Generic rooms held, and bulk emailing a Provider
Generic Rooms held
In the Tour | Suppliers | Accommodation tab you may have the following view:
What is a generic room?
A "Generic" room is an accommodation provider's standard room type, such as Double Room, Single Room, Bunk Room etc. A generic room type is very different to the specific room type offered at each Provider, which may be labelled very "specifically", such as Pine Cottage, Executive Studio, Nanny's room, Queen room w Ensuite, etc.
- Generic rooms are set up on the Main Menu | Settings | Provider | Accommodation type
- Specific room types are set up on the Main Menu | Provider | Product tab
What is this "Generic Rooms held" view on a tour for?
Odyssey clients have different business models. Some of our clients have Providers who will take bulk room reservation bookings ahead of time in order to secure rooms, and a good rate.
For example, our Odyssey client may be an organised tour business who, at the beginning of the season, sends bulk email requests Providers to hold ten rooms to accommodate the tour.
Then closer to the tour date, If the number of rooms required for each tour changes, the Odyssey client can send another email to the provider, from that tour, requesting a revised number of rooms, up or down.
Tip: If you don't see this block, and wish to use it, go to the Master | Details | Views, click the eyeball icon to turn on "Tour Rooms Required". Learn more about this here
The data entered in these fields is used to populate these bulk email communications with the Provider.
- Enter the number of Initial Rooms requested from the Provider
- this value may have already been populated from the "Room change message" field on the Master record.
- Find the settings for this on the Master | Details | Settings | tab
- this value may have already been populated from the "Room change message" field on the Master record.
- When /if the room number requirements change, enter the new number in the Number of Rooms field. (Note, this room count is a manual process for your reservations team, Odyssey does not calculate it). This number is then applied to every Provider on this Departure.
- Enter some text explaining the reason for the room number change, which you would like included in the email to the Provider
- Learn more about emailing Providers in bulk, here
- The merge tags used in email communications with the providers are:
- {{var:InitialRooms:""}}, {{var:RoomsNeeded:""}} {{var:RoomChangeMsg:""}},
For an example of what a pre-season bulk email template might look like, click here
To learn more about sending a bulk email to a Provider, click here