Booking - Accommodation


Managing Accommodation selections per Client


Booking level Accommodation is managed as follows:


From the Tour | Suppliers (or Providers)  | Accommodation menu, choose a specific provider

Tour | Suppliers | Accommodation menu, choose a specific provider

  • You will see a day by day view of each Accommodation booking.  Initially these accommodation records are populated by the content of this Departure's Accommodation Details/Default settings. (which in turn was populated from the Master)
  • All of the Bookings (Guests, PAX) on this tour, are listed, showing if they are assigned to this provider or not.  



Listed against each client who is booked on the tour is:

  • the accommodation product they are booked into
  • the rate and PAX per room
  • the wholesale and retail price,
  • whether the price is to be charged or not
  • a bag icon will show if there is a corresponding bag movement from this provider
  • booking level exceptions to the provider status (of confirmed, etc) are noted.  e.g. if accommodation can't be booked yet for this client, yet it's status is set to Confirmed at Tour level.
  • the number of rooms booked with this provider is shown at the top right of the window.  
    • You are aiming for a whole number of rooms to be booked.  If a whole number of rooms is not shown, as in the example above, please review the PAX per room set for each clients booking, along with who they are sharing with.  If you have only one person booked into a room, but it is set to 2 pax per room, this will result in only half of a room being booked, as shown in the example above.

To move from this provider to the next, the < > arrows can be used


If no clients have been added to this provider:


  • The Add to All button can be used to quickly add all Bookings to this Provider
  • The Details/Defaults for this provider will be used to create the booking level records, e.g. if a room product has been defined in the defaults, the meal type, the rates, pax per room, and whether it is to be charged
  • alternatively, bookings can be assigned to this Provider individually, by clicking the + button
Add all Bookings to this Tour by clicking the Add to all button - or click the + to add bookings individually

Changes can be made to each individual Booking with this Provider:

  • Click once on the booking record for this client with this provider
  • change the Provider Product, Meal option with this Provider, Rate option, PAX per room, whether it is to be charged or not, whether agent commission applies, whether this client is an exception to the Provider's booking status (e.g. confirmed), and override the price
  • Click the Apply to All Days button if these changes should be applied to every day of this tour, for this one Booking/PAX
  • These changes only affect the one Booking/PAX record



Notes for this Booking can be stored

  • Office notes
  • provider notes
  • Finance notes

Itinerary Notes can also be stored

  • these notes are specific to this client, and will show on the client specific itinerary



To make changes to this accommodation provider, for a group of clients at a time:

  • From the Tour | Supplier | Bookings tab, either
    • click the tickbox beside the Client button to select ALL of the clients in this list
    • or, alternatively, click the tickbox beside the name of each of the client's whose bookings you wish to alter en masse:
  • Click the "Edit xx Selected" button

  • Here you have the choice to either Add Selections, or Remove selections, for this group of clients, for this particular provider
Add selections to a group of bookings

Add Selections

  • You can add a Provider Product (e.g. Room type),
  • the Meal Option with this accommodation provider
  • the Rate  and PAX per room
  • whether it is to be charged or not
  • override the retail price
  • whether this client is an exception to the Provider's booking status (e.g. confirmed)

Once you have made your selections, it is possible to then Apply these selections to this one day

or to Apply these selections to All Days of this tour


Remove selections


Remove selections from a group of bookings

  • You can remove a Provider Product (e.g. Room type),
  • the Meal Option with this accommodation provider
  • the Rate  and PAX per room
  • whether it is to be charged or not
  • override the retail price
  • notes
  • whether this client is an exception to the Provider's booking status (e.g. confirmed)

Once you have made your selections, it is possible to then Remove these selections only to this one day

or to Delete Booking Assignments for all of these clients with this provider on this tour




Sharing


This is a non-editable view of the room sharing instances that are set up in the Tour | Bookings | Connections tab, to show you which clients are sharing rooms.  


Please note that this selections relate to the entire Tour - they can't be modified for separate days.  


Tour | Provider | Bookings | Room Sharing selections

Room Summaries


This view is also non editable.  It provides a dynamically updated summary of the following selections made on this tour.  These lists can be used in email communications to the specific provider on this day.  

  • Rooms - selected  (the merge tag is RoomsRequired)
    • this is a count of the selected room types required with this provider
  • Rooms - Selected and Sharing
    • this is a list of each sharing "group" along with the specific room type they have requested
    • the merge tag is SpecificProductsSharing)
    • A specific room example might the "The Puffin Room", which is only available at this Provider
  • Rooms - Generic and Sharing
  • this is a list of each sharing "group" along with the specific room type they have requested
    • the merge tag is GenericProductsSharing
    • A generic room example might the "Queen with Ensure", which is just a general term used to describe this room type with any provider

Tour | Provider | Bookings | Room Summaries






  • The Departure/Tour level status of the Provider booking is shown on the left hand side of the Provider name.

  • If there are exceptions at Booking level, i.e. if a client cancels their accommodation, or doesn't want to stay every night of a tour, the exception can be noted on the right hand side by selecting a different status from the "exceptions" drop down list.

To change an Accommodation Provider details on a Booking

Changes can be made for individual bookings by clicking on an accommodation line, to open the accommodation booking screen.  






  • From here, you can change the Provider, Provider Product, Quality, Rate Option, Number of client's per room, Rate, charging, check in time, and task status, by clicking on the drop down menu.  




  • Rate field empty?  Learn more about this Here
  • The rate can be overriden by clicking the Override button. Click Here to learn more

  • You can also record Office notes and Provider Reference details. 
  • IF the Accounting ( Xero API ) Advanced Module has been activated by Creative Technology for your Odyssey set-up, there will also be a General Ledger cost drop down list.
  • Remember, you are only making an accommodation change for this one customer's booking



Refreshing the Booking from the Departure

  • If you have made changes you aren't happy with, and wish to reset this booking's accommodation records with those from the Departure, click the Refresh from Departure button


Provider costs

All Provider tabs list the rates being charged to the client.  The rate being charged to the client is in ORANGE text.  At the bottom of the list, there is one total cost for the client on this booking, and a second total which sums up all the other clients (including the payer) this client is paying for.  The "finance" charge is in GREEN text is what the standard cost of this item is.  Your admin/accounts team will want to know this, as a couple of things could have happened to explain the variation; the Reservation team may have given a discount, which will be picked up when the Accommodation Provider sends in their invoice, or perhaps the Provider has not charged the correct amount.  

The Finance Show/Hide button can be toggled on or off, to view the Finance cost on each record on the Booking.  This can be extremely helpful when trying to balance your cost figures!

If there is an alert on the Booking Level Provider Accommodation record, highlighted below, this is to alert the user there is a difference between the Accommodation location that a PAX is staying at, and the Provider that their bags are being moved to


Note that it's critical that this information is correct at booking level, as this is what drives the Manifest and the bag labels!

3 Day View

For a full schedule of accommodation bookings for this Departure, click the 3 day view button 

SPEED TIP: From this view, new records can be added by clicking into a specific day.  This opens up the a new "Accommodation booking" window for you to complete, as described above.  Then once you have completed this for one booking, you can fill down this selection from the TOP ROW client, onto all Clients on this Departure, by clicking on the fill down button

The small green square icon to the left of the accommodation here indicates that the booking has been confirmed.  Each Odyssey client has their own colour coding system to indicate the booking status.  Learn more Here



Connections view


To learn about the connections view, click here

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