Vacation Rentals

The Vacation Rentals Portal is your all-in-one command centre for managing short-stay and holiday-let properties on Sysevo. From a single dark, modern dashboard you can list properties, take and manage bookings, sync calendars with Airbnb / Booking.com / VRBO, set dynamic prices, message guests, collect payments, pay owners, and watch your AI voice agent answer guest calls in real time. This guide walks through every client-facing feature, what it does, and exactly how to use it.

In this guide

• Getting around — the sidebar, sections, and your profile
• Dashboard — KPIs, occupancy, revenue, live calls, and quick actions
• Calls — Live Calls monitoring and call history
• Properties — listing, adding, and editing your rentals (6-step wizard)
• Dynamic Pricing — AI rate suggestions you approve in one click
• Bookings — viewing, creating, and managing reservations
• Calendar & Smart Calendar — scheduling, availability timelines, OTA/iCal sync
• Guests — the guest CRM, messages, guest portal, and reviews
• Finance — expenses, profit, invoicing/payments, owner statements, upsells
• Reports & Revenue — performance analytics
• Public booking pages — your branded property pages, checkout, and embeddable widget
• Tips & common workflows

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Getting around

When you sign in to the Rentals Portal you land on the Dashboard. Everything is reached from the left-hand sidebar, which is grouped into clear sections.

At the bottom of the sidebar is your profile card: your name, your account/brand name, a Sign Out button, a light/dark theme toggle, and a Settings shortcut. Click your avatar to open your profile. You can collapse the sidebar to icons using the chevron at the top to give yourself more screen space.

Tip: The portal is fully brandable. If your account has a custom logo and brand colour set, you'll see them in the sidebar and on your public booking pages.

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Dashboard

Where: Dashboard (top of the sidebar)

The Dashboard is your morning briefing. It opens with a personalised greeting and a date-range control, and is organised into five tabs.

Header controls

• Date range — choose Today, Last 7 Days, or Last 30 Days. Every KPI updates to that window.
• Agent selector — if you have more than one voice agent, a dropdown lets you filter to All Agents or a single agent (only shown when multiple agents exist).
• Refresh — the circular arrow re-pulls all live data.

If you have any check-ins or check-outs today, a banner appears at the top summarising them, plus a count of any pending cleaning tasks.

First-time setup: If your voice agent is still being provisioned, the Dashboard instead shows a delivery tracker with your onboarding status (received → awaiting payment → building → live) and a Contact Support button. Once your agent is live, the full dashboard appears.

Overview tab

The Overview tab shows two rows of KPI cards:

Below the KPIs you'll find:

• Live Call Monitor — a real-time strip showing any calls your AI agent is handling right now.
• Operational Status — a snapshot of cleaning and operational tasks.
• AI Insights Panel — automatically generated highlights and suggestions about your portfolio.
• Quick Actions — one-click shortcuts: New Booking, Add Property, Smart Calendar, Cleaning Queue, Revenue Report, Call History, Guest Directory, and Reviews.

Bookings tab

A focused view with four status cards — Total Bookings, Confirmed, Check-ins Today, Pending Cleaning — and a Recent Bookings list. Click any booking to open its detail page, or View All to jump to the full Bookings page.

Revenue tab

Embeds the full Revenue Analytics panel (see Reports & Revenue) — KPIs, a monthly revenue-vs-expenses chart, and a revenue-by-source breakdown.

Call Analytics tab

Deep analytics on your AI agent's phone performance: total calls, success rate, pickup rate, leads generated, outcome breakdown, and recent calls/leads.

Integrations tab

Connect and manage third-party integrations for your account.

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Calls

Your AI voice agent answers guest enquiries by phone. The two CALLS pages let you watch calls happen and review what was said.

Live Calls

Where: CALLS → Live Calls

This is a real-time monitor of every call your agent is currently handling. It polls for updates every few seconds, so you never need to refresh.

At the top, four metric cards summarise the moment:

The screen is split into two panes:

• Left — Active calls list: one card per live call showing the caller and a live preview.
• Right — Call panel: click a call to expand it and watch the transcript stream in live, word by word, with the agent and caller turns labelled.

When a call ends, the system automatically runs post-call processing (logging, summarising) so it appears in your call history.

How to use it: Click any call in the left list to open its live transcript on the right. Click it again to collapse. There's nothing to configure — calls appear automatically whenever a guest is on the line.

Calls (history)

Where: CALLS → Calls

The Calls page is your full call history: every completed call with its recording, transcript, outcome, sentiment, and any lead the agent captured. Use it to review how the agent handled enquiries, spot missed opportunities, and listen back to specific conversations. Open any call to read the full transcript and details.

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Properties

Where: PROPERTIES → Properties

Properties (your "listings") are the heart of the portal. This page lists every rental you manage as a clean, photo-led row.

What you see

A summary strip at the top shows three counters — Total, Published, and Active. Below that, a search box filters by name or address. Each property row shows:

• A cover photo thumbnail
• The name, with a Published pill (if live on your public site) and a status badge (active / maintenance)
• The address
• Bedrooms and max guests
• The nightly rate (€ / night)

Click anywhere on a row to open the property for editing. Hover a row to reveal a ⋯ actions menu.

The actions menu (⋯)

The public link, embed code, and QR options only appear once a property has a URL slug (auto-generated from its name when you save it).

Adding or editing a property (6-step wizard)

Where: Properties → Add Property (or click a row, then edit)

Both creating and editing use the same guided wizard. A step indicator runs across the top; you can click any step to jump to it. A Published toggle sits in the header — flip it on to make the property live on your public booking site. The buttons at the bottom let you go Back / Next, and the final step shows Create Property / Save Changes.

Step 1 — Details

Step 2 — Photos

Click the upload area to add photos (JPG/PNG, up to 10MB each — multiple at once). Hover any photo to Set Cover (the main listing image) or delete it. The cover photo carries a "Cover" badge.

Step 3 — Pricing & Stay Rules

This step has several cards:

• Base Pricing: Nightly Rate (required), Cleaning Fee, Security Deposit (refundable, collected at booking).
• Stay Rules: Check-in Time, Check-out Time, Minimum Nights, Maximum Nights (leave blank for no limit).
• Discounts: Weekly Discount (%) for 7+ night stays, Monthly Discount (%) for 28+ night stays.
• Extra Guest Pricing: Base Guests Included and an Extra Guest Fee (€/night) for each guest above that count.
• Seasonal Pricing: Click Add Season to override the base rate for a date range (e.g. "Summer Peak"). Enter a label, nightly rate, start date, and end date. These rates automatically apply on the public pages and when calculating booking prices.

Step 4 — Description & Features

• Property Description — a free-text description (a character counter helps you keep it tidy).
• Highlight Features — short selling points (e.g. "Heated pool", "Panoramic views") shown prominently on the public page. Type and press Enter or Add.

Step 5 — Amenities

Tap to select from a grid of 30+ amenities (WiFi, Air Conditioning, Pool, Hot Tub, Sea View, Pet Friendly, and many more). A counter shows how many you've selected. Selected amenities show on the public listing with matching icons.

Step 6 — Rules & Calendar Sync

• House Rules — free text (e.g. "No smoking, quiet hours 23:00–08:00").
• Cancellation Policy — free text shown to guests.
• Calendar Connections — see OTA / iCal sync below.
• Export Calendar (edit mode only) — a read-only iCal URL you can copy and paste into Airbnb/Booking.com/VRBO so they import your bookings.

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Dynamic Pricing

Where: PROPERTIES → Pricing

The Dynamic Pricing page uses AI to recommend smarter nightly rates, and lets you approve them in a single click. Approved rates flow straight into your seasonal pricing, so they affect every new booking quote and your public pages.

Generating suggestions

1. (Optional) Choose a property from the All Properties dropdown to limit the run to one listing.
2. Click Generate Suggestions (sparkle button).
3. The AI analyses demand, seasonality, weekends, gaps, events, and holidays and returns a list of suggested rates. A toast tells you how many were created.

Each suggestion card shows the property, a rule type badge, the date range, the AI's reason, the suggested rate, and a confidence score.

Approving, rejecting, undoing

• Approve (✓): Applies the rate. It's inserted as seasonal pricing for that date range (replacing any overlapping seasonal rate) and the card is marked Applied with a green "Active in seasonal pricing" note.
• Reject (✗): Dismisses the suggestion (marked Rejected).
• Undo: On an applied suggestion, click Undo to remove the seasonal rate and return the suggestion to pending.

Because approved suggestions write to seasonal pricing, you can always review or fine-tune them later in a property's Pricing → Seasonal Pricing step.

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Bookings

Where: PROPERTIES → Bookings

The Bookings page lists every reservation across all your properties, newest check-in first.

Viewing & filtering

• Search by guest name or booking reference.
• Status filter: All Status, Confirmed, Checked In, Checked Out, Cancelled.

Each row shows the guest name, a colour-coded status badge, a source badge (e.g. airbnb, public_page — hidden for direct bookings), the property, the date range, the guest count, the total price, and the booking reference.

Creating a booking (New Booking wizard)

Where: Bookings → New Booking (also on the Dashboard quick actions)

A 4-step wizard creates a manual reservation:

1. Property — pick from your active properties (photo tiles). The selected one gets a tick.
2. Guest — Guest Name (required), Email, Phone, Number of Guests.
3. Stay — choose Check-in and Check-out dates. The calendar automatically blocks dates that are already booked or blocked by synced external calendars, so you can't double-book. The Total Price auto-calculates from the property's rates (showing a breakdown of nightly rates per season, cleaning fee, extra-guest fees, and any weekly/monthly discounts) — you can override it. Also set Notes / Special Requests, Payment Method (Cash, Bank Transfer, Stripe, Other — configurable in Settings), Booking Status, and a Send confirmation email toggle (enabled when you've entered a guest email).
4. Review — confirm the property, guest, stay details, and total, then Create Booking. If the email toggle is on, the guest receives a confirmation email automatically.

Each new manual booking gets a unique reference like RB-XXXXXX.

Booking detail & status changes

Where: click any booking row

The detail page shows two cards — Guest Information (name, email, phone, guest count) and Stay Details (property, check-in, check-out, total, source) — plus any Notes.

The header has action buttons that change with the status:

Click an action and the booking's status updates instantly.

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Calendar & Smart Calendar

There are two calendar tools, each with a different job.

Calendar (scheduling)

Where: PROPERTIES → Calendar

This is a full scheduling calendar for appointments and events tied to your account — viewings, owner meetings, check-in handovers, callbacks, and so on. You can switch between List, Day, Week, and Month views, page forwards and back, and click ＋ to add an appointment. Each entry can hold a title, time, customer name/email/phone, location, meeting link, type, and status.

It also includes calendar sync settings so you can connect an external calendar (e.g. Google Calendar) and keep your scheduling in step across tools.

Smart Calendar (availability timeline)

Where: PROPERTIES → Smart Calendar

This is the multi-property availability grid — a horizontal timeline of your whole portfolio with AI gap detection.

Controls: switch between a 2 Weeks or 4 Weeks view, page back/forward with the arrows, or jump to Today.

Reading the grid: each row is a property; each column is a day. Cells are colour-coded:

AI Gap Detection: at the top, an amber banner highlights short 1–3 night gaps between bookings (e.g. "Casa Sol: 2-night gap (Jul 8 – Jul 10)"). These are prime candidates for a quick price drop or a last-minute promotion. Click a property name to jump to its editor.

OTA / iCal sync

Sysevo prevents double-bookings by syncing calendars in both directions with the big OTAs (Online Travel Agencies).

Import (OTA → Sysevo): In a property's Step 6 — Rules & Calendar Sync, click Add Platform and choose Airbnb, Booking.com, VRBO, or Other / iCal, then paste that platform's iCal Feed URL. Each connection has a sync on/off toggle and shows its status (Active / Paused / Error), the last sync time, and any error message. Once added, those external reservations appear as blocked dates everywhere — the New Booking calendar, public booking pages, and checkout all refuse those dates.

Export (Sysevo → OTA): Still in Step 6 (when editing an existing property), the Export Calendar card gives you a read-only iCal URL. Copy it and paste it into Airbnb/Booking.com/VRBO so they import your Sysevo bookings and keep their calendars blocked too.

Workflow: Add an import link for each OTA your property is listed on, then paste your export link into each of those OTAs. Now every channel shares one source of truth and you'll never accept two guests for the same night.

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Guests

The GUESTS section covers everyone who stays with you and how you communicate with them. (This guide focuses on the rental-specific tools; Leads, Pipeline, and Outbound Calls are shared CRM tools.)

Customers (Guest CRM)

Where: GUESTS → Customers

The Guests page is an automatic CRM built from your bookings — no manual data entry. Every guest with an email is aggregated into a single profile.

Four summary cards at the top show Total Guests, Repeat Guests, Total Stays, and Lifetime Revenue. You can search by name/email/phone and sort by Most Recent, Most Spent, Most Stays, or Name.

Each guest row shows their initials avatar, name, a Repeat star badge (for more than one stay), email and phone, their top property, number of stays, and total spent. Click a guest to open their full profile.

Messages (AI guest communication)

Where: GUESTS → Messages

Generate polished, on-brand guest messages with AI in any of several languages.

How to generate a message:

1. Choose a template type.
2. Choose a language (English, Spanish, German, French).
3. (Optional) Select a booking so the message is personalised with the guest's name, property, and dates.
4. Click Generate Message. The result appears in your Message History below, tagged with the template, language, and an AI badge.

Guest Portal (digital check-in)

The Guest Portal is a private, link-based page you can share with a guest for a specific booking. It's accessed via a unique token (so only your guest can open it) and shows:

• A welcome header with the property name and stay dates
• Property essentials — address, guest count, check-in/check-out times
• The property's amenities
• A Digital Check-in form where the guest enters their expected arrival time, car registration, and number of guests arriving

When the guest submits, you're notified and the form shows a confirmation. This streamlines arrivals and captures the details you need before guests turn up.

Reviews (AI sentiment & responses)

Where: GUESTS → Reviews

Collect reviews from all your platforms in one place and let AI analyse sentiment and draft replies.

Three cards summarise Average Rating, Total Reviews, and overall Sentiment (Positive / Neutral / Negative).

Adding and analysing a review:

1. Click Add Review.
2. Enter the Guest Name, pick a star rating (1–5), choose the platform (Airbnb, Booking.com, Google, Direct), and select the property.
3. Paste the review content.
4. Click Add & Analyze with AI.

The review is saved with a sentiment score and an AI Response Draft you can use as a starting point for your reply. Each review card shows the guest, platform, rating, the review text, and the AI draft.

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Finance

The FINANCE section is where money is tracked, billed, and paid out.

Upsells

Where: FINANCE → Upsells

Upsells are paid add-on services that boost the value of each booking. Three KPI cards show Active Upsells, Upsell Revenue, and Conversions.

Creating an upsell:

1. Click Add Upsell.
2. Enter a Name (e.g. "Late Checkout until 2pm") and a short Description.
3. Choose a Category: Late Checkout, Early Check-in, Airport Transfer, Welcome Package, Grocery Pre-stocking, Local Experience, Dining / Chef, or Other Service.
4. Choose a Pricing type: Fixed Price, Per Night, or Per Guest.
5. Set the Price (€) and optionally limit it to one Property (otherwise it applies to all).
6. Click Create Upsell.

Each upsell row has an active toggle (turn it on/off for guests), an edit pencil, and a delete button. Inactive upsells appear dimmed.

Finance (revenue, expenses & profit)

Where: FINANCE → Finance

A property-level profit & loss tracker. Filter by property and date range (7 / 30 / 90 days). The top row shows a P&L summary: Revenue (split into Stripe and booking revenue), Expenses, Net Profit, and Profit Margin.

If Stripe isn't connected yet, a prompt invites you to connect it in Invoicing to track live payment revenue.

Adding an expense:

1. Click Add Expense.
2. Enter a Description, Amount (€), and Date.
3. Choose a Category (Cleaning, Maintenance, Utilities, Supplies, Insurance, Mortgage/Rent, Marketing, Platform Fees, Taxes, Staff, Other).
4. Optionally assign it to a Property (or leave as General).
5. Click Add Expense.

Four tabs organise the data:

Revenue is calculated from confirmed/checked-in/checked-out bookings plus paid Stripe invoices.

Invoicing & Payments

Where: FINANCE → Invoicing

Send professional, payable invoices to guests and booking agents, powered by Stripe.

Connecting Stripe (admins): If you haven't connected yet, click Connect Stripe, then paste your Stripe Secret Key (sk_...) and optionally your Publishable Key (pk_...). Once verified, a green banner shows your connected account name and when it was connected. You can Disconnect at any time.

Creating an invoice:

1. Click Create Invoice.
2. Optionally link it to a booking — this auto-fills the guest name, email, phone, amount, and a "Booking …" service name.
3. Fill in Customer Name (required), Email (required), Phone, Service Name, Amount (required), Currency (EUR/GBP/USD), and a Description.
4. Click Send Invoice. The guest receives a Stripe-hosted payment link by email.

Managing invoices: Four stat cards show Total Invoices, Paid (and amount collected), Outstanding (and value), and Total Invoiced. The invoice list can be searched and filtered by status (Outstanding / Paid / Void) and by source tabs (All / Manual / From Bookings). For each invoice you can open the hosted invoice or copy the payment link. Use the Sync & Refresh button to pull the latest payment statuses from Stripe.

Owners & statements

Where: FINANCE → Owners

If you manage properties on behalf of other owners, this page tracks each owner's share and produces revenue statements.

Adding an owner:

1. Click Add Owner.
2. Enter the Owner Name, Email, and Phone.
3. Choose the Property they own and their Commission % (your management fee).
4. Click Add Owner.

Each owner appears in the list with their property, email, and commission rate.

Generating a statement:

1. Click Generate Statement.
2. Select the Owner and a period (start and end dates).
3. Click Generate.

The statement is created with Gross Revenue, Expenses, Commission, and Net Payout, plus an AI-written summary. Statements appear in the Statements list with a status badge.

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Reports & Revenue

Where: DOCS → Reports (and the Revenue tab on the Dashboard)

The Revenue Analytics panel gives you a six-month performance picture.

KPI cards: Total Revenue, RevPAR (revenue per available room-night), ADR (average daily rate), and Occupancy %. Below them, profit cards show Total Expenses, Net Profit, and Profit Margin.

Two charts round it out:

• Monthly Revenue vs Expenses — a bar chart comparing income and costs month by month.
• Revenue by Source — a ranked breakdown showing how much revenue each channel (Direct, Airbnb, public page, etc.) contributed, with percentages.

The Reports page itself provides broader reporting and exportable performance summaries for your account.

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Public booking pages

Every published property gets a beautiful, mobile-friendly, branded booking page that guests can book directly — no OTA fees. Your logo and brand colour are applied automatically.

Property page

URL: app.sysevo.io/stay/<your-brand>/<property-slug>

The page features:

• A photo gallery (click any image for a full-screen lightbox)
• Title, location, and quick stat pills (beds, baths, max guests, minimum nights)
• What makes this place special (your highlight features)
• An About description, a "Where you'll sleep" bedroom strip, and an amenities grid (with a "show all" toggle)
• Seasonal pricing so guests can see rates by date range
• Check-in / check-out times, house rules, and cancellation policy
• A sticky booking card: a calendar (booked and externally-synced dates are disabled), a guest stepper, a live price breakdown (nightly rates by season, cleaning fee, extra-guest fee, discounts, security deposit, total), and a Book Now button that enforces minimum/maximum nights and guest limits.

A light/dark toggle and a "Secure" indicator sit in the header; the page is fully responsive with a sticky price bar on mobile.

Checkout

URL: …/stay/<brand>/<property>/checkout

When a guest clicks Book Now they move to a clean three-step checkout:

1. Guest Details — full name (required), email, phone, and special requests.
2. Review — a summary of the guest info and the full price breakdown.
3. Confirm — the total to pay and a Book Now button. The system re-checks external calendars to make sure the dates are still free; if another platform grabbed them, the guest is warned and the booking is blocked.

On success, the booking is created (source = "public page", status confirmed) and the guest is taken to a confirmation screen.

Confirmation page

The success page shows a green tick, Booking Confirmed!, the booking reference, and a "What's Next?" checklist (check email, await check-in instructions, save the reference). It carries your branding and a Back to Property button.

Embeddable widget

You can also drop the booking experience straight into your own website. From a property's ⋯ menu → Copy Embed Code, you get an <iframe> snippet (it loads …/<property>/widget). The widget is brand-aware (it can take an accent colour) and auto-resizes to fit its container — ideal for adding a "Book direct" box to your existing site.

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Tips & common workflows

Onboard a new property end to end

1. Properties → Add Property and complete all six steps (don't forget photos and a cover image).
2. In Step 6, add iCal import links for each OTA, and copy the Export Calendar link into those OTAs.
3. Flip Published on so the property goes live on your public site.
4. Run Pricing → Generate Suggestions and approve the rates that make sense.
5. Use the property's ⋯ menu to grab the public link, embed code, or QR code for your marketing.

Handle a phone enquiry that becomes a booking

1. Watch the conversation on Live Calls (or review it later under Calls).
2. Create the reservation via Bookings → New Booking — the calendar blocks unavailable dates and auto-prices the stay.
3. Send the guest a Booking Confirmation from Messages, then a Pre-Arrival message closer to the date.

Get paid and keep the books straight

1. Connect Stripe in Invoicing (admins).
2. Create an invoice straight from a booking so details prefill, then Send Invoice.
3. Track profitability in Finance, logging expenses against the right property and category.
4. At month-end, generate Owner Statements for any managed properties.

Fill the gaps

1. Open Smart Calendar and look for the pulsing red gap cells / the amber AI gap banner.
2. Lower the rate for those dates (via Dynamic Pricing or the property's seasonal pricing) or promote a last-minute deal.

Protect your reputation

1. Add reviews from every platform in Reviews and let AI analyse sentiment.
2. Use the AI Response Draft as the basis of your reply, and request reviews automatically with the Review Request message template.