Channel Manager Part 2: Vrbo Integration

Introduction

Welcome to the GuestWisely Vrbo Integration Guide!

We’re excited to help you unlock the full potential of your GuestWisely account by integrating with Vrbo, one of the world’s leading vacation rental platforms. This guide will walk you through everything you need to know to get started, manage your bookings, and handle payments smoothly.

With this integration, you’ll be able to seamlessly sync rates, availability, and property content from GuestWisely to Vrbo, while staying in full control as the Merchant of Record.

Whether you’re new to Vrbo or upgrading your existing setup, this step-by-step guide will ensure you’re fully equipped to run your listings efficiently and confidently.

Let’s dive in!

Vrbo Integration is a key component of the Channel Manager. Learn more about the Channel Manager here.

Requirements for Vrbo Integration

To get started with the VRBO Integration, ensure you meet the following prerequisites:

• Payment Method Setup
  Direct integration enables you to receive bookings directly from Vrbo, including guest credit card details. As the merchant, you’re responsible for processing payments, which means you will directly manage transactions with your guests.

• Pay-Per-Booking Commission
  Vrbo charges a commission based on a percentage of the total booking amount for each reservation.
  Each month, Vrbo issues an invoice detailing the commission fees for bookings received during that period. This amount is then automatically charged to the credit card the user provided during the onboarding process.

• VAT Number
  A valid VAT number is mandatory for integration with Vrbo across all jurisdictions.

Vrbo Onboarding Process

Getting Started with GuestWisely’s Vrbo Integration:

First, go through Section 1 to Section 4, click the “+” sign next to each section to view more details on required actions.

Before you Start

Ensure all property details are accurately entered into the GuestWisely platform, including specifications and amenities. 

Check the “Property Status” page to confirm they’re ready before starting the process.

Required Settings Selections

• For the Cancellation Policy, the system will utilize the policies you set up under Payment Policies.
  
  

• Add markup to cover the channel commissions. This percentage can be updated at any time, applying to all connected properties on top of the net rent.

• The standard Vrbo channel fee is 10%.  If your agreement differs, you can update the rate in Channel Fee settings.
  Click here for details on how Commission settings affect the channel fee display in your Owner Statement.

• Select your currency.

1. This currency setting applies specifically to your Vrbo account, regardless of the currency set in GuestWisely, as only certain currencies are supported by the channel.

2. If the currency you choose in this setting does not match the one you have in GuestWisely, you can use our Multiple Currencies module to set a conversion rate.

• Add your merchant name. This is the name you used to register a merchant account with your bank.

• If you have them, turn on the “Import Reviews” option to import guest reviews from your GuestWisely integrated website into your Vrbo account.

• If you are switching from Rentals United to the GuestWisely-Vrbo direct connection:
  (One of our connectivity team members will assist with this process. Please feel free to reach out to us when you're ready to proceed.)

1. Click “Download Bookings” to export your Vrbo bookings associated with Rentals United.

2. Provide the downloaded file to your Vrbo onboarding specialist. They will ensure a smooth migration of your bookings to the new connection.

3. Click ‘Save Details’ to proceed to Section 3.

Sync your GuestWisely account with Vrbo

In the left column, select the properties you want to push to Vrbo and move them to the right column. Click ‘Save Properties’ to confirm your selection.

If your listings already exist on Vrbo, make sure to select all properties in GuestWisely, as the integration is done at the account level and includes all active listings.

In the left column of the panel, if any property’s name appears in red, it means that the listing has missing information. To fix this, go to Property Settings and complete any required fields.

Once the property is complete its status is marked as “Ready” in Property Status. You’ll then be able to move it correctly to the right column to proceed with the integration.

Start the connection process

• Start the onboarding process by clicking ‘Connect to Vrbo’ and follow the steps until you receive confirmation that the onboarding process is complete.
  
  

• Vrbo will assign an onboarding specialist to guide you through the integration, ensuring a smooth process.

• The specialist will review your property details, ensuring the correct setup and seamless integration with the payment processor.

• Once the review is successful, the onboarding specialist acknowledges completion of the process, confirming your properties are now listed on Vrbo.

• Expect ongoing support from both GuestWisely and Vrbo, assisting with technical issues, updates, and optimizing your listings for maximum visibility.

Vrbo reservations

All reservations received after the connection is established will look as follows.

	The title of the first message will be “Congrats! You have a new Vrbo booking”, and it will contain: Reservation details Encrypted CC details Cancellation policy
	The reservation details in GuestWisely will reflect the information received from Vrbo, plus the payment policies and damage deposit set in GuestWisely.
	The GuestWisely Grand Total in Booking Editor will be the Total Price received from Vrbo, and the rest of the information will be recreated by the system based on the taxes and services information set up in GuestWisely for the property. The remainder will be the Rental Amount.

Please note that Vrbo does NOT allow same-day bookings. Guests will be able to book stays starting from the following day.

Collecting payments

Being the Merchant of Record means you’ll be responsible for charging your guests directly using the credit card details provided by Vrbo.

Declined payments

When an automated payment can not be processed successfully, the payment status on the reservation will change to ‘payment due’, indicating the due date of the payment has passed without funds being received. In this case, you will need to follow up with the guest to either ensure the card has sufficient funds or request payment with a different card, which can be done by sending a payment link via email.

The payment icons are visible in the Reservation Manager, Reminders Dashboard, Payment Manager report, Booking report, and Dynamic Report Builder. Check out more details about Payment Status here.

Important: Ensure you follow the payment execution to ensure all payments have been collected successfully.

Manage your booking requests

• If you have chosen Instant Booking OFF as your booking type, when a guest sends a booking request from Vrbo, you will receive a Tentative booking in GuestWisely, and the calendar will be blocked for those dates.
  

• You will receive an email notification for this Tentative booking.
  

• You’ll have 24 hours to Confirm or Cancel the Tentative booking in GuestWisely. If you confirmed the Tentative booking, the booking status updates to Confirmed. If you have the automated payment set up active, the system will charge the guest’s credit card according to your policies.
  

• If you cancel the Tentative booking, the booking will be removed from your GuestWisely calendar.
  

• If no action is taken within 24 hours, the system will automatically confirm the Tentative booking.
  

• Please note it may take up to 48 hours for the booking status to update on your Vrbo account accordingly.

We’d like to clarify how you should use your Vrbo dashboard while your account is fully integrated with GuestWisely.

What You Can Use the Vrbo Dashboard For:

• Your Vrbo account information: Update account settings and two-factor authentication, manage the credit card on file for PPB commissions, billing address, view the listing status and ID's, etc.

• To check your commission settings and invoices.

What You Should NOT Use the Vrbo Dashboard For:

Please do NOT use any sections of the Vrbo dashboard related to:

• Calendar

• Reservations

• Rates

• Taxes

• Booking Requests

• Payments

These actions should only be performed directly in GuestWisely, as it serves as your system of record.

We understand this process can be a bit confusing at times, but this is the current workflow for now.

Troubleshooting issues with Vrbo

GuestWisely is always here to assist you with any help you need. However, there might be occasions when you need to contact the Vrbo support team directly to see the problem with a listing or your account. You can reach them via their live chat or by emailing pm-support@vrbo.com.

Vrbo guest chat

This feature enables you to seamlessly send and receive messages in GuestWisely within Vrbo Messenger.

Messages initiated from GuestWisely will be visible within your Vrbo messages. Similarly, if you choose to reply through the Vrbo platform, the response will be received back into your GuestWisely interface.

How to disconnect Guestwisely with Vrbo

To disconnect a property from Vrbo integration in GuestWisely, follow these steps:

1 Go to the Vrbo tab in your Channel Manager section

2 Scroll down to Section 3: Property Connections

3 Move the property from the right box (Vrbo) to the left box (GuestWisely)

Vrbo Integration is a key component of the Channel Manager. Learn more about the Channel Manager here.