Room Operator Manual v2

Room Operator Manual v2
Room Operator
Manual
Room Operator Manual v2
March 14
Contents
Main Menu .............................................................................................................................................................................. 6
Reservations ............................................................................................................................................................................ 9
Search Contacts....................................................................................................................................................................... 9
Add Contact ............................................................................................................................................................................ 9
Availability ............................................................................................................................................................................. 10
Block/Unblock Range ............................................................................................................................................................ 11
Monthly Bookings ................................................................................................................................................................. 12
Booking Summary ................................................................................................................................................................. 13
Extras Summary .................................................................................................................................................................... 14
Payments............................................................................................................................................................................... 16
Payment Reconciliation ........................................................................................................................................................ 17
Business Details..................................................................................................................................................................... 18
Property Details .................................................................................................................................................................... 22
Rooms and Rates................................................................................................................................................................... 23
Rooms and Rates................................................................................................................................................................... 24
Add a New Room .............................................................................................................................................................. 24
Edit Daily Rates ................................................................................................................................................................. 28
Cancellation, Indemnity Policy & Accreditation ................................................................................................................... 30
Upload Pictures and Images ................................................................................................................................................. 31
Staff Logons........................................................................................................................................................................... 31
State Holidays ....................................................................................................................................................................... 33
Booking Questions ................................................................................................................................................................ 34
Upgrade to Room Manager .................................................................................................................................................. 35
Online Booking Control ......................................................................................................................................................... 36
News, Events, Awards and Opening Hours ........................................................................................................................... 38
Property Details .................................................................................................................................................................... 39
Address ................................................................................................................................................................................. 41
Images ................................................................................................................................................................................... 43
ResOnline Fees ...................................................................................................................................................................... 44
Payment Options .................................................................................................................................................................. 45
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Booking Policies .................................................................................................................................................................... 46
Rooms and Rates................................................................................................................................................................... 47
Room Types....................................................................................................................................................................... 47
Rate Plans.......................................................................................................................................................................... 49
Distribution ........................................................................................................................................................................... 51
Specials.................................................................................................................................................................................. 52
Extras..................................................................................................................................................................................... 54
Promotions............................................................................................................................................................................ 56
Questions .............................................................................................................................................................................. 58
Booking Form ........................................................................................................................................................................ 60
Yearly Deals ........................................................................................................................................................................... 61
Single Rate Plane Update .................................................................................................................................................. 61
Bulk Update....................................................................................................................................................................... 62
Monthly Deals ....................................................................................................................................................................... 63
Support.................................................................................................................................................................................. 63
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Introduction
The Bookeasy Room Operator Console is now available to you as an upgrade of your existing Bookeasy Member Console.
Room Operator gives you practically all of the functionality of an expensive Property Management System (PMS)
without the fees.
This upgrade will allow you to manage your business in a more efficient manner, as mentioned above, Room Operator is
an upgrade of your existing Bookeasy Account, meaning that all the information currently stored in your Bookeasy
account, will still be there once the upgrade has taken place.
Not only is the Room Operator console easier to navigate, it also removes a lot of the irrelevant areas of Bookeasy that
accommodation providers don’t usually require, such as car hire, tours etc. leaving the remaining functionality to
resemble your day to day needs.
Upgrade
To upgrade your Bookeasy console to Room Operator, kindly follow the steps below;
1. Click on the Room Operator Upgrade button in the top right hand corner of your Bookeasy Member Console
2. Once done, the below Pop Up box will appear;
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3. Click Upgrade Now to upgrade your Bookeasy Member Console the Room Operator.
The system will now complete the upgrade itself, once done, you will see a Welcome to Room Operator Pop Up appear,
simply click Start using Room Operator to continue through to your new, upgraded console.
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Welcome to Room Operator
Main Menu
Above is the Main Menu of your Room Operator console, this is the screen you will see, each time you login.
1. Reservations Calendar - The reservations calendar is where you can view an expanded version of the Fortnight at a
Glance Calendar.
2. Online Distribution - This link will take you to the Online Distribution section of Room Operator. Here you can connect
your Room Operator rates and availability to Australia's, and the world’s top online travel agents (OTA's). You can also
access the booking button functionality for your website and many other features to help sell your rooms. See Online
Distribution - Home for more details.
3. New Online Bookings - When you receive a new booking from a Bookeasy Visitor Centre it will be displayed here. You
can click on the booking and view the details as well as allocate them to an individual room. For more information see
"New Online Bookings"
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4. Arrivals - If a guest is arriving today, then their name will show here. You can click on their name to view their details.
5. Departures - Any guests departing today will show here. You can click on their name to view their details.
6. View Full Report - Clicking on this link will take you to the relevant report interface so you can view all the details.
7. This Fortnight at a Glance - This is a snapshot of your reservation calendar for the next 14 days. You will notice that
today is highlighted in yellow. For a better view and day to day work you should go to the "Reservation Calendar" link in
the top menu.
8. Daily Management – This area consists of;
Rooms and Rates (aka List of Units/Rooms and Rates)
Reservations – this will take you to your Reservations Calendar, so is an alternative to #1 above.
Reports – Will take you to your Monthly Bookings Report
9. Marketing Tools – This area consists of;
Questions – Questions added here will display on your booking from when a guest makes a reservation.
Distribution – Will direct you to the Bookeasy Distribution Network Page
Availability – Will take you to your Availability screen.
10. Setup – This area consists of;
Operator Details – This is the same operator details page as the Bookeasy Member console so should already be filled in.
11. Support – This area consists of;
Support –
Video Tutorials –
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Reservations Calendar
1. Display – By default, your reservations calendar will display bookings only, should you wish to view Quotes you
must select Quotes from the Display drop down box.
2. Search – Allows you to search for a particular reservation using either Guest Name, Booking Number, Agent
Voucher or Booking Question
3. Room – Gives you the ability to have your calendar display bookings from all room types, or just one in
particular
4. Date Range – This field allows you to choose which month you would like the Calendar to display. Should you
require a search that goes over more than one month, simply click on the black arrows to change date format
5. Bookings With – You can search for either bookings already Allocated, or Unallocated by altering this field
6. Status – you can also search for bookings with a particular Status, for example, you could just search for all
Cancelled Bookings byu selecting Cancelled from the Status field.
7. Display As - Gives you the option of either displaying the Reservations Calendar as Bookings (displayed above) or
a Text List which will instead list all reservations down the page, in order of arrival date.
8. Search – Click to search
9. Rooms – Are listed down the left hand side
10. Clean - This page allows you to set the current status of your room. Your reservation calendar will then display a
visual indication of the room status.
11. Dates – Are displayed along the top of the grid
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12. Month – The currently viewed month will display at the top of the page, you can click on Previous Month or
Next Month to navigate, or you can simply use the Date Range field in your Search Options instead (#4)
13. Booking – Your reservations will be displayed within the grid, simply hover over them to bring up a summary
box that allows you to see more details of the reservation. To open the reservation completely, click instead of
hover.
Reservations
This will direct you to the Reservations Calendar, however is defaulted to Text View, instead of Calendar View which is
shown in the above screenshot. Navigation in this area is the same as the above instructions for the Reservation
Calendar.
Search Contacts
Contacts relates to any guest or agent that has been added into the system and acts much like a Guest Profile for each.
Viewing a particular guest’s Booking History is also available from this area. To search all contacts (Guests and Agents),
please be sure to tick the View All box to the left of Search, if you just want to view Agents, please tick the Agents box.
Add Contact
This is where you can add a Guest or Agent Profile to the system which can then be located via the Search Contacts
section.
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Availability
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Date Range - This field allows you to choose which month and year you would like the Calendar to display.
Refresh Dates – Click here after using the Date Range fields to refresh the page to that date you selected
Dates – are displayed along the top of the grid
Rooms – are displayed down the left hand side of the grid
Close Out – Shows the number of rooms that have been manually closed out by the operator. This may be due
to a number of reasons that require a room to be removed from the availability pool.
Bookings – Shows the number of reservations for that particular room on any given day
Available – Equals total number of rooms, minus Close Out and Bookings ie the number of rooms you currently
have available.
Next Month – Use these to toggle between next and previous months on the Calendar
Previous Dates – Note that past dates will display as per the black hatched squares above (before the 19th
September) to view past dates availability, click here.
Save Changes – Be sure to click on Save Changes after making any amendments to this area.
Helpful Hints – Should you forget what each (Close Out, Bookings, Available) means, see here.
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Block/Unblock Range
1. Block Out - (if this box is ticked the range of dates will be blocked out (made unavailable) ; if unticked the range
will be cleared (i.e. made available)
2. Start Date – Enter the date in which you would like to start closing or opening availability
3. End Date – Select the final date for closing/opening availability
4. Room – Select either a particular room or ALL rooms
5. Number of Rooms – Enter the number of rooms you wish to close out or open
6. Save – Remember to Save your changes once done
Note: Changes here will reflect on your Availability screen
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Reports
Monthly Bookings
Search Options
1. Date Range - This field allows you to choose which month and year you would like the Report to display.
2. Perform Search – Click here once you have selected the Month/Year which you would like the report to display
Summary of Amounts Payable for (Month/Year Selected)
3.
4.
5.
6.
7.
8.
9.
10.
11.
No. Bookings – Will display the number of reservations over the Date Range selected in step 1
Nights Occupied - Will display the number of nights occupied over the Date Range selected in step 1
No. Persons - Will display the number of guests staying over the Date Range selected in step 1
Avg. Cost Per Room – Shows the average cost for rooms booked over the Date Range selected in step 1
Avg. Cost Per Person – Shows the average cost for each person staying over the Date Range selected in step 1
Revenue – Will display the total revenue made over the Date Range selected in step 1
Commission – Is only required for those using the Room Manager Property Management System, please ignore
Monthly Fee – Is only required for those using the Room Manager Property Management System, please ignore
Amount Payable - – Is only required for those using the Room Manager Property Management System, please
ignore
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Itemised Amounts Payable for (Month/Year selected)
12. Booking Number – Shows the booking number of the reservation, this is clickable and will open the Booking
Screen
13. Booking Date – Displays the date the booking was made
14. Arrival Date – Displays the booking’s arrival date
15. Departure Date - Displays the booking’s departure date
16. Nights Occupied – The number of nights occupied by this reservation
17. No. Persons – The number of guests on the reservation
18. Avg. Cost Per Room – Shows the average cost for rooms booked over the Date Range selected in step 1
19. Avg. Cost Per Person – Shows the average cost for each person staying over the Date Range selected in step 1
20. Revenue - Will display the total revenue made over the Date Range selected in step 1
21. Commission - Is only required for those using the Room Manager Property Management System, please ignore
Booking Summary
The Booking Summary report is much like the Monthly Bookings report except that you have more parameters to
narrow your search by, including Product (Room Type), Booking Date, Arrival Date and Departure Date.
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Extras Summary
Search Options
1. Product – Default search is for All Extras, however to search for a particular product simply select it form this
dropdown box.
2. Booking Date – Enter the Booking Dates you wish to narrow your search by
3. Arrival Date – Enter the Arrival Dates you wish to narrow your search by
4. Departure Date - Enter the Departure Dates you wish to narrow your search by
5. Perform Search –Click here to view results below
Summary of Amounts Payable for (Month/Year Selected)
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Extra Name - Will display the name of the Extra
No. Bookings – Will display the number of reservations that booked this Extra over the Date Range specified
Nights Occupied – Will display the number of nights occupied over the Date Range specified
No. Persons - Will display the number of guests staying over the Date Range specified
Avg. Cost Per Room – Shows the average cost for rooms booked over the Date Range specified
Avg. Cost Per Person – Shows the average cost for each person staying over the Date Range specified
Revenue – Will display the total revenue made over the Date Range specified
Commission – Is only required for those using the Room Manager Property Management System, please ignore
Total of Bookings (%) –
Total of Revenue (%) –
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Itemised Amounts Payable for (Month/Year selected)
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
Booking # - Displays the booking number associated with the Extra
Booking Date – Displays the date the booking was made
Extra Name – Displays the name of the Extra
Arrival Date – Displays the reservation’s Arrival Date
Departure Date – Displays the reservation’s Departure Date
Nights Occupied – Displays the number of nights occupied over the Date Range specified
No. Persons – Displays the number of guests staying over the Date Range specified
Avg. Cost Per Room – Shows the average cost for rooms booked over the Date Range specified
Average Cost Per Person – Shows the average cost for each person staying over the Date Range specified
Revenue – Will display the total revenue made over the Date Range specified
Commission – Is only required for those using the Room Manager Property Management System, please ignore
Total of Bookings (%) –
Total of Revenue (%) –
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Accounts
Payments
1. Payment From and To Date – Enter the dates in which you would like to search payments
2. Payment Type – You can narrow down your search by specifying a Payment Type using this drop down field
3. Reconciled Start and To Date – You can again narrow down your search by specifying a Reconciled Date, see
Payment Reconciliation for further details
4. Search – Click here once you have entered your parameters to commence the search
5. Payment # - Displays the Payment Number for the corresponding payment
6. Payment Date – Shows the date the payment was made
7. Recon Date – Shows the date the payment was reconciled
8. Payment By – Displays who made the payment ie – Online, Staff Member etc.
9. Room Name – Shows the Room Type that was booked
10. Client Name – Displays the name of the guest
11. Description – Is only required for Visitor Centers wishing to add a note to a payment, please ignore
12. Payment Type – Shows which method was used to make payment
13. Itinerary/Booking Number – Displays the itinerary and the booking number of the reservation, this is clickable
and will open the Booking Screen
14. Amount – Shows the amount that was paid
15. Totals Summary – Provides a summary of Payments for the date range selected in Step 1
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16. Total Payments – Displays the Total of all Payments for the date range selected in Step 1
Payment Reconciliation
1. Payment Date From and To & Search – Enter the dates that you would like to see payments made and click
on Search to display results
2. Payment # - Displays the Payment Number for the corresponding payment
3. Payment Date/Time – Shows the time and date of the payment
4. Payment By - Displays who made the payment ie – Online, Staff Member etc.
5. Client Name – Shows the Guest Name that relates to the payment
6. Description – Shows the name of your property
7. Payment Type - Shows which method was used to make payment
8. Receipt # - Is only required for Visitor Centers, please ignore
9. Itin/Sale# - Reflects the bookings’ Itinerary Number, this is clickable and will open the Booking Screen
10. Booking Number – Displays the Booking Number of the reservation
11. Amount – Shows the amount that has been paid
12. Action – Tick this box to reconcile the Payment. Once done, the reservation will remove itself from this list
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Setup
Business Details
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Customer ID – Displays your Bookeasy Customer ID, this is for internal use only so no need to memorise this
Surname – Managers Surname
First Name – Managers First Name
Business Name – Name of the Property
ABN – Enter your business’ ABN here
Email & Freecall – Enter the email address which you would like Bookeasy correspondence to go to and a
Freecall number if applicable
Email Notifications – Tick the box if you would like to receive emails upon full payment of a booking? If not,
leave un-ticked
Website – Enter your business’ web address
Phone, Faxno, Mobile – Enter your properties phone number, fax number and mobile, if applicable
Postal Address – Enter the address of your property
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11.
12.
13.
14.
Town – Enter the name of the town in which your property is located
Postcode – enter the Postcode for your property
Preferred Currency – Select your preferred currency from the dropdown menu supplied.
Local Taxes – Enter the name and the amount (%) of any local taxes that must be added to your daily rates if
applicable.
15. Locale – Select your Locale and Timezone from the dropdown boxes supplied.
16. Business Location – Enter the address details of your business in sentence format and click on Refresh Map
to display your location.
17. Accommodation Type – Select from the dropdown lists one or two types that best describe your property
18. Setting – Select up to two settings that can describe your properties surroundings
19. Location – Select a location closest to your properties’
20. Username – Here you can see the username for your account, Passwords are hidden but can be reset using
this field
21. Point Of Difference – Enter the Point of Difference for your property, this should be one sentence that sums
up the accommodation and experience you offer, this will display on Visitor Centers websites
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22. Directions from your Nearest Town – Enter instructions for Directions from your nearest town
23. Business Description – Here is where you can elaborate on your Point of Difference, this will display on
Visitor Centers websites
24. For Booking Centre Staff Only – Whatever is entered here will display on the Visitor Centers console when
looking at your property listing from within their internal system.
25. For Itinerary Only – Information entered here will display on booking confirmation sent from Visitor Centers
websites when a guest makes a reservation
26. Bank Name – Enter your Bank Name, these details will be used by the Visitor Centre to deposit funds when
running their returns
27. Bank Branch – The branch in which you opened your bank account
28. BSB number – Your BSB Number
29. Account Number – Your account number
30. Account Title – The name of the account
31. Account Code – Is for internal use only, please ignore
32. Include Extras in Agent Commission – Tick this box if you are happy to pay Agent’s commission for any Extra
they may book. If all Extras are offered at property level, please leave this box un-ticked
33. Limit Back-to-Back Bookings – Tick this box to prevent bookings being added to the cart where the
departure date of one is the same as the arrival date of the other.
34. Display Booking Questions in Manifest – Tick this box to include the guests’ answers to your booking
questions on the reservation manifest
35. Only Send Email When Fully Paid – If selected, the operator will only receive a confirmation email once the
booking is full paid.
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36. Cancellation and Indemnity Policy – Enter your Cancellation policy here and it will display on your
properties listing on the Visitor Centre website.
37. Star Rating – Enter your properties’ Star Rating
38. AAA Record Number – Enter your AAA Record number if applicable
39. Tourism Accreditation – Tick if you have a Tourism Accreditation
40. Toursim Accreditation Number – Enter your Tourism Accreditation Number here
41. TQual Accreditation – Tick if you a TQual Accreditation
42. TQual Accreditation Number – Enter your TQual Accreditation Number here
43. Save – Don’t forget to Save your Changes
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Property Details
1.
2.
3.
4.
5.
6.
7.
Tariffs Range From – Enter the Minimum and Maximum rates you offer for your accommodation
Tourism Accreditation – Tick box if applicable and enter your corresponding Accreditation Number
AAA Rating – Select your AAA Rating from the drop down list and enter your AAA Record Number
Internal Rating – Select your Internal Rating if applicable (self rating)
Tick this box if ALL your rooms do not take children
Tick this box if ALL your rooms do not take infants
Number of Rooms and Description – Enter the total number of rooms at your property and a descriptive
name for the style of accommodation on offer
8. Arrival and Departure Time – Enter your standard Arrival and Departure Time
9. Cancellation Policy/Terms and Conditions – This area should be populates with the information you
entered into the Business Details section – Step 32
10. Facilities – Select the facilities that apply to your property
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Rooms and Rates
1.
2.
3.
4.
5.
Room Name – Click on the Room Name to view the Edit Rooms and Rates screen
Rates – Click on Edit Daily Rates to view the Edit Daily Rates screen
Availability Links – Will display your current availability links between room types
Facilities – Here you can select facilities per room type
Edit | Delete – Click on Edit to view the Edit Rooms and Rates screen (alternative to Step 1)
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Rooms and Rates
Add a New Room
1. Hover over the Setup Menu and click on Rooms and Rates
2. Click on Add a New Room
You will then be redirected to the below screen;
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1. Room Type - Enter the name of the room type e.g. 1 Bedroom Apartment
2. Should this room type display for online bookings? – Only tick this box if you would like this particular room
type to be available to book through online channels.
3. How many actual rooms do you have? – Enter the number of rooms you have for this room type e.g. 14 x 1
bedroom Apartments
4. Room Names – Enter the names/numbers of each apartment, this is how you will tell them apart when
allocating via your Reservations Calendar
5. Room Configuration – Select the option that best describes that room type.
6. Link Availability – Tick this box if the availability for this room, must be linked to another. Once ticked, a drop
down box will appear that allows you to select the linked room
7. Maximum Number of Guests – Enter the maximum number of guests that can be accommodated in that room
type.
8. Maximum Number of Days – Enter the maximum number of days that can be booked at a time, fo example, use
this feature if you do not take reservations over 7 nights.
9. Description – Add a detailed description of the room type.
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1.
2.
3.
4.
5.
6.
Click on Add New Bedding Configuration
Bedding Types - Select the quantity of beds (of the type selected in Step 3)
Bedding Types - Select the type of bed
Bedding Description - Will drop in automatically, however this can be altered if required
Additional Cost – Add an any additional costs for that particular configuration
Per Night – Tick this box if the Additional Cost should be on a per night basis, leave un-ticked to charge only
once for entire stay
7. Default – This must be selected for one particular bedding configuration, for example, a 1 Bedroom
Apartment could come with a King as default, but may be split into twin share
8. Action – Click on Remove to remove that specific Bedding Configuration
Repeat steps 1-8 to add additional bedding types available to that room. See below for a completed example what a 2
Bedroom Apartment may consist of.
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1. Which type of rates setup will this room use? – Select either Seasonal or Daily, for ease of use we suggest
using Daily Rates
2. Number of Guests included in Daily Rates – Enter the number of guests included in your Daily Rate
3. Default Rate – Enter your Default (Rack) Rate
4. Nightly Charge per Extra Adult – Enter the nightly charge for any Adults above and beyond those included in
your Daily Rate (Step 2)
5. Nightly Charge per Extra Child - Enter the nightly charge for any Children above and beyond those included
in your Daily Rate (Step 2)
6. Last Minute Inclusion – Can only be used of you are a Gold Medal Operator, if you are unsure, please check
with your Mothership Visitor Information Centre. Tick this box to be included in your Visitor Information
Centers Hot Deals.
7. Do not allow infants (< 2 Years) – Tick this box if you do not allow infants at your property
8. Do not allow children (2-12) – Tick this box if you do not allow children at your property
9. Is a Bond Required? – To enable a Bond, your Booking Centre must have this option select in their console,
please reach out to them to check this setting.
10. Is this room bookable for Campaigns only? – Tick this box if this room is part of a campaign run by your
Visitor Centre
11. Campaigns able to book this room – Select the corresponding campaign from the drop down list
12. Save – Don’t forget to Save your changes once done
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Edit Daily Rates
1. Hover over the Setup Menu and click on Rooms and Rates
2. Click on Add a New Room
You will then be redirected to the below screen;
1. Month – Select the month you wish to view in the grid below
2. Add New Night Rate – Click here to Add a New Rate, once done, the below pop up box will appear. Fill in the
details and click on Create Rate to add it to your list of Rate Plans
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3. Change Room – Click this drop down list to switch between room types
4. Rate Lines – These are your rate plans, each rate plan must have a different nightly minimum
5. Rates – This is where your rates are displayed on a daily basis, should you need to amend your rates, click on
the rate itself and the below pop up box will appear; Enter the date range that you would like to amend,
enter the New Rate and the days in which it applies, remembering to Save Changes once done. You should
then see your Edit Daily Rates screen update
6. Stop Sells – The green ticks and red crosses depict your Stop Sells. A green tick means that o stop sell is in
place and the room is bookable. A red cross means that a stop sell is in place and the room cannot be
booked. To add or remove stop sells, click on the tick or cross itself and the below pop up box will appear;
Enter the date range that you would like to add or remove a stop sell and the days in which it applies,
remembering to Save Changes once done. You should then see your Edit Daily Rates screen update
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Cancellation, Indemnity Policy & Accreditation
All information on this screen will read from your Business Details section (see Business Details Steps 32-38)
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Upload Pictures and Images
1. Hover over Setup and click on Upload Pictures / Images
2. Click on Add Image so bring up the Browse button, click this to locate the image on your computer
3. Save Changes once done
You may upload as many images as you like onto this page. Modifications or additions can be made at any time.
Staff Logons
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Click Add New Staff Logon to setup an individual username and password for any member of your team. Once done, the
below screen will appear, fill out the details and Save your Changes to create a logon.
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State Holidays
1.
2.
3.
4.
5.
6.
7.
8.
9.
State – Select the relevant State from the dropdown list
Year – Select which year’s holidays you would like to view
Perform Search – Click on Perform Search to view your results
Name – Displays the name of the Holiday
Start Date – Shows the Date the Holiday starts
End Date – Shows the Date the Holiday ends
State – Displays the applicable State/s
Type – Shows the type of holiday
Add a new State Holiday – Click here to add a new Holiday, this will bring up the row at the bottom of the
above screenshot, here you can enter the name of the holiday, start date, end date, state, type.
10. Save Changes – Don’t forget to click Save Changes after making any amendments to this screen
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Booking Questions
1. Hover over the Setup Menu and click on Booking Questions
2. Click on Add a new set of Booking Questions to create a set of questions presented to the guest upon
booking, this will direct you to the below screen;
3. Already existing Booking Questions will be displayed here, where you can Edit or Archive
* Hover over any Question Mark to see an explanation of the field
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Upgrade to Room Manager
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Booking Centre Functions
Online Booking Control
Confirm your Booking Status
Gold Medal Operator - This means that you 100% guarantee your availability and rates and Booking Centre staff and
clients making a booking will not have to wait for confirmation from the Operator. Operators that guarantee their
availability will appear at the top of availability searches and be eligible to be part of the Last Minute Rates feature
(Accommodation operators only; excludes room types using Daily Rates). You have the option to revert to the conditions
of a 24 hour operator for bookings made the same day as arrival.
Gold Medal bookings will display in the Reservations screen of the Member Console and Staff Console as a RED booking,
or BLACK if the booking has been paid in full. Gold Medal Operators must keep their rates and availability100% up-todate
To become a Gold Medal operator (instantly confirmed), tick OPTION 1. This does not apply if the guest is booking on
the same day they are due to arrive. However, if you wish to also be instantly confirmed for same day arrivals/tours, tick
the second box as well.
*Bookings made for a Gold Medal operator beyond 365 days will revert to 24 Hour*
Advantages of being a Gold Medal operator include: you will appear at the top of the listing when a general search is
conducted (based on criteria selected), and you will be eligible to be part of the Last Minute Rates. All operators who are
Gold Medal will have the logo beside their name.
24 Hour Operator - This means that the Booking Centre staff should respond to the client to confirm their booking
within 24 hours of the booking being made. 24 hour bookings are unconfirmed and will display in the Reservations
screen of the Member Console and Staff Console as a BLUE booking.
Operators will need to click Confirm next to the booking if they wish to accept the booking. Alternatively, the staff from
the Booking Centre will contact the operator to request confirmation and confirm the booking from their end. Operators
with a 24hr confirmation period will listed below the gold medal operators in the Availability search listing.
If you wish to be a 24 Hour Operator, tick OPTION 2 and the Booking Centre staff will contact you to confirm availability
before a booking is confirmed. All operators who are 24 hour confirmation will have the logo beside their name.
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JOIN THE BOOKEASY BOOKING CENTRE NETWORK: By ticking this box, your inventory will distribute to
other Booking Centres around Australia that use the BookEasy software. The default commission for
bookings made via the BookEasy External Search is 15%, although Booking Centres may negotiate
different rates with you at the time of booking your product. Ask your Booking Centre or the BookEasy
team for more detail on External Searches in the BookEasy network.
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News, Events, Awards and Opening Hours
This screen allows the operator to display further information about their business on the webpage ie: tell customers
about any news or awards you may have won/been nominated for. If information is not entered for a particular section,
then that field will not be activated on your webpage.
Enter your Opening Hours in a sentence format.
Enter any Latest News/Awards/Special Events; this is an opportunity to market your business. For example, in the news
section you could let customers know that you have recently renovated your rooms or started a new tour.
Updating this section regularly to keep your page looking fresh! Press SAVE at the bottom of the screen to
record your changes.
Booking Centre Functions > View your Changes on website
Clicking here will open a new page showing you your listing on the Visitor Centers website.
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ONLINE DISTRIBUTION
Property Details
Most of the information in this area is controlled from your Room Operator console; the areas you need to
manage from this area are highlighted in RED below;
1. Property Name – Enter the name of your property, this information will be displayed online.
2. Accommodation Type – This field will already be populated with the Accommodation Type selected during
the sign up process. This information will not be displayed online. Should you need to change this field, kindly
contact Support
3. Star Rating & Type – These fields will already be populated with the details added during the sign up process.
This information will be displayed online. Should you need to change these fields, kindly contact Support
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4. Primary Email Address – Enter the email address that booking emails and general communication from
ResOnline are to be sent to. This information will not be displayed online.
5. Primary Phone – Enter the phone number for the property, this information will not be displayed online.
6. Primary Fax – Enter the fax number for the property, this information will not be displayed online.
7. Website Address – Enter the website address for the property, this information will not be displayed online.
8. Qty of Rooms – Enter the number of rooms that ResOnline will be managing for your property. This
information will not be displayed online.
9. Tax Type – Select the applicable Tax Type for the property, this information will not be displayed online.
10. ABN / Tax ID – Enter your ABN / Tax ID. This information will not be displayed online.
11. Property Management System – Should you already have a Property Management System, kindly contact
the company and advise that you want to link your ResOnline Channel Manager to your PMS. They will then
advise how to move forward. If you are using RMS or EzyRes as your PMS, please contact Support.
12. Property Features – Tick the boxes that describe the features available at the property. This information will
be displayed on your online booking form.
13. Contacts – Enter the contact details of both the General Manager and Reservations, this information will not
be displayed online.
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Address
Most of the information in this area is controlled from your Room Operator console; The areas you need to
manage from this area are highlighted in RED below;
1. Address – Enter the street address of the property, this information will be displayed online.
2. City / Location – Enter the City / Location of the property, this information will be displayed online.
3. State / Region – Enter the State / Region of the property, this information will be displayed online.
4. Postal / Zip Code – Enter the Postal / Zip Code of the property, this information will be displayed online.
5. Country – Select the Country where the property is located, this information will be displayed online.
6. Postal Address – If this address should be the same as the Street Address section, click on (Same as Above)
and this will automatically populate the fields below. If this address should be different to the Street Address
kindly enter postal details manually.
7. Geo-Location – Once the above address fields are complete, the map to the right should display your
properties location and automatically populate the Latitude and Longitude fields.
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8. Note - You can drag the marker on the map to correct the location if needed. We suggest you place the
marker closest to the entrance to your property. The map will be displayed online.
Descriptions
Some of the information in this area is controlled from your Room Operator console; The areas you need to
manage from this area are highlighted in RED below;
1. Property Description – Enter a description of the property, this information will be displayed online.
2. Business Facilities – Describe what business facilities your property offers, this information will not be
displayed online.
3. Car Parking Details – Describe the car parking that the property has available for guests to use; this
information will not be displayed online.
4. Check In Instructions – Enter information such as reception hours, after hours check in instructions etc. This
information will not be displayed online.
5. Travel Directions – Describe the directions guests should take from the nearest Town Centre, Airport,
Landmark or Motorway/Freeway etc.
6. Things To Do – Describe/List local attractions
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7. Children and Extra Guest Details – Explain the property’s Children and Extra Guest Conditions and
Procedures, this information will not be displayed online.
8. Save Changes – Don’t forget to Save Changes once done
Images
This section allows you to add an unlimited number of images to your account.
1. Add New Image – ‘Click Browse’ and select the image from your computer.
2. Tool Tip Text – (Optional) Enter the text that you would like to be displayed alongside the image.
3. To edit text - Simply click on the corresponding image, delete the text and replace with new text.
4. To delete an image - click on the image in question and click on delete
These images will also appear in the Rooms and Rates section of your account and can be attached to particular
Room Types (see Rooms and Rates for more info)
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ResOnline Fees
Select either Credit Card or Direct Debit and fill out the details, remembering to Save Changes once done
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Payment Options
Here you can customise where money collected from bookings placed on "your website" will be deposited.
1. Tick this box if you do not want guests to have to enter any credit card details to make a reservation via your
own website’s booking form
2. You can choose to collect payment manually - by receiving the credit card details and manually processing
them
3. You can choose to collect payment through ENETT
4. You can choose to collect payment through SecurePay
5. You can choose to collect payment through PayPal.
6. Here you can select which credit cards you will accept.
7. In this section you can set any taxes or additional charges that will be applied to bookings booked online on
your website
8. This area allows you to enter any extra charges or taxes a guest might need to pay during the booking
process
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Booking Policies
1. Booking Policies – From the dropdown, select Percent, Dollars or Nights and enter the number that applies.
Enter your Deposit and Final Payment due dates.
2. Check In and Check Out Policies – Select your standard Check In and Check Out times for your guests.
3. Cancellations – Click Add to create a new cancellation rule.
4. Amendments – Click Add to create a new amendment rule.
5. Booking Conditions– This is a free text field where you can enter any message you wish your guest to adhere
to before confirming a reservation via your website
6. Save Changes – Don’t forget to Save your changes
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Rooms and Rates
Room types and rate plans created in your Setup > Rooms and Rates section of Room Operator, will automatically drop
into your Online Distribution Rooms and Rates section. Once they have dropped in, please use this area to enter finer
details regarding the room or rate plan only, these fields are highlighted in RED.
Room Types
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1. Room Types - Are listed on the Left with a Blue Bed next to each, indicating that it is a Room Type
2. Room Details > Name – Enter the name of the Room Type
>Availability Alerts – Selecting a number in this field will ensure the system automatically sends
you an Availability Alert email once the availability for that room reaches the number selected
3. Maximum Bedding Configuration – Select the bedding configuration for the room
4. Room Features – Tick all applicable features that are inclusive in this particular room type
5. Images for this Room – Tick the image you wish to display as a thumbnail on your website’s Booking Form
next to this particular room type
6. Save Changes – Please remember to save your Changes before leaving the Room and Rates section
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Rate Plans
As with your Room Types, the rate plans you created in your Room Operator console > Room and Rates > Edit Daily
Rates, will automatically add themselves to this Online Distribution Rooms and Rates section. Again, areas that do
require your attention in this section are highlighted in RED, all other auto update from Room Operator.
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1. Rate Plans - Are listed on the Left, with a yellow dot next to each, indicating that it is a Rate Plan
2. Rate Package ID – This is for internal use only; you will never need to reference this number.
3. Name – The name of this Rate Plan
4. Description – Displays a description of the rate plan that the guest will be able to view on your website when
making a reservation.
5. Standard Guests included in Price – Displays the number of guests included in your Daily Rates
6. Maximum Guest Allowed – Displays the maximum number of guests allowed to stay in the room.
7. Extra Adult Charge – The amount you charge per extra adult, only applies if your Maximum Number of Guests
is greater than your Standard Number of Guests.
8. Extra Child Charge – The amount you charge per extra child, only applies if your Maximum Number of Guests
is greater than your Standard Number of Guests.
9. Standard Rate – Enter your standard Daily Rate, note that this does not feed out or display anywhere else so
don’t worry about this field too much.
10. Images – Tick the image you would like to be displayed next to this particular Rate Plan on the Booking Form
on your website, SEE BELOW for an example of where this is displayed
11. Save Changes - Please remember to save your Changes before leaving the Room and Rates section
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Distribution
The Distribution Screen will show you a full list of all of the Last Minute Websites that are available for you to connect
to. Once you have signed up with the channels you wish to use, if you haven’t already done so, simply click ‘Connect’
enter your username and password and click on Fetch Rooms. Once ResOnline has finished importing your rooms and
rates from that channel, you will need to map them to the matching Rate Plan you have loaded in ResOnline.
Always remember to save your changes!
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Specials
The specials interface allows you to create specials around your existing rates.
You can be as creative as you wish with options to include or exclude dates the special is valid for along with setting the
bookable dates. Any specials you create here will be available on your own Website if you are using the booking button
as well as being displayed on Roamfree if you have set this channel to "active".
1. Click ‘Add a new Special’
2. What Type of Special - Select what type of Special you would like to offer
- Percent Discount – Reduces your rates by the specified percent
- Dollar Discount – Reduces your rates by the specified dollar amount
- Stay Pay Deals – where a guest can stay for (e.g.) 4 nights but pay for 3
- Package Deals – Where you can include things like dinners, breakfasts, tours etc.
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3. Based on Rate Package – Select the rate plan from the dropdown list that you would like this special to pull its
availability from.
4. Short Description - Enter a Short Description of your Special
5. Long Description - Elaborate on your short description in the Long Description Field
6. This Special can only be Unlocked by a Promotion Code – Should you decide that you want your special to appear
only after a guest enters a promotion code on your booking form, please check this box. The system will then ask you to
select the Promotional Code that you want to attach to this special.
7. Deal: If a guest stays for – Enter the values of the special, note this section only applies to Stay Pay Deals.
8. Is this repeatable? – Check this box if you would like your stay pay deal to apply to bookings containing more nights
9. Valid For – Here is where you can setup validity dates for the special, kindly note that this field refers to Travel Dates
10. Days of the Week available for – Select the days of the week you want this special to be available for.
11. Excluding These Dates – Enter any date ranges that you do not want the special to be available for that fall within
your Valid Dates period.
12. Booking Date Restrictions – Enter any date restrictions that you do not want to receive bookings for this special on.
Kindly note that these restrictions are in relation to booking date, so should you set this to Feb, the special will not
appear as available if the guest is making the booking in Feb
13. Last Minute or Advanced Purchase Restrictions – Selecting Yes will prompt the system to display - Must be booked –
then you select either at least or greater from the drop down box – enter the number of days – days before arrival.
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Extras
Booking extras are a great feature that will allow you to sell extra products or services to your guests when they are
making a booking. You could offer services such as airport transfers, daily breakfast or tours etc. The extras feature has
been designed to allow you great flexibility in how you wish to sell your products.
The options include…
· Per Booking Extra – ie: Bottle of wine on arrival
· Per Night Extra – ie: Fold up bed
· Per Person Extra – ie: Breakfast daily
· Per Quantity Extra – ie: Dinner Vouchers
1. Add a new Booking Extra – Click here to add a new Extra
2. What type of Booking Extra? – Select the type of Booking Extra you are offering;
- Per Booking – will apply the Extra Cost once per booking
- Per Night – will apply the Extra cost per night booked
- Per Person – will apply the Extra Cost per guest booked
- Per Quantity – will apply the Extra per number specified by guest on your Booking Form
3. Short Description – Enter a short description of the Extra being offered.
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4. Long Description – Elaborate on the details of the Extra you are offering.
5. Amount – Enter the dollar amount that you want the system to pply to the guests booking once Extra has been
selected.
6. Only for these Rate Plans – Should the Extra be available for certain rate plans only, please select them here.
7. Only for the Room Types – Should the Extra only apply to particular Room Types, please select them here.
Extras will display on your Booking Form on your website, as per the below; Should the guest like to add an Extra to their
reservation, they simply check the box next to the desired Extra, chose the quantity and the cost will be added to their
reservation. Please note that any Extras booked, will display on the email confirmation sent to both yourself and the
guest.
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Promotions
The promotional code interface allows you to setup a discount to offer your guests when they enter a valid code into the
booking form.
Once a guest enters in a valid promotional code, the discount will be applied and the particular rate plans highlighted.
The discount will then flow through to the booking page and e-mail correspondence sent to you and your guest.
A promotional code can be valid for all rates and specials or just the ones you choose.
There are many ways you can use Promotional Codes to increase sales from your website.
You can…
•Create an e-mail campaign and motivate guests to book by providing them with a code to receive a discount
•Create a code so that your corporate clients receive their special discount
•Create a "Past Guest" promotional code and provide to each guest as they check out
•Provide to a travel agent so that they take their commission and only pay you the net amount at the time of booking.
•Add special links to your website that automatically add the promotional code to the booking form when clicked.
Tip: If you want a promotional code to be valid for a specific period, create a special first and then attach the code to
that special.
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1. Click "Add a new promotion"
2. Of Copy this promotion, to copy an existing promotion.
3. Enter the promotional code. This is the code the guest will need to enter on the booking form, see below. It is not
case sensitive; however for the discount to apply your guest must enter the exact code.
4. Add a description. This will appear on the e-mail correspondence and payment confirmation page.
5. Enter the type of promotion. It can be either a percent or dollar discount.
6. Enter the amount.
7. A promotion can apply to all rate packages or specific rate packages. Tick this box if the promotion is to apply to all
rate packages.
8. If the tick box in point 7 above is not ticked, then you will see a drop down list of all your rate packages. You can then
choose which ones the promotion is to apply to.
9. A promotion can apply to all specials or specific specials. Tick this box if the promotion is to apply to all specials
packages.
10. If the tick box in point 9 above is not ticked, then you will see a drop down list of all your specials. You can then
choose which ones the promotion is to apply to.
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Questions
The booking questions feature allows you to add particular questions to your website that guests will answer during
their booking process.
Question Types
The booking questions module provides a lot of flexibility. You can ask….
A Yes / No question. Example, “Would you like a non smoking room”
A Text question. Example “Please let us know if you have any specific dietary requirements” Your guests can enter,
in a text box, their specific requirements
A Multiple Choice question. Example, “How did you hear about us” and then provide a choice of answers such as
“Newspaper” “Google” “Friend” etc.
You can also enter an alert only. This is where you would like to add specific information to for the guest. Example,
“Don’t forget to bring sunscreen and a towel”
Is the question compulsory?
Once you have created your question you can choose if it is compulsory that the guest answers.
Is the question for a specific room?
You can also ask specific questions for a room type. For example, if you have a room that has a king zip bed in it,
you can ask if the guest would like a king bed or two single beds.
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Booking questions will appear on the page where the Guest is asked for their details.
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Booking Form
To implement this technology on your own website and allow for commission free bookings to be made, please direct
your web developer to the Booking Button section for your ResOnline account, alternatively, please contact the support
team here at ResOnline who can supply you a quote for this work to be done.
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Yearly Deals
Single Rate Plane Update
Once you have completed Setup, head over to Yearly Deals, next to Rate Plan, there is a drop down box, click on the
arrow and select one of your Room Types (do not select a channel, this is optional). A Calendar should appear with 5
Tabs at the top; Availability, Rates, Stop Sell, Min Nights & Inclusions. This will always be set on Availability when first
opened.
All of the data that has been entered during the Setup process should have dropped in automatically to your calendar.
Select each tab and ensure that the data has moved across correctly.
See below for an example of the Availability View, see following page for an example of the Rates View
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From here you can change Rates and Minimum Nights as well as adding or removing Stop Sells and Inclusions. To do this,
select the corresponding tab e.g. Rates, click on a specific date to select or click and drag to select a entire date range.
Your selection will appear in Blue
To change the rate for your selected dates, enter the new rate into the ‘Change Rate To’ field and click Save.
Your selection will have updated to your new rate, in the above example, $199
To clear your selection, click in Clear Dates.
Bulk Update
From the dropdown Menu, select what you would like to update, whether it be Availability, Rates etc.
Select a room type
Select Dates
Select Method – (Set To, Increase By, Decrease By)
Input Number and Save
NOTE – Availability must be controlled via your Room Operator console, should you try to amend availability from Yearly
Deals an error message will be received, advising you to take action in Room Operator instead
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Monthly Deals
Select the filter (Rates, Min Nights or Stop Sell)
Select the Month
The section operates much the same as the Yearly Deals section, the only difference is that you are viewing one month
at a time instead of the entire year.
From here you can change Rates and Minimum Nights as well as adding or removing Stop Sells.
NOTE – Availability must be controlled via your Room Operator console, should you try to amend availability from Yearly
Deals an error message will be received, advising you to take action in Room Operator instead
Support
Should you require any further assistance while using ResOnline, please refer to the Support section which can be found
on the Home Page. Here you will have access to a full knowledge base and video tutorials to help guide you, step by
step, through the ResOnline system.
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