Managing Orders

vayca streamlines order processing so you and your team never miss a guest request.

Viewing incoming orders

Navigate to Orders to see a real-time list of all incoming orders placed by guests across your properties. Filter orders by property, date, or status.

Confirming an order

You'll receive an email with a link to confirm the order. Click the link to view the order details and confirm the order. This will allow you to indicate whether you can fulfill the order and request payment.

Once you confirm an order, the order status will change to "Confirmed" and the guest will be notified of the confirmation. They'll also see an updated total in their order confirmation.

If you have the Stripe integration enabled, the order will be sent to Stripe for payment processing. The guest will only be charged for the confirmed items in the order. If you cannot fulfill an item, you can remove it from the order and the guest will not be charged for it.

If you do not have the Stripe integration enabled, you can request payment by including a payment link in the confirmation email or ask the guest to pay upon arrival. In this case, you can change the order status to "Paid" once the payment has been received.

Fulfilling order

Track orders through the fulfillment pipeline:

• Pending: New order submitted by a guest.
• Confirmed: Order accepted and scheduled for stocking/delivery.
• Paid: Order payment processed.
• Delivered: Items placed in rental or service rendered.
• Cancelled: Order cancelled with optional refund handling.

Notifications

vayca sends the following automated email and system notifications:

New order

• Guest receives an email coinfirming their order submission.
• Property manager receives an email with a link to confirm the order.

Order status updates

• Guest receives an email when the order is confirmed or rejected (including a note if a part of the order has been rejected).
• Guest receives an email if the order has been cancelled.