Booking - Accommodation

Booking level Accommodation is managed as follows:

• From the Tour | Suppliers (or Providers)  | 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

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

Notes for this Booking can be stored for the

• Office team
• provider, and
• Finance team

Itinerary

• Itinerary notes, specific to this client can be stored, 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

• 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)
• Itinerary Text at booking level.   This could be useful when advising Room Access details, keeping it private if the Itinerary is created separately.

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

• 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.  

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

Change the Provider Product

If you wish to change a Provider Product for one client, or multiple clients on a tour:

• From the Main Menu | Tour | Provider | Accommodation select the appropriate day from the list of Accommodation Providers ( or use the < > to navigate to it if you are inside the pop up menu already)
• you will land by default on the Booking  tab

• select an individual client, or a range of clients, by clicking on the tickbox beside their name
• click Edit selected
• Choose the replacement PRODUCT from the Provider's list of Product options
• make other selections as required, e.g. charge for this booking, PAX per room, pax rate, agent commission, meal, provider task status, changes to Notes and Itinerary for this booking
• and then click the ‘Add Selections’ button
• click the x to close this window

To learn why your Room count might not show a full number, click Here

To set up Room sharing, click Here

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

• From the Tour | Bookings tab, navigate to the client whose Provider costs you wish to review

• From the client's booking record, navigate to the Supplier's  tab

• Select the Supplier's whose price you wish to review, e.g. Braemar Station

Here, you can tick or untick the charge field, to indicate whether the client should be charged or not

or click on the client's name, to override the price

The "RRP" (Recommended Retail Price) in GREEN text is what the standard cost of this item is. 

The Booking price in ORANGE text (to be charged to the client) can be overridden here

Connections view

To learn about the connections view, click here