Onboarding Guide

After you register, the app takes you all the way to a property that can sell. A bar at the top of each screen says where you are: Step 1 of 3, then Step 2 of 3, then Step 3 of 3. Two-step verification comes after that, outside the count, and it cannot be skipped.

The last screen is not the dashboard: once verification is done the app opens the «Rates» tab, because rooms you have just created are born without a price and nothing sells without one. Before that it also asks where you want to sell, and opens the road you pick.

Nothing you type here is final: the property and the rooms can be corrected whenever you like from «Configuration», which opens from the ⋮ menu of the dashboard. The rooms live in the «Rooms» group.

Right after registration we send you a confirmation email. This is not a formality: while the address is unconfirmed the server refuses to create the property, so Step 2 does not start.

1. Check your inbox — A message arrives with a confirmation link.
2. Open the link — A web page opens and confirms your address.
3. Go back to the app — The waiting screen checks again by itself every few seconds; to get ahead of it, tap «I've confirmed, check now».
4. Email not arrived? — Tap «Resend email». You can ask once every 60 seconds: before that the button tells you to wait.
5. Address mistyped? — While you sign up, if the domain looks like a well-known email provider (for example «gmil.com» instead of «gmail.com») «Did you mean …?» appears under the field: tap it and the address is corrected. With a wrong address the confirmation cannot arrive.

The form opens one section at a time, and you move on with «Continue». The three sections are «Property Type», «Property Details» and «Owner Details».

Property Type

• Language — the language of the app. It is a choice of its own: it does not follow the country, and you can change it whenever you like.
• «Country» — where the property is. It decides which modules switch on, so it is worth getting right: the police registration form (Alloggiati Web) exists for Italy only, the Meldeschein for Germany and Austria. If the country has more than one time zone, a time zone picker appears too.
• The property type — three options, and they change what you see next:
  • «Hotel / B&B with Room Types» — several identical units grouped by room type: you create the type once and say how many units exist.
  • «Holiday Homes Manager» — each unit sits at its own address, with its own codes, and is created one at a time.
  • «Individual units» — each room is a type on its own, at the same address.

Property Details

This is where the name and the address live, and this is also where the map location is set: not further on.

1. «Property Name» — required.
2. «Address» — suggestions appear as you type: pick one and the coordinates set themselves, with a small map and a dot below. If you type the address by hand we still try to resolve it, and to correct the point you drag the map or tap «Pick on the map». From a browser that button becomes «Enter the coordinates», because the map is not drawn there.
3. «No.», «City», the postal code, «Province» — the street number is required in Italy and Austria; the city is picked from the list that appears; the label of the postal code changes with the country; the province is only asked for in Italy.

Owner Details

Apart from «Property Name», this section is about who runs the place: first name, «Last Name», «Phone» with its type and, for Italy only, «Certified Email (optional)».

The international dialling code is chosen from the flag next to the number and is required: that way the number appears in full (e.g. +44 7700900123) on receipts, invoices, guest emails and the website.

Picked the wrong type?

While you are still setting up it can be fixed. On the «How do you want to add your rooms?» screen, at the top, a line says how your units are organised and next to it there is «Change»: from there you switch from individual units to room types and back. Anyone who picked «Holiday Homes Manager» does not see that line at all, and it is not a fault: each unit has its own address and codes, so the conversion is not allowed in either direction.

Careful: switching to individual units leaves one unit per room type and deletes the others. Vezpa shows you the exact list of what will disappear first, and refuses the operation if one of those rooms already has bookings. Once the property is published the switch is no longer available.

The third step opens with a fork: «How do you want to add your rooms?». Two roads, «Import from Booking or Airbnb» and «I'll add them by hand», and neither one closes the other.

The form for one room

1. «Type Name» (or «Room Name», if you have no room types) — a short code, 8 characters at most, upper or lower case: it is saved exactly as you type it. It is how you recognise the room in the calendar and in the rates. The app suggests DBL, SGL, TRP for room types and APT1, HOUSE1 for units. Not «Double Room»: it does not fit. Three zeros in a row are not allowed, and while you type we check that the name is not already taken.
2. «Room Quantity» — how many identical units to create at once. It only appears for properties organised by room type. With quantity 3, DBL becomes DBL1, DBL2, DBL3; leave it empty and a single one is created. Up to 99 at a time.
3. «Max PAX» — the maximum capacity, that is how many guests can sleep there at most. It is required and cannot be less than 1. That is the name on the screen, not the word capacity: capacity appears in the help line under the field.
4. The price — is not entered here: the form does not ask for it and the room is created without a price. You set it later from the «Rates» tab, where you also set the differences between meal plans.
5. «What's included in the price» — Room only, Bed & Breakfast, Half board, Full board: turn on what you sell. One is already on when the form opens. If you turn them all off we do not block you: on save we turn «Room only» back on and tell you, because a room that cannot be sold in any way is of no use.
6. The location — appears in this form only if you picked «Holiday Homes Manager», because there each unit has its own address and the portal has to publish it in the right place: you type the address of the apartment, the coordinates arrive by themselves, and without valid coordinates the save does not go through. For every other property type there is nothing to fill in here: the location was already taken at Step 2, and the rooms inherit it from the property.

There are then three fields you can leave as they are and complete later from the room page: «Commercial Type» (the accommodation type the portals show; if you do not change it we suggest one from the property type and the capacity, so it is worth a look), «Dimensions (sq m)» and «Description», which guests read on the Booking Engine.

Registration outcome

After you send the request, registration carries on by itself on the channel manager.

Registered does not mean on sale — The channel is not selling yet: two steps to go. Authorise the connection in the portal extranet, then tap «Open Channel Mapping», match your rooms and tap «Apply».

If something fails — The app always tells you whose issue it is:

• Our problem — The problem is on our side: nothing reached the portal. We're already looking into it and we'll write to you as soon as you can try again.
• Something to fix — The portal doesn't recognise the code you entered. Check it in the portal's extranet and re-enter it, then try again.

Last step, just once: two-step verification protects your guests' data and your payments. You need an authenticator app on your phone: it generates a 6-digit code that you will be asked for when you sign in. It cannot be postponed or skipped: the only ways off this screen are finishing it or signing out of the account.

1. Install an authenticator app on your phone — Google Authenticator, Microsoft Authenticator, Authy. If you already have one, go to step 2. They are free and generate a 6-digit code that changes every 30 seconds. Any app that generates 6-digit codes will do.
2. Connect Vezpa to the app — On the phone tap OPEN AUTHENTICATOR APP: Vezpa adds itself to the app, with nothing to scan. Nothing to install on your computer: the authenticator app goes on your phone. Open it, tap + and choose «Scan a QR code», then point it at the QR on the computer screen. On the phone the QR starts hidden and you open it with «Show the QR code», which is only needed if you set the app up on another device.
3. Enter the 6-digit code — Tap Continue and enter the code (on a computer I've scanned the QR code, continue) and type the 6 digits. Open the authenticator app on your phone and look for «Vezpa»: next to it there is a 6-digit code that changes every 30 seconds. Enter the one shown at that moment; if it expires while you are typing, use the next one.

If scanning does not work, under or enter manually you will find the Secret code. In the authenticator app choose «Enter a setup key», paste the code and leave the type as «Time based».

Once the property is created you already have a working setup, but not a complete one. A reminder appears at the top of the dashboard showing how many steps are left: tap it to open the list. It disappears on its own when nothing is left, and from then on you find the list under «Configuration» > «Setup status».

There are nine steps, and the three bands are not a ranking of importance: they say what happens if you leave a step alone.

Essential

Without these two steps the property cannot sell.

1. «Complete your rooms» — Create the rooms you sell, with capacity and price. The tick appears once at least one is sellable.
2. «Set your prices» — Copy prices from an OTA or set them in the Rates page.

Recommended

These are the doors bookings come through: they are not mandatory, but nothing arrives while they stay shut.

1. «Activate the Booking Engine» — Receive direct bookings from your website.
2. «Property details» — Address, phone, email and location: they are required to connect OTA channels.
3. «Connect an OTA channel» — Publish on Booking, Airbnb and other portals.

Optional

These depend on how you work and where you are.

1. «Tourist tax» — Set up the tourist tax if applicable.
2. «Email automations» — Send automatic messages to your guests.
3. «Government connectors» — Connect Alloggiati/PayTourist or your country's system.
4. «Dynamic pricing (RMS)» — Enable automatic seasonal price management. This row only appears if your plan includes RMS: if you cannot see it, it is not a step you have lost.

The buttons on each row

«Set up» is always there and opens the page for that step. Next to it, «Later» appears on the steps that can wait: it takes the step out of the count without deleting it, the row stays on the list marked «Postponed», and «Reactivate» puts it back among the things to do. On a step that is already finished the button becomes «Review».

Where «Set up» takes you depends on the step, and in every case it is the right page. For the rooms, the Booking Engine, the government connectors and dynamic pricing it opens Configuration already open on the group you have to fill in. For the others it opens the dedicated page directly: prices lead to the «Rates» tab, «Property details» to the editor for address, phone, email and location, and the other three to their own pages. No row shows internal codes: each step explains itself, so the list is not something to interpret, it is something to act on.

«Later» stays on this device. The choice is saved on the phone or computer you made it from, kept separate for each property: from the same account on another device the step is back on the list. It is not a fault, it is a local preference — but if you expected to find it elsewhere, this is why.

While the property is not selling anywhere, the two steps that open a sales channel — your own booking page and the connection to a portal — are not under «Recommended» but under «Essential», and they stay in the reminder's count: neither road is compulsory, but the question cannot be silenced, and «Later» takes a step out of the count, not off the list. As soon as one of the two is active they move back under the recommended ones. For the same reason, as soon as you have published the property the app asks where you want to sell and opens the road you pick.

Once two-step verification is done you land on the «Rates» tab, not on the dashboard: that is where you set the prices of the rooms you have just created, and without a price the dates stay closed. From here on the setup list keeps the thread.

1. Set your prices — From the «Rates» tab you set seasonal pricing, daily rates and discounts. It is the step that unlocks everything else.
2. Open a sales channel — Your own booking page, a portal, or both. The two steps «Activate the Booking Engine» and «Connect an OTA channel» take you where it is done.
3. Complete the property details — Address, phone, email and location: without these the connection to a portal stops.
4. Invite the people who work with you — From Configuration, in the «Team» section, add your colleagues and choose what each of them can do. The available roles and their limits are explained in the team guide.