingdom & Middle East: shivyadav@expediagroup.com

    Italy: mpuccioni@expediagroup.com

    France: acuccuru@expediagroup.com

    Spain & Portugal: vcastromil@expediagroup.com


    VRBO Onboarding will require the business name, advertiser ID, contact person—name, email address, and phone number, the number of listings to advertise, and the primary location of the properties.


    The RMS Client ID or RMS Enterprise Client ID is the advertiser ID.







    Availability, Rate & Reservation Information

    The following Availability, Rate and Reservation information is sent and received between VRBO/Stayz and RMS.

    Availability & Rates
    Guests & Reservations
    Availability
    Guests
    Allotments
    Surname
    Live Availability
    730 Days
    Given
    Oversell Allotments
    Address
    Release Back Time
    Town/Suburb
    Rates
    State
    Additionals Rates
    Postcode
    Currency
    Country
    Rate Amount
    Phone
    Rate Description
    Email
    Override Amount

    Person Base
    Restrictions
    Reservations
    Closed to Arrival
    Single Reservation
    Closed to Departure
    Group Reservation
    Maximum Nights
    Modification
    Minimum Nights (MLOS)
    Cancellation
    Minimum Nights (Soft Close)
    Email Confirmation Sent By*
    Stop Sell
    Reservation Details
    * Set up Triggered Correspondence to automate sending of Reservation Confirmation Emails for VRBO/Stayz reservations.
    Adults
    Children
    Infants
    Arrive & Depart Date
    Booking Source
    Category
    ETA
    OTA Notes
    Rate Type
    Travel Agent


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