AvaiBook
By idealista
AvaiBook typical implementation process:
Account Setup: Create your AvaiBook account by entering basic details and verifying your email address. This process is quick and straightforward, allowing you to get started promptly.
Fast Onboarding: Use the Fast Onboarding feature to import your property listings (e.g., from Airbnb) in just a few steps. The system downloads your accommodation data and syncs it within minutes, so you can begin managing reservations almost immediately.
Property and Channel Configuration: Configure your properties, set up rates, and connect to major OTAs (like Airbnb, Booking.com, Expedia) through official API/XML or iCal connections. This ensures real-time, bidirectional synchronization of calendars, rates, and reservations.
Payment and Booking Engine Setup: Activate the integrated online payment solution and set up the booking engine for direct bookings on your website or social media. Configure payment rules, offers, and extras as needed.
Training and Support: AvaiBook provides onboarding assistance, training resources (videos, FAQs, webinars), and access to a multilingual support team to help you and your staff become proficient with the platform quickly.
AvaiBook offers a wide range of customization features designed to adapt to the specific needs of different hospitality businesses, from independent property owners to large-scale vacation rental managers. Below are the key data points on how AvaiBook can be tailored:
1. Branding and Visual Customization
You can change default colors, format, logo, and language to match your business branding. Up to five photos can be added for each property, and service icons can be displayed for guests to see what’s offered.
For event management (AvaiBook Sports), you can fully customize event websites with your corporate colors, header images, menu placement, and content sections, including customizable widgets and typography.
2. Communication and Workflow Automation
Email and SMS communications can be automated and customized for both customers and staff, allowing you to tailor messages and notifications to your business processes.
Task management tools are available, including automatic check-in processes, digital signatures, and reporting to authorities, which can be configured to suit your operational requirements.
3. Booking Engine and Website Integration
The booking engine is highly configurable: you can create custom offers, set up seasonal rates, coupons, add extras, and discounts, giving you total control over pricing and guest options.
AvaiBook can be integrated into your website (including WordPress sites) with customizable booking widgets (button or date-picker form), and you can adjust colors, titles, and other settings to fit single or multiple properties.
The booking engine can be embedded on social media pages (Facebook, Instagram) and integrates with Google Analytics and Tag Manager for custom tracking and performance analysis.
4. User and Access Management
Multi-user support allows you to create several users with restricted access, so staff can access only the information they need, supporting delegation and team management.
Private access for owners and employees can be customized per user, ensuring data privacy and workflow efficiency.
5. Reporting, Analytics, and Data Customization
Customizable reports, metrics, and dashboards are available, allowing you to focus on the data most relevant to your business (e.g., sales, occupancy, guest reviews).
You can export reports for owners and customize calendar labels with different colors for better visual management.
6. Integration and Scalability
AvaiBook integrates with a wide range of external applications (e.g., guest experience platforms, electronic locks, cleaning and maintenance services) to automate and customize operational workflows.
The platform is scalable, adapting to businesses of any size—from single properties to large portfolios—ensuring that features and integrations grow with your business needs.
7. Payment and Financial Customization
Payment collection rules are fully configurable, including deposits, returns, pre-authorizations, and refunds. You can set up flexible cancellation policies and payment terms as needed.
The system supports multi-currency, customizable invoicing, and integrated payment gateways for secure transactions.
8. Channel and Rate Management
Personalized management of rates per portal (e.g., set different markups or discounts for different OTAs), and complete bidirectional synchronization of rates, reservations, and content.
You can specify rate differences for each channel (e.g., send a 15% higher or lower price to Booking.com compared to your base rate in AvaiBook).
9. Custom Forms and Registration
For event management, registration forms can be fully customized, embedded on your website via iframe, link, or QR code, and set as the main page for event-specific sites.
10. Support and Onboarding
Onboarding and Initial Training
AvaiBook provides a simple and agile onboarding process designed to help new users start using the platform immediately. This includes step-by-step guidance and tools to quickly import property listings (such as Fast Onboarding for downloading Airbnb ads in just a few steps).
Users can request a demo or take advantage of a free trial period to familiarize themselves with the software before committing.
Personalized Support
New users have access to a dedicated team of professionals who assist in their native language, ensuring clear communication and effective problem-solving.
Support is not just technical; AvaiBook positions its team as business advisors, offering guidance to help users grow their businesses and get the most out of the platform.
Ongoing Support Channels
Comprehensive customer support is available via telephone, online chat, and email. Users can reach out for help with onboarding, day-to-day operations, or troubleshooting.
AvaiBook maintains a detailed knowledge base, including FAQs, help articles, and configuration guides, allowing users to find answers and learn independently.
Video tutorials, webinars, and a YouTube channel (AvaiBook TV) provide visual and interactive learning opportunities, covering both platform usage and broader industry topics.
Continuous Learning and Updates
AvaiBook offers ongoing educational resources, such as a blog, news updates, and webinars, to keep users informed about new features, industry trends, and best practices.
The company emphasizes sharing its expertise, aiming to help users make informed decisions and optimize their property management strategies.
Integration and Technical Support
AvaiBook employs a comprehensive set of security measures and policies to safeguard user and client data, in compliance with European data protection regulations, particularly the GDPR.
1. Compliance with GDPR and Legal Frameworks
AvaiBook operates under the requirements of the General Data Protection Regulation (GDPR), specifically Article 28, ensuring that all personal data processing activities meet strict legal standards for confidentiality, integrity, and accountability.
Data processor agreements are in place, and AvaiBook commits to supporting clients with data protection impact assessments and regulatory requests.
2. Technical and Organizational Security Measures
AvaiBook maintains strict levels of security to protect personal data against accidental loss, unauthorized access, misuse, alteration, or theft, considering the current state of technology and the risks involved.
Security measures are adopted at basic, medium, or high levels depending on the sensitivity of the data, as mandated by Spanish Royal Decree 1720/2007 and reflected in AvaiBook’s Security Document.
Regular reviews, assessments, and evaluations of technical and organizational measures are conducted to ensure ongoing data protection effectiveness.
3. Data Encryption and Transmission Security
All personal information transmitted through AvaiBook is protected using SSL (Secure Sockets Layer) encryption, ensuring data confidentiality during transmission over the internet.
Additional technical protections, such as pseudonymization and encryption of stored data, are applied where appropriate.
4. Confidentiality and Access Controls
Only authorized personnel at AvaiBook are permitted to process personal data, and they are contractually bound to maintain confidentiality and adhere to security protocols.
Users are responsible for safeguarding their own access credentials, and AvaiBook enforces policies to prevent unauthorized access, including disabling accounts in the event of suspected breaches.
5. Data Breach Notification and Incident Response
In the event of a data security incident or breach, AvaiBook is required to notify affected clients without undue delay, and always within 24 hours, providing all relevant information to support regulatory reporting and mitigation efforts.
AvaiBook assists clients in fulfilling their legal obligations regarding breach notifications to authorities and affected individuals, as required by GDPR Articles .
Upon completion of services, AvaiBook will, at the client’s request, destroy or return all personal data and related storage media, unless legally required to retain them.
For any international data transfers outside the European Economic Area (EEA), AvaiBook ensures adequate safeguards are in place, such as using providers in countries with EU-approved data protection or employing standard contractual clauses.
7. User and Platform Security Responsibilities
Users are prohibited from attempting unauthorized access, impersonating others, or exploiting potential security vulnerabilities; violations may result in revoked access and further action.
Update Frequency
AvaiBook does not publicly specify an exact schedule for software updates (such as weekly, monthly, or quarterly releases) in its official documentation or marketing materials. However, several indicators suggest that updates and system improvements are a regular and ongoing process:
The platform highlights real-time updates for features like rates, reservations, and calendars, especially in connection with major booking portals such as Booking.com. This ensures that property data and availability are always current across all channels.
Dynamic pricing features are updated daily, with rates recalculated every 24 hours based on market demand and data from partners like AirDNA.
AvaiBook emphasizes continuous improvement and mentions that every month, they help property managers achieve their goals, which implies a commitment to regular enhancements and possibly monthly updates or feature rollouts.
Update Management
AvaiBook manages updates in a way that minimizes disruption and maximizes automation for users:
Automatic Synchronization: Updates to rates, calendars, and content are handled automatically and in real time across all connected portals and the user's own website, reducing the risk of overbookings and manual errors.
Integrated Payment and Security Updates: Payment processing and fraud detection systems are fully integrated and updated as part of the platform’s PCI-compliant environment, ensuring ongoing security and regulatory compliance.
User Notification: For operational or financial changes (such as alterations to plans, modalities, or rates), AvaiBook commits to notifying clients in advance, as outlined in their Terms of Use.
Support and Knowledge Base: AvaiBook offers a comprehensive knowledge base, webinars, and news updates to keep users informed about new features and industry developments.
Data Ownership
AvaiBook acts as a data processor under the GDPR, processing personal data on behalf of the client (the property owner, manager, or partner using AvaiBook). The client remains the data controller and retains ownership and responsibility for the personal data of travelers, guests, and other relevant parties processed through AvaiBook.
AvaiBook only accesses and processes data as necessary to deliver contracted services and by the client’s instructions. If AvaiBook uses data for any other purpose or in violation of the agreement, it becomes liable as a data controller for any resulting breaches.
Data Portability
Upon completion of services or at the client's request, AvaiBook is obliged to return or destroy all personal data and any storage media containing such data, as far as technically possible and unless there is a legal obligation to retain them.
The client can request the return of all data processed by AvaiBook on their behalf. This includes:
Data provided by the client for service delivery.
Data generated as a result of AvaiBook’s processing for the client.
All storage media and documents containing client data.
AvaiBook will assist the client, upon reasonable request, in exercising their rights to access, rectify, erase, restrict processing, object, and ensure data portability within a reasonable timeframe.
Flexible Plan Management
AvaiBook allows organizations to easily scale their usage up or down according to changing needs:
Self-Service Plan Changes: Users can upgrade or downgrade their contracted plan directly through the "My Account" > "My plan" section, without needing to contact customer support. The platform displays your current plan, lets you configure the number of accommodations, and shows the cost for monthly or annual contracts based on your selection.
Pro-Rated Adjustments: If you upgrade to a higher plan, AvaiBook recalculates and discounts the unused portion of your current plan from the new plan’s cost.
Accommodation-Based Pricing: The main plans (Standard and Pro) are priced as flat rates based on the number of accommodations you manage, with no booking fees. This means you pay only for what you use, making it straightforward to add or remove properties as your portfolio changes.
No Hidden Fees: The flat-rate structure ensures there are no surprise charges at the end of the month, aside from clearly stated bank fees for certain card types.
Monthly or Annual Contracts: You can choose between monthly or annual billing, giving further flexibility to adjust your commitment as your business evolves.
Feature and Tool Scalability
Dynamic Pricing Tool: This add-on is also scalable. You can activate or deactivate listings for dynamic pricing, and charges are adjusted on a monthly renewal basis according to the number of active listings. Deactivation is self-managed and takes effect at the next renewal date.
Portfolio Size: AvaiBook is built to handle portfolios ranging from a few properties to extensive listings, maintaining performance and automation as you grow or reduce your property count.
Support and Guidance
Contract Renewal
Automatic Renewal: The AvaiBook service contract is automatically renewed unless the client notifies AvaiBook of their intention to cancel or not renew at least ten (10) calendar days before the renewal date.
Notification Requirement: To prevent automatic renewal, clients must provide explicit notice of cancellation or non-renewal at least 10 days before the renewal date.
Renewal Period: The renewal period aligns with the original contract term (e.g., monthly or annual, as selected by the client.
Contract Cancellation
Cancellation by Client: Clients can cancel their contract by notifying AvaiBook via the specified contact methods (email, contact form, or postal mail) at least 10 days before the renewal date to avoid the next billing cycle.
Dynamic Pricing Tool Cancellation: For the Dynamic Pricing Tool, users must deactivate all listings and save the changes before the renewal date to avoid further charges. The tool remains active until the end of the current billing cycle, after which it is effectively canceled. Listings disconnected from the tool cannot be reactivated until 30 days after disconnection (except during the initial 30-day free trial).
Early Termination for Breach: The contract may be terminated early if either party is in serious breach of obligations, such as providing false information, non-payment, or refusal to comply with platform requirements. In such cases, the contract can be ended immediately.
Force Majeure: If service is interrupted due to force majeure (unforeseeable and unavoidable circumstances), the contractual obligations are suspended for the duration of the event.
Owner Withdrawal: Property owners can withdraw their accommodation from the platform at any time. However, AvaiBook will continue to process bookings made before withdrawal.
Refunds and Charges
Booking Cancellation Policy: Property owners can define their own cancellation policies for guests, specifying the number of days before arrival that a guest can cancel for a refund. AvaiBook will process refunds or payments to the owner according to these policies.
Charges on Cancellation: For booking cancellations, AvaiBook may deduct administrative and bank charges from refunded amounts, especially when handling cancellations through partner sites like Rentalia.
Trial and Demo Periods
PCI DSS Compliance
AvaiBook’s online payment management system is explicitly stated to operate in a “100% secure PCI Compliance environment.” This means AvaiBook adheres to the Payment Card Industry Data Security Standard (PCI DSS), which is a set of security standards designed to ensure that all companies that accept, process, store, or transmit credit card information maintain a secure environment.
The payment gateway technology integrated into AvaiBook is certified to PCI DSS Level I, the highest level of PCI certification, ensuring robust protection for cardholder data during transactions.
Other Security and Compliance Features
Integrated Fraud Detection: AvaiBook includes an integrated fraud detection system for online payments, enhancing transaction security and compliance with best practices for financial data protection.
