Save Time

Satisfy Guests

Increase Revenue

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Save Time, Satisfy Guests and Increase Revenue

  • MyVRZone's Vacation Rental Management Software was designed to help you run your business your way in less time.
  • Spend less time managing your vacation rentals and increase your bookings by providing professional communications with accurate information very quickly and easily.
  • With custom automatable reminders and dynamic email templates you'll see that common mistakes are eliminated.
  • Integratable online forms mean no error-prone and time-consuming data entry for you.
  • Get online with travelers - online booking, online credit card payments and more - make yours a 24/7 business
  • There are many FREE benefits too
    • Availability Calendar - Advertiser-independent, customisable (can be embedded on your own website)
    • Guest Book - Advertiser-independent (can be embedded on your own website)
    • Online Credit Card Payments - VR-centric page with the MyVRZone Preferred Merchant account provider (can be embedded on your own website)
    • VR Referral Network™ Membership - more booking opportunities, receive commissions
    • Check-in/out Report for your property manager or cleaners
    • Gap Report to summarize what's still not booked for assessment of special offers
    • Referral Summary for advertiser performance review

“MyVRZone's Vacation Rental Management Software was developed by vacation rental homeowners, for homeowners, and has transformed my vacation rental business, www.5mins2disney.com from a manually run, time consuming effort into a professional, automated, efficient and far more profitable, and once again enjoyable part time effort that it started out as!” -- George Quinlan

Save Time

  • Professional online Vacation Rental Management Software tools for responding to inquiries quickly & manage reservations the way you do business. Instantly see what needs doing with custom automatable reminders and then do it simply with customisable email templates.
  • It can take as little as 5 seconds to respond to an email or website inquiry with a nicely formatted email that can show multiple quotes, multiple currencies and the property photo's for each one quoted along with its marketing material.
  • With the Quoted Online Booking™ system we have seen fully paid and confirmed bookings in the space of 15 minutes from an inquiry arriving. This is not typical but shows that the procedure is fast, easy and doesn't require any further typing. It's up to you to simply confirm the booking and quickly send a pretty confirmation email to the guest using an email template and stationery.
  • Never forget - use the reminders to define your business process and then follow it via the automatic To-Do list. View the To-Do list per reservation or over all reservations and actually action them with a single click (eg. send a reminder email). When you are confident that your business process and actions are working well you can even make a reminder action itself automatically when due (eg. a friendly Welcome Home letter on the days after departure).

“MyVRZone's Vacation Rental Management Software is built from the ground up to automate the process of running vacation rental homes, built by vacation rental homeowners of multiple properties, for homeowners!

Responding to guest inquiries was becoming more and more time consuming for me, the more successful we became and the more marketing we did, we were getting over 100+ inquiries from guests daily, looking for quotes for our various properties. We also get a lot of guests from the UK, meaning requests for quotes in British Pounds, making the process of converting quotes to different currencies difficult and time consuming.

Once a quote turns into a reservation, I have my guest on "autopilot". The system sends them an email confirmation when we've made their reservation that includes a link for managing it fully online, themselves. It then sends out initial payment reminders along with links to our website where they can pay online, balance reminders when their payments are coming up due, past due payment notices, payment receipts, checkin instructions and directions, and finally, follow up thank you emails along with an online guest feedback survey, which other guests can then view online.

I was doing all of this manually prior to MyVRZone, and needless to say, to do all of these tasks manually is very time consuming, the 4 properties were actually getting to the point of taking up so much of my time, that with a new job last fall, I was going to have to drop back down to 3 properties, I simply couldn't keep up! Now I'm so proactive and on top of my homes that I could easily add and manage more homes if I choose to!” - George Quinlan

Professional Quotes in seconds

  • Forward your email inquiries to MyVRZone's Vacation Rental Management Software and view/respond to them with a click of your mouse. Emails are scanned to pick up the request information and suggested quotations generated automatically. You can choose to include, deselect or edit these quotes or even add a new suggestion of your own. Add comments or answers to questions then click Send to email it or Preview/Edit to let you see and edit it before sending.
  • If you have multiple properties that match the request, they can be offered at the same time.
  • Optional items (such as pool heat) can be set up to include automatically in the quotes. Choose to offer an item throughout the year or just for specific date ranges - pool heat only during colder dates for example. It's up to you what options you define and when to include them. Options can even be set to allow guests to select/deselect them during Quoted Online Booking if you wish.
  • For better Yield management and when the requested dates are not available, the system offers alternate quotes that leave no gaps or align to your preferred arrival date. Just uncheck the box next to the quote to exclude it.
  • One or Two currencies can be quoted based upon an exchange rate that you set - giving you the control over any exchange charges.

Custom automated to-do list

  • Never forget to notify your housekeepers, send a payment reminder, a welcome home letter, tell your property manager about a reservation change or anything else that you need to do. Simply define the actions that you normally do in running your business and they will show up on the To-Do list when due - you can even have them execute automatically if you like.
  • Reminders can be configured in several flexible ways in MyVRZone's Vacation Rental Management Software. Set a reminder to perform an action a number of days before or after a Trigger event. Trigger events are things such as: Reservation Date, Arrival Date, Departure Date, PaymentDue Dates, Receipt of Booking Deposit or Full Payment, Reservation change in status and more... Each reminder can be set to exclude certain reservations or payments occurring before/after dates in order to exclude, say, older reservations that have completed.
  • View the To-Do list to see what needs to be done across all reservations. Action the todo's right from that page or click to go to the actual reservation and review it there - Send or Preview/Edit email actions. Ignore current actions or Undo and Redo earlier actions and save useful comments with the completed action if needed.

No data re-entry

  • The Booking Form that the guest completes online includes all contact information, full guest list and consent to the terms and conditions that you provide. The form is emailed to the guest and the owner and a reservation is entered into the system automatically.
  • When the Booking Form is completed in response to a quote that they received via MyVRZone's Vacation Rental Management Software then the booking is a Quoted Online Booking™ and is considered qualified and entered into the system as a Pending booking and blocks future bookings that overlap it.
    If not a Quoted Online Booking™ then the reservation is entered as Tentative and does not prevent future bookings overlapping with it until you have checked and approved it by moving it to a Pending or Confirmed status.
  • Pending and Confirmed reservations can take Credit Card payments online using the integrated payment system. The Guest views their reservation securely online and clicks on Pay and/or Authorize buttons to make a payment or create an authorization (eg. for a Security Deposit). A payment summary is emailed and added to the system automatically.

Synchronized calendars

  • Choose your main Up-to-date calendar and MyVRZone's Vacation Rental Management Software will synchronize it with other updatable calendars automatically.
  • The following calendars can be updated:
    • Rentability.com
    • HomeAwayConnect.com (formerly rentors.org)
    • VacationRentals.com
    • Cyberrentals.com
    • A1Vacations.com
    • GreatRentals.com
    • VRBO.com
    • Holiday-Rentals.co.uk
    • more added on demand...
  • When entering reservations directly in to the MyVRZone Vacation Rental Management Software, synchronization occurs as soon as any reservation date/status changes have been made to your property. If your up-to-date calendar is not MyVRZone's then synchronization occurs daily or on-demand.

Ready-made personal website

  • If you do not have your own website you can direct renters to the Mini-Site.
  • You have a unique URL that displays only your properties and all the forms needed for full online management with the following pages:
    • Overview - Property & Community Description, up to 12 Photos & 2-month interactive Calendar
    • Availability - 8-month interactive calendar, with multi-property view
    • GuestBook - all of your approved feedback, nicely presented
    • Feedback - secure guest feedback from their stay
    • Quotes - securely shows quotes sent to the traveler when linked from a valid URL or logged in.
    • Reservations - securely shows existing reservations for a guest when linked from a valid URL or logged in.
  • There are no links to other properties and no advertising of services to distract your potential guests. You work hard to market to these travelers, so keep them focused on your property with MyVRZone's Vacation Rental Management Software.

Integratable Web Forms

  • If you have your own website, then MyVRZone's Vacation Rental Management Software allows you to easily integrate the following
    • Calendar - display your calendar with configurable colors and layouts (including a multi-property view).
    • Rates - display your seasonal rates they are always up-to-date.
    • Mini-site - this can be embedded with optional navigation for a quick setup at your own domain
    • Request Form - fully validating with date flexibility capture and referral source
    • Booking Form - collect all of the reservation information from the guest
    • Feedback Form - collect guest comments from their stay
    • Guestbook - show your approved guest comments.
    • Online Payments - accept Credit Card payments 24/7.

Automatically tracked referrals

  • Inquiry sources are automatically tracked from the list of Advertisers that you use. Custom/Private sources can also be defined to track inquiries from your own website forms or however else you wish to track them.
  • Each inquiry, quote and reservation allows two referral sources to be associated with it to make it easier to track what really happens. One source is called the Direct one and the second the Indirect one. The system ensures that the sources are maintained correctly in going from an initial inquiry to a reservation.
  • With two sources it is possible to track a direct inquiry that came via your own website as well as the indirect advertising site that provided the link to your site in the first place. This way the true value of the advertiser's link can be evaluated.
  • Use the MyVRZone Vacation Rental Management Software reports for analysing referrer performance - for all bookings that you have and for all inquiries.

Status/Performance Reports

  • Many MyVRZone Vacation Rental Management Software reports are available for viewing on-screen, emailing, printing or downloading to a Spreadsheet:
    • Todo List - all of the actions needed over all of your reservations: Payment reminders, Arrival Letters, Welcome Home emails and more
    • Check-in/out - what's coming up/back-to-back for you and your cleaners and/or property manager
    • Gap Summary - which dates are still available, should you make special offers to fill them
    • Reservation Status - all reservations showing and payments due
    • Guest List - guest contact details
    • Payment Status - detailed payment information by reservation
    • Referral Summary - referrer performance by property - revenue,days booked and averages
    • Tax Summary - detailed tax information for monthly/annual filings. The system deals with multiple taxes (eg. Sales Tax and Occupancy Tax) and with rate change schedules on each
  • Filters allow you to select various date ranges (with presets), order status and specific properties in order to create the reports that you need. Once the filters are working for you then bookmark the page in order to go back to it easily in future.

Satisfy Guests

  • Speed, accuracy & clarity count when responding to guests.
  • Email professional-looking quotes and letters using the MyVRZone Vacation Rental Management Software's customizable templates.
  • Easy Quoted Online Booking™ prefills the Booking Form with rates, options and as much guest information as is known.
  • No double-bookings.
  • Access reservation information on their own schedule with 24/7 online guest access to the Guest Zone™.

“ With MyVRZone Vacation Rental Management Software it looks like we spent a million dollars having a professional website designer set us up with a high end reservations system and website. Guests certainly feel a lot more confident booking with someone who communicates quickly and accurately to them, and where they can manage their reservations online.

Too many homeowners under-communicate to guests, we hear all the time from guests that "I sent a check to the homeowner for my Disney vacation, it's been 2 weeks and I haven't heard from them". What the guest doesn't realize is the homeowner is a person like you or me, who works full time, has a family, and a vacation rental home, and it's probably consuming a lot of their free time! Keeping up with it all is challenging!

The biggest single thing I wasn't prepared for when I got into the VRBO business 2 years ago was how much of my free time this would take! If you want to be successful you have to work hard at it. I think many homeowners are in the same situation, and here's the thing, if you don't keep up with communications quickly like this, it hurts your business as you appear unprofessional. Guests do get nervous when they send some stranger a check for $1000 for their precious Disney family vacation and then don't hear back that it was received, MyVRZone changes all of this!

You look as professional as any hotel would be in communicating to their guests! My business competes directly with Walt Disney World for vacation dollars, and Disney has the best customer service organization in the world, to give our guests anything less than world class customer service and communication is unacceptable! ” - George Quinlan

Quoted Online Booking™

  • The Quoted Online Booking™ system gives guests 24/7 instant access to review and book your property.
  • It gives the owner full control over the dates and rates that can be booked online. Only quote for what you are willing to accept.
  • The guest does not need to wait for you to respond in order to reserve their dates and complete the booking.
  • The Booking Form gets prefilled with all available guest information so they have less to enter.
  • If enabled for an option, the guest can select/de-select it at the time of booking (Spa Heating for example). The rate was set at the time of the quote and cannot be changed - totals are updated automatically by the MyVRZone Vacation Rental Management Software.

Professional Communications

  • Finally, a way to send pretty and informative emails to your guests with a simple click.
  • Stationery lets you define a look and feel for all of your communications from the MyVRZone Vacation Rental Management Software - choose from those already defined or modify them to create your own.
  • Templates allow you to provide dynamic letters using your stationery - create your own or choose/modify from those already defined:
    • Booking Form Received - acknowledge that you have received a booking form
    • Booking Confirmation - officially confirm a guest's reservation
    • Payment Reminder - friendly reminder that a payment is due soon
    • Payment Overdue - payment has not been received
    • Payment Receipt - payment has been received
    • Arrival Letter - everything a guest needs for arrival
    • Welcome Home - let the guests know what will happen next (usually regarding any security deposit)
    • Closing Letter - close out the reservation and request feedback
    • Reservation Change - notify your property manager of a change
    • Blank (with/without stationery) - blank email for sending whatever you want
  • Stationery is HTML and templates can be plain text or HTML. The predefined Stationery and Templates can be used as-is by everyone and used as a reference for new ones that you create - just click the copy button to modify one for yoru own needs.
  • Tokens are used to represent data that changes from reservation to reservation and can be inserted easily from a list. Whole sections of text can be conditionally included using more advanced features.

24/7 online access via Guest Zone™

  • The Guest Zone™ centralizes quote, booking, payment and reservation activities for your guest - allowing them secure access on their own schedule.
  • Quotes - View all quotes issued from an owner from a link in the quote emails
  • Booking - Click the Book Now button on a quote to complete the Booking Form
  • Reservations - View all reservations from an owner to see payment schedule, payment options and receipts for online payments
  • Payment - Integrated Credit Card processing allows guests to pay securely online and for you to manage refunds and voids from within the MyVRZone Vacation Rental Management Software tools. Guests can pay right after a booking or later on from buttons in the Reservation details page. For FREE Silver Plan subscribers you can still provide a VR-centric online form for your guests to make payment.

Increase Revenue

  • Respond to inquires from many sources quickly
    • Choosing from multiple quote suggestions for the best fitting offer for dates that you have available
    • Guests can view quotes, terms then book and pay online to remove any delay.
    • Free membership to the VR Referral Network™ brings even more opportunity for further bookings and referral commissions.
  • Guests feel more comfortable with a well presented, well written, accurate quote from a professional looking owner and are more likely to book with you when compared to a similar offer from an owner who doesn't use such a system.
  • Use the the MyVRZone Vacation Rental Management Software's Referral and Inquiry reports to identify advertisers that are not working for you - drop the cost of advertising there.
  • Use the Upcoming Gap report to focus your marketing of special offers in a timely manner to attract guests to fill in those last remaining weeks and days.

“ Time is money, right? In the competitive Disney vacation rental business, I feel strongly that if you don't respond to a quote within hours, a day at most, you might as well not bother.

MyVRZone's Vacation Rental Management Software has increased my overall property revenue. I've sent inquiries to other owners on occasion looking for an opening, and it amazes me that some reply a week or two later! Do they really think guests are sitting around waiting for them to get back to them?

With MyVRZone I have a competitive advantage, I can out respond other homeowners within hours of getting quote requests, in a better looking format, in any currency, from any web browser on any PC, anywhere! You know what? The time I'm saving managing all of this with MyVRZone, I now spend looking for ways to improve our marketing efforts!

Another lesson learned is that this is a numbers game, you need to quote lots and lots of people to get your property fully booked. This of course requires a lot of work if you do it manually! The more you market, the more visitors to your website, the more quote inquiries, the more automated quotes you'll be sending out with MyVRZone like we are, then you'll be into the next stage, referrals!

Our homes are all solidly booked months in advance now, and we are able to send or receive referrals to other owners now, effortlessly. We get a lot of requests from guests that say something like "I see you are booked but do you know of anything else open in your resort?". In the past we would then go query dozens of other owner's calendars, manually, time consuming and usually not very effective, now we can automatically search them all and send out referrals based upon availability! The guests and other owners are certainly both quite happy! We feel goodwill like this helps everyone, and it comes back to us when they send us similar referrals!” - George Quinlan

Fast, Professional Quotes

  • Speed is often the critical factor in responding to an inquiry - how many times have you had an email response from an inquirer to say that they've already booked somewhere - and you'd responded to the inquiry within 30 mins of receiving it!
  • Professionalism also plays a large part in this industry where travelers need to choose between many different properties and have heard many horror stories. Most responses are rushed in order to get them done quickly and often end up too brief or ill-formatted. We need to use the response to market our professionalism and our properties and assure travelers that we care about their vacation.
  • ... so give yourself the best possible chance of gaining another booking with a speedy AND professional response.
  • With the ease of creating and adjusting quotations, offer more than one quote with attractive pricing for dates that fit your availability better. The MyVRZone Vacation Rental Management Software automatically offers nearby dates that align to a preferred arrival day and leave no gaps.
  • Ever had a guest that is not quite sure of their dates and is considering totally different periods? Not a problem, the system will automatically quote for one date range and you can just enter another set of dates for the other and it will quote that too.

Online Booking & Payment

  • Most of the people that found and inquire about your property will have done so online. Most of those are also familiar with transacting online, and more now even require it for instantly knowing that their reservation is done and the dated held.
  • By all means, continue to screen your potential guests but also offer them a familiar place to book and pay for their reservation. No writing/faxing/mailing - provide instant satisfaction - if the traveler wants to book we need to make it as easy as possible.
  • Paying with a Credit Card provides a safety net for the traveler against mis-represented properties and is not unreasonable to expect at this point in the VR industry. Give them that peace of mind by accepting Credit Cards while ensuring that you have adequate Terms & Conditions and proof of intent/acceptance of the Terms & Conditions.
  • Booking forms completed via the MyVRZone Vacation Rental Management Software record the IP address of the submitter along with a timestamp and initials specifically agreeing to the Terms & Conditions. These Terms & Conditions are also attached to the confirmation email so there's full tracability should there be any future issues with unwarranted chargebacks.

More inquiries - VR Referral Network™

  • The VR Referral Network™ is the first network designed to help VR owners work together to improve the traveler's experience and their own revenues.
  • Use the VR Referral Network™ to:
    • Simply receive more inquiries.
    • Find additional properties near yours to accommodate larger groups.
    • Share inquiries that you have generated directly with others in your local community.
    • Receive a commission payment when someone makes a reservation from a referral that you submitted.
    • Help a guest locate a home when you are booked, showing that you care and potentially gain their custom in the future. Locating a vacation rental is a hard task for guests as they have to deal with many owners, emailing and searching the internet over many days.
  • Membership is free via the MyVRZone Vacation Rental Management Software. Any bookings that you make as a result of an inquiry are due a small commission of $5 per night booked to the submitter.
  • View all referrals as an inquiry along with your other inquiries on the Quote page.
  • Make referrals quickly from an existing inquiry with the click of a button.