How to Add a Property Manager to Vrbo: A Definitive Guide

So, you’re ready to delegate the reins of your Vrbo empire, or perhaps you’re a property manager ready to onboard a new property? Excellent choice! Adding a property manager to your Vrbo listing is a crucial step in scaling your short-term rental business, freeing up your time and often boosting your booking rates. The process itself is straightforward, but understanding the nuances is key. Essentially, you need to grant the property manager access to your Vrbo account with the appropriate permissions. This allows them to manage your listing, bookings, and guest communications, while you, the owner, retain ultimate control.

The Step-by-Step Process: Granting Access to Your Vrbo Kingdom

Here’s a breakdown of how to add a property manager to your Vrbo listing, ensuring a seamless transition:

1. Log in to Your Vrbo Account: This seems obvious, but double-check you’re logged into the primary owner account. This is the account with the financial information and complete control over the listing.

2. Navigate to the “Account” Section: Look for the “Account” icon, usually located in the upper-right corner of the Vrbo dashboard. Click on it.

3. Access “User Management”: Within the “Account” menu, you should find an option related to user management. This might be labeled as “User Roles,” “Account Access,” or similar. Click on it.

4. Invite a New User: Look for a button that says “Invite User,” “Add User,” or something similar. Click this to initiate the invitation process.

5. Enter the Property Manager’s Information: You’ll be prompted to enter the property manager’s email address. Make absolutely certain you have the correct email; otherwise, the invitation will go to the wrong person! You may also be asked for their first and last name.

6. Select the Appropriate User Role: This is a critical step. Vrbo typically offers different roles with varying levels of access. You’ll want to select a role that grants the property manager the necessary permissions without compromising your overall control. Common roles include:

   • Manager: This is the most common and typically provides full access to manage the listing, bookings, pricing, calendar, and guest communications. They usually cannot access financial information like payout details.
   • Limited Access/Guest Communication: This role is suitable if you only want the property manager to handle guest inquiries and communications.
   • Custom Role: Some Vrbo accounts allow you to create custom roles with specific permissions. This gives you the most granular control.

7. Set Permissions (If Applicable): If you’ve chosen a custom role or if Vrbo prompts you to further define permissions, carefully select the tasks the property manager will be authorized to perform. Think about what you want them to be able to do, and equally important, what you don’t want them to do.

8. Send the Invitation: Once you’ve entered the information and selected the role, click “Send Invitation” or a similar button. Vrbo will then send an email to the property manager with instructions on how to accept the invitation and create their own login credentials.

9. Property Manager Accepts the Invitation: The property manager needs to check their email, find the invitation from Vrbo, and follow the instructions to create an account (if they don’t already have one) and accept the invitation.

10. Verify Access: Once the property manager has accepted the invitation, log back into your Vrbo account and verify that they appear as a user with the correct role and permissions. Ask the property manager to log in and confirm they can access the necessary features.

Troubleshooting Common Issues

• Invitation Not Received: If the property manager doesn’t receive the invitation, have them check their spam or junk mail folder. Also, double-check that you entered the correct email address.
• Incorrect Permissions: If the property manager has the wrong permissions, you can adjust their role in the “User Management” section of your account.
• Unable to Add User: If you’re having trouble adding a user, contact Vrbo support for assistance. There might be account-specific limitations or technical glitches.

FAQs: Deciphering the Property Manager Puzzle on Vrbo

Here are some frequently asked questions to further illuminate the process of adding a property manager to your Vrbo listing:

1. What’s the difference between a “Manager” role and an “Admin” role on Vrbo?

Vrbo doesn’t typically use the term “Admin” in the same way other platforms might. The “Manager” role is the closest equivalent and provides extensive access to manage the listing. If you need assistance, it’s recommended to contact Vrbo support to understand the specifics of their user roles.

2. Can I limit a property manager’s access to financial information, like payout details?

Yes, absolutely! The “Manager” role typically excludes access to financial information. Make sure you explicitly choose this role or customize permissions if that’s an option, ensuring your financial details remain secure.

3. How many property managers can I add to my Vrbo listing?

The number of property managers you can add depends on your Vrbo subscription plan. Basic plans might have limitations, while premium plans often allow for multiple users.

4. What happens if my property manager leaves their company?

You’ll need to remove their access from your Vrbo account immediately. Go to the “User Management” section, find their profile, and revoke their access. This is crucial for security.

5. Can a property manager add or remove photos from my listing?

This depends on the permissions granted when you added them. The “Manager” role typically allows photo management, but you can restrict this access if desired.

6. Can a property manager change my Vrbo listing’s description?

Again, this hinges on the permissions assigned. With the “Manager” role, they generally can edit the listing description. If you’re uncomfortable with this, consider a more limited role or custom permissions.

7. How do I know if my property manager is making unauthorized changes to my listing?

Regularly review your listing’s details, booking calendar, and pricing. Set up Vrbo notifications to alert you to any changes made. Trust, but verify.

8. What’s the best way to communicate with my property manager about Vrbo-related tasks?

Establish a clear communication protocol from the outset. Use email, project management software, or regular phone calls to stay informed and aligned.

9. Can a property manager access my Vrbo account through a third-party channel manager?

Yes, but the channel manager must be properly integrated with Vrbo, and the property manager needs to have the appropriate permissions within the channel manager itself. This setup can streamline operations but requires careful configuration.

10. Will Vrbo notify me every time my property manager makes a change to my listing?

Not necessarily by default. You might need to configure notification settings in your Vrbo account to receive alerts about specific actions taken by your property manager.

11. What if I want to switch property managers?

Simply remove the old property manager’s access and then add the new property manager following the steps outlined above. Ensure a smooth handover of information and responsibilities.

12. Is there a cost associated with adding a property manager to my Vrbo account?

Generally, no. Adding a property manager is usually included as part of your Vrbo subscription plan. However, confirm this with Vrbo directly, especially if you have a unique or older plan.

Adding a property manager to Vrbo is a powerful way to optimize your rental business. By carefully following these steps and understanding the nuances of user roles and permissions, you can create a successful partnership and unlock the full potential of your Vrbo listing. The key is clear communication, defined roles, and continuous monitoring to ensure your property is thriving. Happy managing!