Welcom to the info page regarding your My VillaSud, Owners Portal. We kindly ask you - important - to read this page thoroughly.

Highlights:

  • Booking requests are to be accepted in your own portal, My VillaSud.
  • Calendar management; you can block periods in your availability calendar yourself.
  • The portal provides complete insight into bookings, invoices, and feedback in 2024.
  • All villas are presented to the client with an all-in price. 

The following topics are explained on this page. Clicking on one of the topics will jump to that section of your choice.

1. Why the change?

VillaSud has switched to a new booking system as of January 24, 2024. You might think: but wasn't that already the case last year? That's right, to Stratech. However, this provider unexpectedly informed VillaSud and 200+ other companies, active in leisure, at the end of 2023 that they would stop their administration system as of January 1. A nasty surprise since the booking season was already in full swing.

We needed a quick but also a good solution. Fortunately, we managed to reach an agreement with Booking Experts: the largest provider of booking systems for the leisure industry. Over the past 3 months, our team has worked hard on the implementation, linking with our website, and other systems. Fortunately, everything went smoothly. We are delighted with our new, significantly upgraded booking system. VillaSud is ready for the future.

2. What is new?

A new booking system means that some things are slightly different than before. The basis remains the same, of course.

You receive a booking request and you accept or decline it. Only the way you do this is new. See also item 6: 'How to accept bookings'. The new booking system also offers you as an owner extra information and insight into your partnership with VillaSud.

With every migration, there is a data transfer. In other words, we have transferred all existing data, agreements and 2024 bookings concerning your villa to the new booking system. This has been done with the utmost care. We trust that all data has been transferred correctly.

Having said that, we ask you - as an extra check - to ensure that everything is indeed displayed correctly. You can do this in your own portal.

3. New webdesign

The VillaSud webpage, www.villasud.com, has been upgraded due to the switch to the new booking system. A minor change is that the client now chooses a start and end date in the calendar. A major change is that a total price is shown to the client. The distinction between rental price and villa package price is no longer there.

In other words, the components of the villa package such as final cleaning, linen rental, and VillaSud's administration fee are now included in the total price. The client can see the cost of their stay at a glance. See also the topic 'All-in Rental Price' on this page.

4. Communication

In addition to regular communication by phone and email, you can now also communicate with Team VillaSud via your portal, My VillaSud, under the 'Reception Messages' item.

You can communicate directly with Team VillaSud through this channel, and we can do the same with you. When you receive a message from VillaSud, you will also receive an email notifying you of a new message for you.

A great advantage of communicating this way is that you have all your communication with VillaSud neatly organized in your own portal.

5. New Owner Portal

VillaSud introduces a new My VillaSud environment called the owner portal. This portal will be your new lifeline with VillaSud.

In order to log in for the first time to your personal owner portal, you will receive an email from VillaSud. This email will state that an account has been created for you. You only need to set a password to access your portal.

In this portal, you will come across two new company names, Booking Experts and Holiday Media. The former is the provider of the new booking system, and Holiday Media is the company that ensures the connection between the booking system and the website, www.villasud.nl. (This is for your information in case you were wondering who they are).

In your owner portal, you will find the following topics;

  • Overview
  • Reservations
  • Settlements
  • Invoicing
  • Reception Messages
  • Reviews
  • Data
  • Linked Users

Overview; In this tab, all topics such as Bookings, Settlements, etc., are combined.

Unique to this tab is the display of the object (your villa) and the buttons for availability and data.

We find the availability feature very nice. You see an overview of your villa's calendar, including booking and blocked periods. New is that you, as the owner, can block periods in the calendar yourself. You no longer need to send an email to VillaSud. See also item 'Calendar Management' below.

Reservations; In this tab, you will see all your bookings, both final and canceled. When you click on a booking, you will see all the info of that particular booking, including the rental period and rental amounts.

Settlements; In this tab, you will see the amounts we have paid to you.

Invoicing; In this tab, you will see the invoices sent to you by VillaSud. Such as the annual listing fee.

Reception Messages:  If you think of the word "reception" as VillaSud, you'll immediately understand what this feature can do. You can communicate directly with Team VillaSud through this channel, and we can do the same with you. When you receive a message from VillaSud, you will also receive an email notification indicating that there is a new message for you. See also the 'Communication with You' section on this page.

Feedback: In this tab, you will find feedback given by clients for each booking. Every client is asked to provide feedback. If there is feedback from a client for a booking, you will find it here.

Data: This tab contains your personal information.

Linked Users: In this tab, you can see who has access to your portal. You can add third parties (partner, family member) here, and that person will then - after creating their own password - have access to the  account.

6. How to accept bookings?

As usual, you will receive an email notifying you of a booking request. A client places a booking, and you receive immediate email notification. You are asked to accept or reject it. The new aspect is that you do this in your personal portal, My VillaSud.

So, you no longer reply by email for approval but accept the booking in your own portal.

The advantage of this is;

  • You have complete insight into the booking request including the period, the number of people, and what the rental amounts are.
  • Your approval directly informs the client by email that the booking is approved.

If you have a question about the booking, do not approve the request but send a message directly from your portal to Team VillaSud via the Reception Messages option.

7. Managing your calendar

A frequently expressed wish of owners is now fulfilled. The wish to manage the availability calendar themselves. How? You have the opportunity to block periods in the calendar yourself. You can now directly indicate your private use in the calendar. No longer need to email VillaSud.

You do this via the "availability" button in the Overview tab and then under the item Object (your villa).

For completeness; we advise you to start and end each blocking period on the respective changeover day.

Self-unblocking of already blocked weeks by you is not possible. You can submit a request via Reception Messages in your portal, and we will take care of the adjustment for you.

The calendar overview in your Portal thus offers a complete overview including all bookings and blocked weeks.

8. Finance

In your portal, you can see all your 2024 bookings.

Per booking, you will see the amounts that apply to the respective booking. So, before you approve a booking, you see the amounts for the rental sum, final cleaning, linen, etc.

This overview is online and always visible to you.

The monthly booking overviews, which were sent to you by email, will therefore be discontinued as this function is taken over by your portal. The annual overviews will also be discontinued.

9. Amounts behind the decima

The new booking system works with daily prices and no longer with weekly prices. Many existing prices are based on weekly prices. For example, final cleaning €150,-. Now that we need to work with daily prices, it becomes €150 / 7 = €21.428

This means that sometimes on the VillaSud webpage, a neatly rounded figure is not shown. In the example of €150, the daily price (€21.428) is rounded to €21.43. This times 7 days makes a weekly price of €150.01.

We are confident that this will not affect bookings. Major websites such as Booking operate in an identical manner, and they manage just fine.

10. All-in Price

All pricing agreements made with you remain unchanged. This includes not only the rental amount but also costs for final cleaning, linen rental, pool heating, etc.

All mandatory costs such as final cleaning and linen are now included in one total price visible to the client. Therefore, the distinction between rental price and villa package price no longer exists. The client can see at a glance what their stay will cost.

Optional costs such as pool heating or interim cleaning are still shown separately.

The commission calculation remains unchanged and applies only to the rental component, not to mandatory local costs like final cleaning and linen rental.

For completeness; besides costs (such as final cleaning and linen) which are paid net to you, VillaSud also charges the client an administration fee. This was previously included in the villa package but is now incorporated into the all-in price for the client.

11. Property Manager

VillaSud communicates with your property manager regarding the following subjects;

  • Confirmation of the Booking period immediately after confirmation to the client.
  • Notification of the clients arrival containing relevant client information two weeks before the start of the stay.

Team VillaSud also sends interim messages to managers when there is a special situation or specific requests from clients.

12. Client feedback

Every client is asked to provide feedback. Clients receive an email request to answer a few questions. Some clients are happy to comply while others unfortunately do not.

If a client gives feedback, you will find it in your portal. The feedback is also displayed on the webpage of your villa at www.villasud.com.

13 Do check

Implementing a new booking system is a significant change. We have prepared and tested the migration thoroughly. Therefore, we trust in a smooth transition.

That said, we request that you - as an additional check - ensure that everything is indeed displayed correctly. You do this in your own portal as well as on the webpage at www.villasud.com.

If you notice anything incorrectly displayed, we would like to hear about it as soon as possible to prevent misunderstandings with the client.

14. Questions

If you have any questions after reading this page, please feel free to contact us. We are here to help.