Setting up your property's general details
To edit general property details:
Click the Setup tab
Click the Property tile
Under the General tab, you can modify
General: general property details including name, property home page, currency, time zone, and star rating
Address: address of your property, Google Map URL, contact phone numbers.
Email Contacts: email contacts for booking confirmation email, booking confirmation CC email, enquiry email, and inventory alert emails.
Rate Settings: minimum room rate and set up the use of decimals
Occupancy Settings: maximum child age and maximum infant age
Description: text field describing your property which will be displayed at the bottom of your booking engine
Add property features
All the property details you set up here will be displayed on the booking engine. You can easily set up a list of your property's features or amenities to display on your booking engine.
To add or edit your property's features:
Click the Setup tab
Click the Property tile
Click the Features tab
Select General and Parking features that apply to your property
Click Save
Add Property Images
To upload images to display your property on the booking engine:
Click the Setup tab
Click the Property tile
Click the Images tab
To add a banner image:
Click Choose File under 'Banner' in the upper-left of the page.
Select the image you want to use from the popup file browser and click “OK” (or “Choose” if you're using a Mac)
Click Upload
Banner images should be in .jpg, .gif or .png format.
To add a property image
General property pictures will appear in the About section of your booking engine. To add them:
Click Choose File under 'Photos'
Select the image you want to use from the popup file browser and click “Ok” (or “Choose” if you're using a Mac)
Click Upload
Once you’ve uploaded your banner image and property images go to your booking engine to check that it is displaying correctly. You can add a maximum of 25 photos, and when you upload the maximum of 25, the "upload" button disappears.
Image Dimensions
Banner Picture: 2560px width x 640px height
Property Pictures: 1500px width x 640px height
Room Type Pictures: 2560px width x 1500px height (to be added from the Rooms & Rates section)
Please note: If your images are bigger or smaller than the suggested size, they will be optimised by default. Properties are suggested to follow the dimensions while uploading to avoid cropping or pixelation of the banner image.
Inventory Grid
The inventory page is where you set the day-by-day pricing, availability and restrictions for rooms at your hotel. You can edit each field one at a time if you only have a few specific changes to make to your inventory.
To update the inventory grid:
Click on the Inventory tab
Select a date range
Make the required changes:
Available (value) - enter the number of available rooms per room type
Note: the 'Available' field is being controlled by the room type. All room rates under one room type share the same availabilityRate (value) - enter the per night price for a specific room rate
Min Stay (value) - enter the minimum stay required to book a specific room rate
Max Stay (value) - enter the maximum stay allowed for a specific room rate
Stop Sell (checkbox) - check this box to STOP this room rate from being sold
CTA (checkbox) - check this box to prevent any guests checking-in to this room on this day
CTD (checkbox) - check this box to prevent any guests from checking out of this room on this day
Inclusions (text) - click 'Inclusions' in the upper left of the page to show inclusions, and enter text to describe the inclusions for the specified room rate/s
Click on Save.
Please note: Booking Engine supports only Min Stay Based on Arrival Day and not Min Stay Through.
The minimum length of stay applies to the Arrival Date.
Example: A three-night minLOS is set for August 2nd; but has a one-night minLOS on August 1st and August 3rd. Any guest whose stay starts on August 2nd, will be required to stay at least 3 nights. If the guest made the reservation on August 1st or August 3rd, they could book for just one night.
"Stay Through" minimum length of stay:
Example: A three-night minLOS is set for August 16th. Any guest whose stay includes that day (August 16th) must stay at least 3 nights
Inventory view settings
Hide or show details on the inventory grid by changing the view settings:
Click All Fields to show all inventory fields (except inclusions)
Click Basic Fields to show only the Available and Rate fields
Click Inclusions to show the inclusions (hides all other fields)
Bulk Update
To edit multiple details/settings for multiple room rates across a specified date period, use the bulk update.
To perform a bulk update:
From the Inventory tab, click on the button at the top right of the page.
Select date range
Select the From/To dates (dates are inclusive)
If applicable, click on +Add to add more date range
Select Days
Tick the boxes of the days when you want the updates to apply to
Select update type - There are 3 update types; Availability, Rates, and Restrictions. Ensure to click Save found at the bottom of each page before you navigate to another tab.
Reports
You can easily measure bookings from a particular channel, track a promotion or analyse booking data using the reports page from your Booking Engine extranet.
Reservations
To view, modify or cancel reservations in the booking engine, please see Booking Engine - Modify, cancel and manage reservations
How can I integrate my booking engine with my website?
Once you have completed your setup, you need to integrate the online booking engine with your website to start the online booking process.
Integration simply means that your property's website will be linked to the online booking engine through some links and widgets.
Setting up Cancellation Policies
One of the top things that guests look for when booking accommodation is the cancellation policy. We highly recommend that you enter a cancellation policy to make sure your guests feel informed about how much you will be charging them and when.
Enabling online cancellations allows guests to cancel reservations via a link in the booking confirmation email. Your guests can cancel a reservation made through the booking engine as per your cancellation policy.
To assist you with setting this up we have put together some common cancellation policies that you may wish to use. It’s really useful for guests if you clearly describe any default cancellation penalties you have set up for your property.
Configuration Set Up | Landing Page Wording (wording not configurable) | Cancellation Policy Description (you can define any text you like but here are some suggestions) |
Cancellation = enabled | Free cancellation! | Free Cancellation - Guests can cancel their bookings up to 2 pm on the day of check-in free of charge. |
Cancellation = enabled
1 Penalty defined | Free cancellation before [dd month] | Partially Refundable - Guests will be charged for the part of their reservation if they cancel within the specified timeframe |
Cancellation = enabled Show penalty rule date compared to check-in date... | Cancellation fee applies | Partially Refundable - Guests will be charged for the part of their reservation if they cancel within the specified timeframe. |
Cancellation = enabled Penalty type = full amount | Non-refundable | Non-refundable - If this reservation is cancelled, modified or in the event that the guest does not show up the total reservation rate will be charged. This policy does not allow for a refund under any circumstances. |
You may want to add rules around your cancellation policy, here are some examples.
Guests must cancel their reservation 24 hours prior to check in to be eligible for a refund.
Guests who cancel their reservation anytime up until the day of check-in will be charged the cost of the first night on the reservation.
Set up a property level cancellation policy
The property level cancellation settings enable you to display a default cancellation policy to your customers so that they are aware of the outcomes of cancelling a reservation.
Please note: room level cancellation policy will override the property level cancellation settings.
To set up the property level cancellation policy and penalties:
Click the Setup tab
Click the Cancellations tile
Click Edit Policy under PROPERTY CANCELATION POLICY
Enter the policy for property
Click Save
Click +Add New Penalty to the right under PENALTIES
Select if you want to set up this policy as a Default Policy?
Enter Start/End Date values in the Penalty Policy pop-up window
Click Add Rule and complete the fields
Enter a numeric value in the Days prior to check in the field
Select a Penalty Type from the drop-down box
Enter an Amount if required
Repeat the previous step to set up additional rules as required
Please note you need to define a penalty on a room rate level otherwise, your rates will display as “Free Cancellation”.
The room level cancellation setting allows you to create specific policies for your room rates.
This is useful if you have a room rate that experiences higher demand, or requires more notice than other room rates and will clearly display when your guests can cancel for free by.
To set up room level cancellation policy and penalties:
Click the Setup tab
Click the Cancellations tile
Under Room Rates,
Enable online cancellations - click the Disabled/Enabled toggles for each room rate so they display Enable. Please note: This feature is disabled by default. Make sure that the room rate display Enabled so that they are available to the guests for online cancellations.
Click Show/Hide toggle to the far right of the room rate you want to set the policy for
Click Edit Policy under the ROOM RATE CANCELLATION POLICY heading
Enter the policy for that room rate
Click Save
Click +Add New Penalty to the right under PENALTIES
Enter Start/End Date values in the Penalty Policy pop-up window
Click on +Add Rule and complete the fields
Enter a numeric value in the Days prior check-in field
Select a Penalty Type from the drop-down box
Enter an Amount if required
Repeat the previous step to set up additional rules as required
Click +Create
Promotional codes
Guests can enter promotional codes in the Booking Engine to access special rates, room rates or discounts that are not available to the general public.
Extras
Setting up extras gives your guests the opportunity to pre-purchase additional items such as tours, services, and food options. You can also upload images of extras to highlight and enhance their appeal.
Deposit Settings
To set up a deposit:
Click on the Setup tab
Click on the Rooms & Rates tile
Locate and click on the room rate you wish to edit
Tick Enable deposits
Select the Deposit Type from the following:
Full Amount - the total amount at the time of booking
No Deposit - guest can pay upon check-in or check-out. A "Book Now, Pay Later" message is displayed next to the rate on the booking engine
Percentage - the percentage of the total rate excluding extras
First Night - the first night rate excluding extras. If there are multiple rooms in a single reservation, then this deposit type will charge the sum of each room's first night rate
Fixed Amount - a set amount that is applied per room at the time of booking. For example, a fixed amount deposit of $20 is set up for the rate. If your guest books 2 rooms under a single reservation, then the guest will be charged $40
Enter the Deposit amount (only required for Percentage or Fixed amount deposit types)
Click Save
Repeat this process for each applicable room rate.
What are Rate Differentiators?
Based on research and hotelier feedback we have found that there is key information which guests look for when browsing rates.
A key differentiator can be defined as the business attribute(s) and/or unique value that clearly separates it from one another.
Display Rate differentiators allowing your guests to weigh up the pros and cons of a rate and streamline their decision.
Key information we have in our current application which can help guests choose one rate from another:
Max Occupancy - This is the maximum number of Occupants which can be booked for a Rate.
Mandatory Extras - This is an Extra that is included as part of the Rate price. Different to an “Optional Extra” which is chosen later by the guest booking.
Cancellation Policy - The cancellation policy associated to the property or indeed the rate and whether there are any penalties associated with cancelling the room.
Deposit settings - The payment requirements for the rate.
Setting up your Rooms and Rates
A room type represents a room (or category of rooms) at your property. Room rates are the different prices and offers for which you can sell your property's rooms.
Create a Rate Plan
Rate plans can be set up to apply rules and restrictions to how your room rates that are advertised and sold on the booking engine.
Instead of needing to manually update pricing for specific days on the inventory grid for a low season promotion, you can link a rate plan to a current room rate. The rate plan will adjust automatically your inventory and public booking engine display.
If you have rate plans that are only available for specific times, and you do not want them to display when they are not available, you can adjust the Booking Engine to only display available rates by ticking "Hide unavailable rates" under Setup > Property > Customisation.
How does a package deal work?
The package deal feature enables you to create a sales offer that includes a set number of nights.
You can also create more value for your guests by offering an attractive price for extra nights in addition to the package. Moreover, you are able to vary the pricing for the package deal based on your guest’s check-in day.
To set up a package deal
Click the Setup tab
Click the Rooms & Rates tile
Click the rate plan tab
Create a new rate plan or select the rate plan you want to sell as a package deal
Select package deal from the drop-down under the Dynamic Discount section
Note: You can either create a Stay Pay, Dynamic Length of Stay Discount or a package deal.
Enter values in the following fields for the package deal:
No of Included Nights: The number of nights that are included in the package deal. The package deal is displayed on the booking engine only if the guests search for a number of nights either equal or greater than the included nights and equal or less than the max stay that you can manage through the inventory grid or the rate plan screen.
Charges for additional nights
The rate for included occupants: The Rate you want to charge for an extra night on top of the included nights
Extra Adult: The Rate you want to charge for the extra night with an extra adult
Extra Child: The Rate for an for the extra night with an extra child on top of included occupants
Extra Infant: The Rate for an extra night with an extra infant on top of included occupants
Click Save
Please ensure that to sell a package deal, you must link the package deal rate plan to a room rate.
When the package deal is selected and/or booked, the total in the reservation summary and the confirmation email will display the package deal breakdown.
How does Stay Pay work?
Stay pay deals let you offer complimentary nights/discount based on their length of stay. For example: Stay 3 nights, pay for 2 only.
This will encourage your guests to book rooms for more nights as they get to pay less for a longer stay.
To create a Stay-Pay Deal:
For a new rate plan, follow the steps above to Create a rate plan
Under Dynamic Discount, select Stay-Pay-Deal
Enter information in the following fields:
Stay: the number of nights a guest can stay
Pay: the number of nights a guest should pay
Discount: select which night in the Stay Pay Deal is free of charge
Click Create for a new rate plan or Save to update an existing rate plan.
You can now link the rate plan to a room rate. The linked room rate will be displayed as a deal on the booking engine.
Please note: The Stay Pay Deal option will display the "Book now and save X%!" text on the room rate that has the stay pay condition.
The % is automatically calculated by the number of nights you enter. The text is only displayed when the discount is 10% or more. Also, the original price of the room rate (before discount) will be stricken through and the new rate will be displayed beside that.
How does a Dynamic Length Of Stay Discount work?
The Dynamic Length-of-Stay Discount allows you to offer discounts to your guests based on their length of stay.
You can entice your guests to book for more nights by offering a higher discount for a longer stay, For example, you can offer a 10% discount for more than 7 nights stay and 25% discount for more than 10 nights stay.
To set up a Dynamic Length-of-Stay Discount:
For a new rate plan, follow the steps above to Create a rate plan
Under Dynamic Discount, select Dynamic Length-of-Stay Discount from the drop-down list
Add Discount Rules by entering the number of nights (max 14) to Stay and the Discount (%)
Click Add Rule to add more rules for the discount (optional) and click on the red X icon to delete the rule
Click Create for a new rate plan or Save to update an existing rate plan.
The room rate will be displayed as the Long-Stay Discount with an icon on the booking engine along with the discounted total cost of the stay according to the search criteria.
How does Release Period work?
Release Period is the number of days in advance to book room rates associated with a rate plan. It allows you to restrict the sale of a room prior to guest arrival for a set number of days, allowing for x minimum days notice on reservations you receive. For example, you can offer a non-refundable rate with a discount of 10% but only when booked two weeks in advance.
Release Period is set at the rate plan level and its value is inherited by the associated room rates. For example, if you want your guests to book fourteen days in advance of their arrival, then simply set its Release Period to 14 and this will apply for all the associated room rates.
Why does combining Website Builder and Booking Engine provide the best conversion rate?
Seamless integration between your booking engine and website will make a guest’s booking experience so much easier and increase your chance of being booked direct. As the booking engine is already mobile optimised, if your website is mobile optimised integrating this will maintain branding and experience across the guest booking process. Providing brand consistency will enhance the trust your customers have in your property.
To integrate your booking engine, simply follow these steps to Integrate the booking engine with your website using links and widgets.
If you haven’t got a website or if your website isn’t attracting many guests, read up on Hotel website builder that seamlessly integrates with your booking engine.
Check your cross-domain tracking configuration
Are you using cross domain tracking via Google Analytics 4?
If so you will need to update your websites google analytics 4 configuration to include your new booking engine domain.
You can read more about how to do this here .