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Rates, Rate Bands and Room Type Details

Enter rates and room type data is split into four sections. "General Information", "Room Details", "Room Rate Matrix Dates", "Room Rates".

Section One (General Information)

This section has 10 lines. Complete each line then press the "Continue" button. The lines to complete are:

Room rates per room or per person per room: Select the type of room rate that you wish to use. For an explanation of room rates types click here

Type of room rate bands: You can select from five types of room rate bands. Seasonal, Daily, Flexi-Rate, Day-Month-Year or Different Price for Each Day. For an explanation of rate band types click here. Note you cannot use Day-Month-Year or Different Price for Each Day with per person pricing.

Guest must arrive on this day: If you want to allow arrival on a particular day select the day from the drop down list.

The number of different room types: This is the number of different room types in your property. If, for example, you have single rooms, twin rooms and double rooms you would enter 3. Maximum number is 99.

The number of room rate bands: The number of rate bands in the type of room rates that you selected in line 2. Seasonal, Flexi-Rate or Day-Week-Month can have up to 52 rate bands or seasons per year. Daily rate can have up to 4 rate bands or blocks of days per week.

Minimum lead time in days for reservations: Lead time is the number of days between the date of booking and the arrival date. If you specify a lead time of 2, a visitor to your website making a booking on 20 July, 2008 would not be able to enter an arrival date before 22 July, 2008. You can specify a lead time of 0 (zero) to allow arrival on the day a booking is made.

Maximum number of nights that can be booked: The maximum number of consecutive nights that can be booked for any single online booking. Therefore, if you enter 30, a visitor cannot book more than 30 nights for each booking. But the visitor could book 20 nights in a single room and 20 nights in a double room, since these would be classed as separate items in the booking list.

Minimum number of nights that can be booked: The minimum number of consecutive nights that can be booked for any single online booking. Therefore, if you enter 2 a visitor cannot book less than 2 nights for each booking.

Cannot accept reservations before: This is the date from which you can accept online bookings and determines the first arrival date that a visitor can enter into the online booking form. If you entered 1 July 2008 RezEasy would not allow a visitor to enter an arrival date earlier than 1 July 2008. Click the calendar icon, then select the date you require.

Cannot accept reservations after: This is the date up to which you can accept online bookings and determines the latest departure date that a visitor can enter into the online booking form. If you entered 31 December 2009 RezEasy would not allow the visitor to enter a departure date later than 31 December 2009. Click the calendar icon, then select the date you require.

Section Two (Rooms Details)

This section has one line for each room type you entered in section one. Each line has 7 columns. Complete each column in each line then press the "Continue" button. The columns to complete are:

Name or Type: A name that you want to use for each room type. You should use descriptive names such as "Single", "Double" etc. (you will specify the actual rooms later in the configuration)

No. Rooms: The number of rooms you have of this room type. If your property has 20 double rooms you would enter 20 in the line that refers to double rooms.

Overbook: This is the overbooking allowance for each room type. When RezEasy checks room type availability the number you enter here will be added to the figure you enter into "No. Rooms" to produce a total number for the room type. You can use overbook to allow for cancellations and no-shows. It also gives you the option to upgrade a guest on arrival if no rooms of the preferred type are available at check-in. For example if you enter an overbooking allowance for single rooms you could upgrade the guest to a twin or double at check-in if no singles are available. Use this option carefully based on experience and your normal rate of cancellations and no-shows.

Max. Adults: The maximum number of adults that can be accommodated in this room type. RezEasy will not allow you to place more than this number of adults in this room type.

Max Child: The maximum number of children that can be accommodated in this room type. RezEasy will not allow you to place more than this number of children in this room type.  

Max. Occ: The maximum number of occupants that are allowed for this room type. Occupants is calculated as adults+children.

Example: If you have set "Max Adult" to 2, "Max Child" to 2 and "Max Occ" to 2 the options are: 2 adults, or 2 children or 1 adult and 1 child.

Min. Occ: The minimum number of occupants that are allowed for this room type. Occupants is calculated as adults+children.

Section Three (Rate Band Dates)

This section has one line for each rate bands you entering in section one. Each line will have a "From" and "To" column. If you selected Seasonal or "Day-Week-Month each column will have a day and month select box. Daily in section one each column will have a day of the week box. If you selected Flexi-Rate in section one you will see columns for days and months plus weekdays.

From & To (Seasonal and Day-Week-Month): These are the start and finish dates for each season in your room rate matrix. You can start the first season on any date it does not have to be 1 January. However, once you enter the first season all other seasons must continue through a full year. Suppose, for example, your first season is from 7 April to 23 June then the second season must commence on 24 June and the last season must end on 6 April.

From & To (Daily): These are the start and finish days for each block of days in your room rate matrix. You can start the first block on any day of the week. However, once you enter the first block all other blocks must continue through a full week. Suppose, for example, your first block of days is from Monday to Wednesday then the second block must commence on Thursday and the last block must end on Sunday.

From & To (Flexi-Rate): The first section is the start and finish dates for each season in your room rate matrix (same as seasonal rates). The second section is the start and finish days for each block of days within each season (same as daily rates). Example: You could have a season that ran from 7 April to 23 June with one price from Monday to Friday and another price for Saturday and Sunday.

Notes:

  1. Error checking routines built into RezEasy will not allow you to proceed to the next section if invalid dates are entered or the seasons or day blocks are incorrectly specified.
  2. Season dates are not year specific therefore entering February 29 as a date will produce an error. However, during a leap year, visitors to your site will still be able to make a booking for February 29 . RezEasy will automatically place February 29 in the same season as February 28

Section Four (Rates)

This section contains a number of boxes into which you enter rates. The layout of the form will vary according to the rate type and the type of pricing (per room or per person).

Seasonal or Daily Rates & per Room Pricing

The form will have one section for each season. Within each section there will be one line for each room type. Next to each room type you will see a box into which you enter the rate for that room type and season. Example:

season_price

The seasons will be dates for the seasonal matrix or days for the daily matrix.

Flexi-Rate & per Room Pricing

The form will have one section for each season. Within each section there will be one line for each room type. Next to each room type you will see two boxes (one box for each day block) into which you enter the rate for that room type, season and day block. Example:

flexi_price

Day-Week-Month Rate & per Room Pricing

The form will have one section for each rate band or season. Within each section there will be one line for each room type. Next to each room type you will see three boxes into which you enter the rate per day, per week and per month. Example:

Seasonal or Daily Rates and per Person Pricing

The form will have one section for each season. Within each section there will be one line for each room type. Next to each room type you will see 6 boxes. These boxes are the rate per room when that room is occupied by 1, 2, 3, 4 or 5 adults. The last box is the rate per child in that room. Example:

person_price

You do not have to enter rates in each box. If a box is not applicable enter 0 (zero) do not leave it blank. When you enter prices remember that they must be consistent with the data you entered into section two. For example if you specified "Max Adult" as 2 and "Min Occ" as one then you must enter prices for 1 and 2 persons. If you specified "Max Child" as more than zero you must enter a child price. If data is not consistent, RezEasy will not be able to calculate prices correctly.

Flexi-Rate and per Person Pricing

The form will have one section for each season. Within each section there will be two lines for each room type (one line for each block of days). Next to each room type you will see 6 boxes. These boxes are the rate per room when that room is occupied by 1, 2, 3, 4 or 5 adults. The last box is the rate per child in that room. Example:

person_price_2

You do not have to enter rates in each box. If a box is not applicable enter 0 (zero) do not leave it blank. When you enter prices remember that they must be consistent with the data you entered into section two.

Enter different prices for next year

Below the room rates you will see a checkbox "Enter different prices for next year". If you check this box you will be able to enter prices for a two year period. If you do not check this box RezEasy will assume that prices are the same for this year and next year. Note that the prices you enter are for the current year and following year and that they will be carried forward. Therefore, if the current year is 2005 the prices are for 2008 and 2009. When the current year changes to 2009 the prices will be for 2009 and 2010. Therefore, you must remember to update prices when the year changes. You do this using the Online Administration feature.

Notes:
  1. When you enter room rates these are in the currency used in this portal.
  2. Do not enter a currency symbol or use any formatting, only numbers and the decimal point are valid. (RezEasy will add the currency symbol and formatting whenever room rates are displayed).
  3. Edit or View Data

    You can edit or view existing data using the online administration of this portal.

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