TABLE OF CONTENTS

TABLE OF CONTENTS
TABLE OF CONTENTS
LOGGING INTO THE SECURE-RES RESERVATION
SYSTEM
Page 2
Accessing Your Account
Vizergy Client Login
EDIT SETTINGS
Page 3
Setting Up Your Property Information
Page 37
Disclaimer / Terms
Cancellation Policies
Online Cancellations
Additional Options
Selecting the Secure-Res Reservation System
Page 41
Integration Links
Language Translations
ROI/Ad Tracking
RESERVATION REVIEW
Page 44
Page 3
Property Information
Reservations Management
Basic Information
Customizations
Fees
Rooms
Travel Agents
New Reservations
Search Reservations
Cancelling a Reservation
Page 7
Reservation Modules
Page 25
Promotional Tools
Low Inventory Messages
Rate Display Order
Step Promotions
Setting Up Your Email Messages
Courtesy Email
Email Harvesting
Email Templates
Property Email Information
Reservation Email
800-201-1949
RATE ADMINISTRATOR
Page 47
Setting Up Your Rates and Seasons
Corporate Negotiated Rates
Discount Rates/Promos
Dynamic Packaging
Group Rates
Package Rates
Retail
Vizergy Customer Support
Reservation Terms
Setting Rates
View/Print Rates/Inventory/Minimums
Edit Current Data
Edit by Room Type Without Seeing Current
Data
Setting Package Rates
REPORTS REVIEW
Producing Reports
Page 32
Summary Reports
Ad Tracking
Look /Book Report
Dynamic Packaging
Custom Report Generator
Travel Agents Reports
Scheduled Reports
Denials Report
[email protected]
Page 51
LOGGING INTO THE SECURE-RES RESERVATION SYSTEM
Accessing all of your Vizergy provided services is easy and available to you anywhere that you might have internet
access. You have one password to access everything from your reservations systems, form submissions, website page
management, email marketing, Social Mentions, and many more useful tools. You will simply login to our Vizergy Client
Login portal site. You can find a login link at the top right corner of the Vizergy.com website. If you do not have a login,
you can ask someone at your property that does have a login to add you as a User. If no one at your property has a login,
please contact Vizergy Customer Support at 904-389-1130 x0 to request a login, or you may request one from your
Vizergy Account Executive.
After logging in to Vizergy Client Login you will select the Reservation Systems navigation tab, and then you will select
the Secure-Res Website Reservation System link.
If you forget your password for the Vizergy Client Login, you can reset it by going to the Vizergy Client Login screen and
selecting the “Forgot Your Password” link. A new password will be sent to your email address. If you do not receive it,
please check your Spam Folder to ensure that it wasn’t marked as a Spam email.
Adding a new user or changing your password can be done in the My Account section in the top right hand corner of the
home page..
Now that you know how to access your Secure-Res Reservation System, let’s take a look inside and review all of the
tools available to you.
After selecting the Secure-Res Reservation System link, you will see the Database Home page. This page offers you
navigation to other areas of the booking engine. You will also see your Revenue at a Glance summary report. This is a
quick look at the Month to Date and Year to Date revenue numbers.
You will see some Helpful Hints to help you increase your revenue. You also will see System
Updates to learn more about any recent or past changes to the booking engine. Our developers are
always evaluating your requests for enhancements, and are adding features and improvements that our clients ask for.
Don’t forget to sign up for an upcoming training session if you have not yet attended a Secure Res Booking
Engine Introductory Training.
Vizergy Customer Support
800-201-1949
[email protected]
2
EDIT SETTING
GS
Prop
perty ■ Reserv
vation Module
es ■ Promotio
onal Tools ■ Email
E
Messag
ges ■ Reservvation Terms ■ Additional O
Options
all of the
Selecting the Edit Settings link will bring yo
ou into the Ed
dit Settings p
page. This pa
age contains n
navigation to a
setup
p areas of your booking en
ngine, with the
e exception of
o adding yourr rates. There
e is a lot of infformation to a
add here, but
you w
will notice tha
at each featurre is grouped into sections.
P
Property
R
Reservation Modules
P
Promotional Tools
E
Email messa
ages
R
Reservation Terms
A
Additional Options
O
You can
c navigate to any page
e in the Edit S
Settings
sectio
ons through the navigati on panel on the left, or a
as
listed
d on the centter of the pag
ge.
PRO
OPERTY
Basic Information ■ Custom
mization ■ Fees ■ Rooms ■ Travel Agen
nts
Bas
sic Informa
ation
Basic Infformation is a page that allows
a
you to edit
e property information w
which includess Property Na
ame,
Address, Phone Numb
ber and webs
site URL. The section at the
e bottom of th
he page unde
er the Other In
nformation
header is
s very importa
ant to set your lead time (how many dayys in advance
e that you require guests to
o book), as
well as yo
our tax rates, and other op
ptions.
In the Other Informattion section you
y will select your time zo ne. The nextt option is the
e Advanced R
Reservation
Time – sometimes ca
alled Lead Tiime. Here you will specify whether you accept Same
e Day reserva
ations, or if
you require that guests book a certain number of
o days in advvance. Please
e keep in mind
d that selectin
ng days in
advance may cause you to miss so
ome last minu
ute reservation
ns, so this is a choice that you will wantt to put some
thought in
nto before de
eciding what you
y want to re
equire.
Cutoff tim
me for same
e day booking
gs is only nee
eded if you se
elect Same D
Day as a lead time. The tim
me you select
here will be the cutoff time for acce
epting same day reservatio
ons. Please be
e careful whe
en selecting noon time.
This shou
uld display as
s 12PM and not
n 12AM. If you select 12A
AM you will acctually be forccing the syste
em to not
allow sam
me day reserv
vations, because 12AM is midnight, so e
essentially ass soon as it becomes a new
w day, your
cutoff com
mes into effec
ct.
Tax Rate
es allows you to set your Total
T
Room Ta
axes and you
ur Sales Tax. In the Room Tax field put the total of all
taxes tha
at are to be ap
pplied to each
h reservations
s as a percen tage. This w ill include yo
our Sales Tax
x. In the
Sales Tax field put only your Sales Tax. When th
he booking en
ngine calcula
ates the taxes it will pull from the Room
Tax field.. If additional items are add
ded at the point of sale (if yyou use Dyna
amic Packaging, or taxable
e fees) the
Sales Tax field will be used for the calculation. If
I you wish fo r taxes to be applied to yo
our package ra
ates, check
the Includ
de taxes for packages
p
option.
Promotio
on code is an
n optional item
m to turn on or
o off by seleccting No or Ye
es from the drropdown. Thiss option when
n
enabled will
w add an ad
dditional field to your guestt reservation fform. The folllowing field to
o customize tthe
promotio
on field, allow
ws you to sele
ect the text orr label next to
o the field, so you actually ccan use the fiield for any
purpose by changing the
t label.
Child Ag
ge is the age limit
l
that you consider a pe
erson to be a child. So if yo
our Child Age
e is 16, any ch
hild 16 years
or younge
er would be charged
c
at the
e child rate orr stay free if th
hat is your po
olicy. A person
n that is 17 orr older would
be consid
dered to be an adult and be charged ac
ccording to yo
our adult occu
upancy rules.
The last option
o
on this
s page is the Currency
C
Co
ode. You will n
need to selecct the currencyy that you acccept. This
selection will display your
y
rates in the correct currency for you
ur country.
Vizerrgy Customer Support
S
80
00-201-1949
[email protected]
3
PROPERTY
Basic Information ■ Customizations ■ Fees ■ Rooms ■ Travel Agents
Customizations
The Customizations page allows you to configure options for the following items;
Require Terms/Conditions Acceptance – This area allows you to require that your guests accept the terms
and conditions you specify in order to make a reservation.
Newsletter Opt in – You may select an option to display an email newsletter opt in, and whether or not the
newsletter opt in is checked by default
Package System Header – You can specify header text to appear on your Packages page.
Unit Type – Select what type of units you have at your property. Example: Rooms, Cabins, Villas, Suites,
Condos, or Houses.
Default Language – Select the default language that will be used for the booking engine.
Language Translation Status – This must be turned on if you wish to setup translations for your booking
engine.
Enable Corporate/Promotion Code Text Box on Check Availability Form – Check this box if you wish to
have a field added to your booking engine search box page for entering promotion or corporate password codes.
No Results/Rate Available Text – You can configure the message displayed when no results are found for a
search on the booking engine.
Reservation Form Custom Fields – You may add up to 5 additional fields to be added to your reservation form.
You can also mark which fields will be required to complete the reservation.
Fees
If your property has additional fees in addition to your taxes that may apply to any or all of your room types, you may
configure the fee as a currency amount. You will need to add a price, select the room or rooms that it applies to, and
whether or not any taxes apply. You will also set the frequency that the fee will be charged.
NOTE: Fees cannot be a percentage. Any fees that are a percentage of the room price should be added to the Total Tax
field on the Basic Information page.
Vizergy Customer Support
800-201-1949
[email protected]
4
PROPERTY
Basic Information ■ Customization ■ Fees ■ Rooms ■ Travel Agents
Rooms
Selecting the Rooms link in Edit Settings will bring you to the Room Admin page. On this page you can select a room to
edit, manage your photos, or change the priority (order) of the rooms list. You can also add a new room by selecting the
Add a new room link.
ADDING A ROOM – clicking the Add a new room link will open a new screen to add your room description, occupancy
rules and Smoking and Bedding options.
Smoking and Bedding
Options are provided for
you to specify the following
Smoking – select Yes to
specify that this is a
Smoking room.
Bedding – select Yes if
this room offers a choice
between a King bed or two
single beds. If this room
does not offer that option,
select No to turn it off.
Vizergy Customer Support
800-201-1949
[email protected]
5
PROPERTY
Basic Information ■ Customization ■ Fees ■ Rooms ■ Travel Agents
Your Adult Standard Occupancy should be the total adults allowed without incurring extra adult charges. Your
Child Standard Occupancy should be the total number of children allowed without incurring extra child charges.
Your Max Occupancy should be the total number of people (Adult and Children) allowed in the room. The Extra
Adult Charge and Extra Child Charge would be the amount charged for any number exceeding the Standard
Occupancy number.
Editing an Existing Room is easily done by clicking the Edit button on the Room Admin page. You will see the room
displayed just as it did when you were creating it, and all fields will be available for editing.
Room Photo Management – From the Room Admin page, select Room Photo Management.
Select the Room that you wish to upload
photos for from the drop down. Click the
Upload Photos link to add photos from your
computer.
The Uploading page will give you specifics
on the preferred width and file size.
You can drag and drop the photos to re-sort
the order of appearance.
To delete a photo, check the box on the left
and click the Delete Select Photos.
To save changes click the Update Photos
button.
To add or update photos for another room,
select the correct room from the dropdown
field to switch to another room.
ROOM SORT PRIORITY
From the Room Admin page you will see a
link for Change Priority. This area allows
you to change the order that the rooms
appear in searches. So if you wish to
highlight a particular room you can change it
to be listed at the top, or make other changes to your list order.
Travel Agents
You may opt to allow or disallow Travel Agents from using your booking engine to place reservations for their clients. If
you opt to allow it, you will want to add a message for Travel Agents so that they know what to expect from you in regard
to commission, or any other information that you wish to add. The Travel Agent Administration page will offer you the
ability to allow travel agents or not, and to add a Value Message to agents who use your system.
If you allow travel agents to use the booking engine to place reservations, you may run a report in the Reports Review
section to view all travel agent reservations. This will allow you to pay commissions as needed.
Vizergy Customer Support
800-201-1949
[email protected]
6
RESERVATION MODULES
Corp Negotiated Rate ■ Disc. Rates / Promo ■ Dynamic Packaging ■ Groups ■ Packages ■ Retail
Your Reservation Modules allow additional features that expand the rate types that you can offer your guests. The
Corporate Negotiate Rate, Dynamic Packaging, Groups, and Packages modules are optional and can be added to
your booking engine. Please contact Vizergy Customer Support to inquire about adding these powerful modules.
Corporate Negotiated Rate
The Corporate Negotiated Rate module allows you to infinitely expand your booking engine options to include the
following;
Password Protected Rates – this allows you to offer rates with a promo code, or offer rates to a private group of
guests who you have negotiated a special rate with that is accessed via a unique password.
Rate Tiers – You may create stand alone rate tiers that can have separate rates and / or inventory that are not
connected to your other rates. This would allow you to always offer rates to anyone with the password even if
your other rates are closed out or discounted. You may also mix and match rates and inventory from other rate
tiers – for example, you might offer a discounted rate that offers a special rate to a specific corporate group, but
will pull the inventory from your retail, so that if you close out your retail rates, this rate would also be closed out.
The options are endless and allow you to configure your rates however you need them to be offered. With no limit
on rate tiers you can create simple to complex offerings.
Expanded Discount Promo Rates – Your Secure-Res booking engine comes with a limit of two promotional rate
plans. When you add the Corporate Negotiated Rate Module, the limit is removed and you can have an unlimited
number of Discount Promotional Rates.
SETTING UP A CORPORATE RATE PLAN
When creating a Corporate Rate, or other password protected rate, you will need to decide how you want to configure
your rate offering. If you only want to pull rates and inventory from your existing retail rate, or any other previously created
rate tier, you will only need to setup the rate plan.
CREATING A NEW RATE TIER
If you wish to create a new rate tier you will need to contact Vizergy Customer Support to add a new rate tier to your
booking engine for you. You may call the number at the bottom of this page, or you may simply send an email to
[email protected] to request the new rate tier. If sending an email please provide the following information.
Name of the Property
Booking Engine number (if you know it)
Whether the Rate Tier you are requesting will need to be password protected (corporate tier), or whether it will be
used publicly with no password (promotional tier).
The name you would like to call the new rate tier. This would be for your eyes only – and not be visible to your
guests.
Your rate tier will be created and a confirmation email will be sent to let you know that your new rate tier is ready for use.
If you call us, we generally will do it for you while we have you on the phone. Please have the above information ready for
us to create the tier.
BUILDING A RATE PLAN
In Edit Settings you will select Corp Negotiated Rate from the Reservation Modules section of the navigation. On the
Rate Plan Management page you will see a small link to Add a corporate/negotiated rate plan. Select this link to begin
setting up your rate plan.
Now you will see the setup page for your new Corporate/Negotiated Rate Plan. Fill in all of the fields presented which
will include the following;
Vizergy Customer Support
800-201-1949
[email protected]
7
RESERVATION MODULES
Corp Negotiated Rate ■ Disc. Rates / Promo ■ Dynamic Packaging ■ Groups ■ Packages ■ Retail
Name – this is the name of the Rate Plan. This is the name that your guest will see when logging in with the
password that you supply to them. It should describe the promotion or the name of the company if this is a
corporate rate.
Password – this will be the password that your guest will enter to access this rate plan.
Require Credit Card – If this is checked your guest will be offered fields to add credit card information during the
reservation process. In the instance where other arrangements for payment have been made and guests will not
be paying directly, the box should be unchecked so that credit card information will not be gathered.
Discount Type – If the rate tier that will be used is going to offer the exact rate you wish to use your discount
amount would be 0 (zero) and discount type would not matter. If this rate plan will be configured to discount off of
an existing rate tier, then your discount type would be either a dollar off or percentage off. Select the appropriate
type.
Discount Amount – You will enter the amount (either percentage or dollar off, depending on what you selected
for the discount type). To ADD an increase instead of a discount, enter a minus (-) before the amount. The
booking engine will add that amount to the rate you select.
Booking Window – This area allows you to select the dates that you want to allow your guests to begin and end
making reservations. Even if the availability will be in the future, you can allow those future reservations to be
made in advance by configuring the booking window to start allowing the reservations to be booked.
Availability Window – These are the dates that the rates will be offered. Guests will be able to make
reservations for anytime during the start and end date in the time frame you set.
Advanced Booking – You may set a unique advance booking (lead time) for this rate plan. If you do not set a
specific advance booking time frame in this field, the booking engine will use whatever advance booking setting
you have created in your Basic Information page.
Minimum Length of Stay – You may set a number of nights that is required in order to book this rate. If you do
not set a minimum length of stay then your default settings will be used.
Default Cancellation Policy – You must select a default cancellation policy to be used with this rate plan. From
the drop down field, select an existing policy to assign to this rate plan. If you wish to use a new cancellation
policy for this rate, you will need to set up the cancellation policy before creating this rate plan. You will not be
able to save your rate plan without selecting a cancellation policy.
Short Rate Description – You will need to create a short rate description for your rate. You may use up to 50
characters for your description. This description will show next to the rate name on the booking engine when
guests view your rate. This is a required field.
Rate Terms – This is a required field that allows you to specify custom rate terms for this rate.
Show Low Inventory Remaining Message - You can select a number that is a threshold that will cause the
number of remaining rooms available at this rate to display once that threshold is met. This feature helps your
guests determine whether they need to put in the reservation soon if there are a limited number of rooms left that
are available. If you wish to disable this feature, simply select NO to turn it off.
Select the Add button at the bottom of the form. After completing the above information, you will then select the rate tier
and inventory tier that you wish to use for this rate plan. You will be asked to choose a rate tier to use, select the rate tier
you wish to use, and click the Proceed button.
Vizergy Customer Support
800-201-1949
[email protected]
8
RESERVATION MODULES
Corp Negotiated Rate ■ Disc. Rates / Promo ■ Dynamic Packaging ■ Groups ■ Packages ■ Retail
Next you will be asked which tier to use for your inventory, and click the Proceed button again. If you do not have
additional rate tiers added to your booking engine and only have your retail rate available this process will be skipped and
you will be moved directly to the next step.
On the next page you will select the rooms you wish to use for this rate. Selecting the Proceed button finishes your
selection process. Your rate plan is now completed, and you can now add rates to your rate tier on the Rate
Administrator page and your inventory tier, if needed. See the Rate Administration section for information on adding
rates and inventory.
VIEWING THE
CORPORATE/NEGOTIATED
RATE ON YOUR WEBSITE
Your Corporate Negotiated Rate
plan will be accessed via a
password on the main search
page of your booking engine, or
through your custom search box
on your website.
When logging in, your guests
who have a password will see
the rates you have enabled for
them. The password is entered in
the Corp/Promo Code field in
order to access the rates. If you
configured a minimum night stay
either in the rate plan, or in Rate
Administrator, your guest will
need to meet the minimum stay
requirement to view the rates.
This screenshot shows how a
rate might be displayed to your
guests who enter the pass code.
You can display the rate by itself,
with no other rates visible, or you
may allow other rates to display
along with them. You can also
control the order in which rates
types appear. All of these options
are controlled through your Rate
Display Order option, which is
found under Promotional Tools
in Edit Settings.
Vizergy Customer Support
800-201-1949
[email protected]
9
RESERVATION MODULES
Corp Negotiated Rate ■ Disc. Rates / Promo ■ Dynamic Packaging ■ Groups ■ Packages ■ Retail
Discounted Rates / Promotional Rates
Discount and Promotional rates are almost identical to the Corporate Negotiated Rate plan. However, without the addition
of the Corporate Negotiated Rate plan, the booking engine will only allow two (2) Discounted Rate Promotions.
Discount Rates or Promotional Rates do not require a password to access, however when setting up a promotional rate
you will add a promotion code even if you do not intend to require that your guests use a pass code. The promotion code
will give you the flexibility to configure a hidden promotion that is available only to guests who have the pass code. To
hide the promotion, you would hide the promotion in the hidden column in Rate Display Order. Entering the pass code
would allow access to the hidden promotion.
SETTING UP A DISCOUNTED PROMOTIONAL RATE
When creating a Promotional Rate you will need to decide how you want to configure your rate offering. If you have the
Corporate Negotiated Rate module, you have the option to pull rates and inventory from your existing retail rate, or any
other previously created rate tier – or by requesting a new rate tier.
If you do not have the Corporate Negotiated Rate module, you will have the ability to discount rates off of your Retail rate.
In Edit Settings you will select Disc. Rates / Promo from the Reservation Modules section of the navigation.
On the Promotional Rate Plan Discounts page you will see any Promotional rates you have previously added. You will
also see a link to Add a new promotion / discounted rate plan. Clicking this link will bring you to the setup page.
Now you will see the Add New Promotion / Discounted Rate Plan page. Fill in all of the fields presented which will
include the following;
Add New Promotion / Discounted Rate Plan
>> STEP 1
Name – this is the name of the Promotion. This is the name that your guest will see when viewing this rate.
Promotion Code –the promotion is code required on this form; however will only be necessary to use if you opt
to hide the promotion from public view in Rate Display Order.
Require Credit Card – If this is checked your guest will be offered fields to add credit card information during the
reservation process. The box should be unchecked if a credit card is not required before booking this rate.
Discount Type – If the rate tier that will be used is going to offer the exact rate you wish to use, your discount
amount would be 0 (zero) and discount type would not matter. If this rate plan will be configured to discount off of
an existing rate tier, then your discount type would be either a dollar off or percentage off. Select the appropriate
type.
Discount Amount – You will enter the amount (either percentage or dollar off, depending on what you selected
for the discount type). To ADD and increase instead of a discount, enter a minus (-) before the amount. The
booking engine will add that amount to the rate you select.
Vizergy Customer Support
800-201-1949
[email protected]
10
RESERVATION MODULES
Corp Negotiated Rate ■ Disc. Rates / Promo ■ Dynamic Packaging ■ Groups ■ Packages ■ Retail
Booking Window – This area allows you to select the dates that you want to allow your guests to begin and end
making reservations. Even if the availability will be in the future, you can allow those future reservations to be
made in advance by configuring the booking window to start allowing the reservations to be booked.
Availability Window – These are the dates that the rates will be offered. Guests will be able to make
reservations for anytime during the start and end date in the time frame you set.
Advanced Booking – You may set a unique advance booking (lead time) for this rate plan. If you do not set a
specific advance booking time frame in this field, the booking engine will use whatever advance booking setting
you have created in your Basic Information page.
Minimum Length of Stay – You may set a number of nights that is required in order to book this rate. If you do
not set a minimum length of stay then your default settings will be used.
Default Cancellation Policy – You must select a cancellation policy to be used with this rate plan. From the
drop down field, select an existing policy to assign to this rate plan. If you wish to use a new cancellation policy
for this rate, you will need to set up the cancellation policy before creating this rate plan. You will not be able to
save your promotion without selecting a cancellation policy.
Short Rate Description – You will need to create a short rate description for your rate. You may use up to 50
characters for your description. This description will show next to the promotion name on the booking engine
when guests view your promotion. This is a required field.
Rate Description – When a guest clicks on the rate name in the booking engine, a pop up window will display
the description you enter here. This is your opportunity to fully describe this promotion and make it sound
attractive to your guest. This is a required field.
Rate Search Display – This is a quick and easy way to select which rates (if any) that you wish for this
promotion to display on the same page with. This will save the extra step of configuring this option in your Rate
Display Order settings.
Show Low Inventory Remaining Message - You can select a number that is a threshold that will cause the
number of remaining rooms available at this rate to display once that threshold is met. This feature helps your
guests determine whether they need to put in the reservation soon if there are a limited number of rooms left that
are available. If you wish to disable this feature, simply select NO to turn it off.
Select the Add button at the bottom of the form. After completing the above information, you will then select the
rate tier and inventory tier that you wish to use for this promotion.
You will be asked to choose a rate tier to use, select the
rate tier you wish to use, and click the Proceed button.
If you do not use the Corporate
Rate Module, the promotions you
create will only use your Retail
rate to discount from and these
steps will be skipped.
Vizergy Customer Support
800-201-1949
Next you will be asked which tier to use for your
inventory, and click the Proceed button again. If you do
not have additional rate tiers added to your booking
engine and only have your retail rate available this
process will be skipped and you will be moved directly to
the next step.
[email protected]
11
RESERVATION MODULES
Corp Negotiated Rate ■ Disc. Rates / Promo ■ Dynamic Packaging ■ Groups ■ Packages ■ Retail
DISCOUNT PROMOTIONS – STEP 2
Select Rooms to Use - On the next page you will select the rooms you wish to use for this rate. Selecting the Proceed
button finishes your selection process. Your promotion is now completed, and you can now add rates to your rate tier on
the Rate Administrator page and your inventory tier, if needed. If this promotion is based on your existing Retail
rates, you will not need to add rates or inventory. See the Rate Administration section for information on adding
rates and inventory.
Step Promotions – you may want to add Step Promotions to add additional features and functionality to your
promotional rate. See the section on Step Promotions for more information.
Vizergy Customer Support
800-201-1949
[email protected]
12
RESERVATION MODULES
Corp Negotiated Rate ■ Disc. Rates / Promo ■ Dynamic Packaging ■ Groups ■ Packages ■ Retail
Dynamic Packaging
The Dynamic Packaging module allows guests who are placing a Secure-Res reservation to select additional a la carte
items during the reservation process. The items are selected from a list offered after selecting a room and prior to the final
charge detail page.
You can create a list of items that are offered all of the time, which do not need a specific inventory to be managed, called
Static Items, or items that are available on a limited basis, called an Inventoried Item, or an item that is available only
on certain days, called a Fully Inventoried Item.
Static items will be offered to every guest who books, no matter when they book, as they are always available.
Inventoried items must be given an inventory and price on the Item Inventory calendar to enable an item to be offered. If
an item has a price and available inventory on the day the guest arrives, the item will be offered for selection.
Fully Inventoried items are offered at any point during the guests stay. For example if a holiday meal, basket of cookies,
or theater tickets are available on only certain days of the week or month, and the guest’s stay includes those days, the
item will be offered. In another example, if an item is offered on Wednesdays only, and the Guest arrives on Thursday
and leaves on Saturday the item will not be offered because the stay does not include a Wednesday. This allows the
hotel to manage items offered in accordance with their availability. As in the inventoried items, price and inventory must
be added to the inventory/rates calendar to enable the item for booking.
ADDING DYNAMIC PACKAGING ITEMS TO YOUR RESERVATIONS
Dynamic Packaging is found in Edit Settings, under the Reservations Modules section of the Navigation bar.
1. Select Dynamic Packaging from the Edit Settings page
2. Click Add a new product/Service
3. Give the product a name, price, tax (if applicable), short description, and extended description, which may include
an image.
4. Select the radio button to specify whether the item is Static, Inventoried or Fully Inventoried.
5. Set the minimum amount bookable and maximum bookable.
6. Enable the item by checking the Enable box.
7. Save your product by pressing the Add new product button.
ADDING INVENTORIES
Once your new item is added, you can add rates and inventory for inventoried items. It is not necessary to perform this
step if your item is created as a Static item that does not require an inventory.
1. Return to the Dynamic Packaging page
2. Click the inventory/rates link next to your new item
If all Days within a Range are priced the same and with the same inventory you can easily set the rate and inventory by
adding a rate and inventory amount to the Fields to Update fields. Then select the date range to quickly save the data to
all days within the selected range.
You can further restrict your entry by selecting the days of the week to apply your entries to. If you want to offer an item
on some days and not others, uncheck the days that the item is not available. See the examples below.
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If items are not uniformly available during a date range, you can instead edit the calendar fields manually to enter in the
price and allotment for each day individually.
SETTING PRICES/INVENTORIES THAT DIFFER FROM DAY TO DAY
You can manually add or adjust the prices and/or inventories in the fields on the calendar. Enter the information only on
the days you want that price and inventory to be available, you can leave days blank.
NOTE: The “P” signifies a price field, and an “A” signifies allotment or inventory.
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ADDING IMAGES
Each Dynamic Packing item can have multiple photos.
1.
2.
3.
4.
In the Dynamic Packaging Administration page/main page, click on Photos
Select the item, from the drop down, that you would like to add photos to
Click on the Upload Photos link
Choose the Browse… button to find your photos and the click on upload. You may upload multiple images.
File types allowed are jpg, jpeg, gif, png, and bmp. Maximum image size is
50MB.
LIST PRIORITY
You can control the order of the items in your Dynamic Packaging list.
1. In the Dynamic Packaging Administration page/main page, click on Change Priority
2. On the next page, you can sort the items by numbers from 0 – 1000. The highest priority number will be listed first
and the lowest number at the bottom of the list.
Here is an example of how your item will display to your guest.
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Group Reservations Module
The Groups Module allows you to setup Group events with rates and rooms that are created especially for individual
groups. In addition the Group’s Coordinator can post announcements and agendas that can be seen by the attending
guests during the reservation process. This makes the online reservation process very individualized to the group and
enhances communication between the attendees and their coordinator.
THE GROUP COORDINATOR HAS THE ABILITY TO LOGIN TO VIEW THE FOLLOWING ITEMS
Current Rooming List –shows all reservations that have been made and which rooms have been booked as
well as the guest name.
Inventory Remaining – this area shows all rooms that are available to their group, listed on a day by day basis.
This is helpful in ensuring that enough rooms are available for the group.
Agenda – the group coordinator can post an agenda for the guests to see during their reservation process. This
allows the group coordinator to communicate information or a schedule of events, if desired.
Announcements – this is an area to offer information to the group attendees, which can be edited by the group
coordinator.
Book a Reservation – the group coordinator can also book a reservation from the group administration screen
THE GROUP ATTENDEES CAN LOGIN WITH AN ATTENDEE PASSWORD TO VIEW THE FOLLOWING
Group image or logo on their group page.
Announcements
Agenda
Rooms and Rates that are offered specifically to their group.
All of these features are accessed by the group via a password for the attendees and a separate password for the Group
Coordinator.
STEP 1 – CREATING A GROUP
1. In the Group Module, click on Add a New Group
2. On the Group Information form you will see a form to add the details of the group information, including
reservation password, Group Coordinator information and password, Hotel Contact Information, Meeting Dates,
Dates to Offer Rates as well as a Cutoff date for making reservations.
3. You can also create rate descriptions, both short and long, and the low inventory remaining threshold.
4. Click the Submit button when you have added all of the group information to save your changes.
Group Coordinator Password and Group Password should be different
passwords or it will cause errors in the booking engine. Passwords should
be at least 6 characters.
Meeting dates typically include “shoulder” dates, if you want to offer the
groups rates a day or two prior to arrival or after departure. The meeting
dates and dates to offer rates can also be the same time frame
.
After completing Step 1, you will then see the Step 2 page to continue adding the needed information.
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RESERVATION MODULES
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STEP 2 – CREATING A GROUP
1. Select the Credit Card option, Max number of rooms that can be booked at one time online, option to allow
online cancellations, send a copy of the reservations to group coordinator and the default cancellation
policy.
2. You will also select the room types to be offered, the group rate, allotment/inventory and Minimum length of
stay (if required).
3. Click the Submit button to save your changes.
After submitting this page, you will see a summary page confirming that your new group has been setup.
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MAKING CHANGES TO YOUR GROUPS
1. Navigate to the Groups page in Edit Settings
2. Choose the group you want to work with and click the submit button.
3. You can edit information on this page, like general group information or changing meeting dates.
You may only edit information until the first group member logs in using the password.
If changing meeting dates or cutoff dates please be sure to click on the
Change Meeting Dates link. It is important to note that if you do change
this information it will reset your rates and inventory to zero and would
need to be added again in Rate Administrator.
4. Group Room Edit – allows you to add or remove rooms to be available for use in this group.
5. Cancellation/Rate Description - options for allowing online cancellation, changing your short or long rate
description and option for showing low inventory remaining message.
6. Agenda – adjustments to the Agenda - typically handled by Group Coordinator
7. Group Image – upload an image to the group login page.
8. Group Manager – brings you back to the page where you can select another group to work with.
MAKING CHANGES TO THE GROUP RATES
You will need to navigate to the Rate Administrator page to make changes to group rates or inventory. On the Rate
Administrator page, follow the procedure listed below.
1.
Click on Groups in the left navigation panel and then choose a Group to manage.
2.
Verify that rate name is displaying the name of the Group that you wish to edit.
You can update the Rate and Inventory in the Edit by Room Type without seeing current data portion of the
page, or if only a small change is needed you can edit either rate or inventory or minimum night stay in the Edit
Current Data portion of the page.
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Creating & Editing Packages
Packages are a great incentive for guests to book with your property. In this section, you will learn how to create
packages to promote online, how to set descriptions associated with your packages and how to edit them later as your
needs change.
You will find a Packages link to create and edit packages on the Edit Settings navigation menu. Clicking the Packages
link will direct you to the Package Admin page.
From this Package Admin page you can select an existing package to Edit, Add a Package, Upload Photos for your
Packages, or Sort Priority of the display order. From this page you will also have the ability to Add New packages.
CREATING A NEW PACKAGE
1. Click on Add a Package from the Package Admin page to begin setting up your new package.
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RESERVATION MODULES
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2. Package Name — Enter the name of your package. Maximum length for package names is 30 characters.
3. Package Length — Enter the number of minimum number of nights required to book the package. The
maximum package length is 14 days. Guests can still book additional nights past the standard package length, if
you choose that option (see Accept Extra Room Nights, below).
4. Short Rate Description — Enter the short description of the package here. This text will appear directly to the
right of the package name on your website reservation page. Maximum length for the package short rate
description is 50 characters.
5. Rate Description – Enter the description of the package here. This text will appear when the guest clicks on the
name of the package to open up a description window. Maximum length for the package description is 1600
characters.
OCCUPANCY RULES
1. Adult Standard Occupancy — Specify how many adults can stay at this package rate in the room selected. If
the number of adults exceeds the standard occupancy for the room, the extra adult charge will be added for
each adult over the standard occupancy.
2. Extra Adult Charge — Enter the total charge to add an extra adult.
3. Child Standard Occupancy — Specify how many children can stay at this package rate in the room selected.
If the number of children exceeds the standard occupancy for the room, the extra child charge will be added for
each child over the standard occupancy.
4. Extra Child Charge — Enter the total charge to add an extra child.
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OPTIONS – the following options are available
1. Enable Package— This feature allows you to activate, or enable your package on your booking engine by simply
checking the box. A package that is not enabled will not display on the booking engine and cannot be used to
book a reservation.
2. View Package — This option allows this package show on the page that displays all of your packages together.
3. Accept Extra Room Nights — Check the box to accept room nights past the standard package length. Rates for
extra nights will be drawn from the retail room rates. This feature can be turned on or off for each package.
4. Use Daily Rates – This feature allows you to load your package rate at a nightly rate, rather than a total package
price. So rather than adding the total package price, you would need to add a nightly rate instead.
5.
Default Cancellation Policy – You can select the cancellation policy you would like associated with this
package from the dropdown. By doing this, the selected policy will automatically be assigned to the rate.
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RESERVATION MODULES
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6.
Show Low Inventory Remaining Message – This option will allow the guests to be alerted to the number of
rooms remaining in a specific room type. By selecting the NO option, this feature will be deactivated.
7.
Rate Search Display – By checking any of the boxes below, this new package will appear with the selected rate
when a guest searches availability. By keeping all boxes unchecked, it will not display during a search.
ADDING ROOMS TO YOUR PACKAGE
After filling in all of the information on the package setup page, you will click the Associate Rooms link on the confirmation
page to add your rooms to this package.
In the Associate Rooms screen you will be offered the ability to select the room types you want to use for the package.
IMPORTANT: When done select the Click to save Changes button
to save changes. If you do not click this button, changes will not be
recorded. If successful, the screen will report “The changes have
been made.”
Associated
Frame this package directly – Each package, when created, is
given a unique URL that can be used to send a guest directly to the
package to make a reservation. This link is found at the bottom of
the Package setup page after the package is saved.
submit
Name
Standard Single
Standard Twin
Superior Single
SETTING THE PRIORITY ORDER
On the Package Admin page you have a Sort Priority option. This option allows you to set the order in which your
packages display when they display as a list. You can use this feature to show your seasonal or promotional packages at
the top for maximum visibility.
SETTING AND CHANGING PACKAGE RATES
In Rate Administrator there will be a section called Packages on your navigation bar. There you will select the package
you want to set rates for.
You will see the familiar View/Print Rates report tool at the top of the page, as well as an Edit Current Data section.
These are used exactly in the same way you would in your Retail Rate Administrator page.
The Edit by room type without seeing current data section is where you set your rates. This area will also look very
similar to the page you see when adding other rates. There is a big difference however. After choosing a room type in the
Select the type of room section, you will notice that the Fields to Update section only contains a field for the rate. Here
you enter the rate for the entire package or the nightly rate (dependant on whether you opted to check the Use Daily
Rates box during Package setup). You will not need to select inventory because your Package inventory is controlled by
your retail availability. Your minimum night stay is controlled by your package length settings.
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RESERVATION MODULES
Corp Negotiated Rate ■ Disc. Rates / Promo ■ Dynamic Packaging ■ Groups ■ Packages ■ Retail
You will also see a check box to
perform a full blackout for all rooms
for this package. Selecting this
check box will erase all rates for all
rooms in this package for the dates
you select in the Select Date
Options section. To black out one
room or only some of your rooms,
you would first select the room you
want to black out, and then enter a rate of “0”. This will effectively make the room you selected unavailable for the
date range you enter in the Select Date Options section.
Select Date Options and the Days of Week to Update: Select dates and days of the week you wish to offer this
package at this price.
Click Submit when finished to save changes. If successful, the screen will report “The changes have been made.”
If you do not receive this screen, do not assume that the changes were made.
Check your work by viewing the View/Print Rates section at the top of the
Rate Administrator page. You can make changes to any of your package
rates by returning to Package Settings or Package Rate Administrator.
.
Note: For any packages offering a free night, an additional step promotion
would need to be created. See “Adding a Step Promotion” for additional
steps
Here is an example of how
your package will be displayed,
complete with Package Name,
Description and Photo. You
can see how adding a photo
and a full description can make
your package more attractive
to your guests.
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RESERVATION MODULES
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Retail Description
The last item in the Reservation Modules section is your Retail Rate. On this page you will be able to customize the
name of your Retail rate. You may want to call it something other than Retail in order to make your guests feel that they
are seeing your internet rate rather than your standard RAC rate.
Additionally, you can give your rate a short description which will display next to the rate name on your booking pages.
Lastly, you will want to give your rate a description. These fields allow your guests to view details about the retail rate
while making their selection.
Here is an example of how it will appear on your website. In this example the Retail rate name was edited to display as
Internet Rate. You can change the name to display any name or description you choose.
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PROMOTIONAL TOOLS
Low Inventory Messages ■ Rate Display Order ■ Step Promotions
Low Inventory Messages
Low Inventory Messages allow you to inform your guests who are looking at rates on your website booking engine
pages when there are a limited number of rooms available for a specific rate / room combination. This feature helps to
make your guests aware when there is limited availability and it might be advisable not to wait to place the reservation.
You can configure your Low Inventory messages to not display at all, or to display when thresholds of 1, 2, 3, or 4 rooms
are available for a particular rate.
Each rate, promotion and package in the Secure-Res booking engine offers the ability to set a Low Inventory Message.
The setting can be selected in each rate setup page. You can also set the Low Inventory Message from the Low
Inventory Messages page in the Promotional Tools section of Edit Settings.
On this page you can select a rate to apply your Low Inventory Message. You may also select a general threshold to
apply to all rates by selecting a threshold from the Change All field instead of using the rate specific drop down field.
Low inventory messages will look like the following example when displayed on your website reservation pages. In this
example the Jacuzzi Suite has only 3 rooms available. Since the threshold for this rate was set to 4, the Low Inventory
Message will be displayed as there are fewer than 4 rooms available.
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PROMOTIONAL TOOLS
Low Inventory Messages ■ Rate Display Order ■ Step Promotions
Rate Display Order
Rate Display Order is a powerful tool that allows you to control which rates show in searches, and which rates do not.
While Rate Display Order is a great tool in managing how your rates are displayed, it is an often forgotten step in the rate
setup process. This section should help you to fully understand its functionality so that you have ultimate control of which
rates are displayed and in which order they appear.
On the Rate Display order page, you will see a Rate Type drop down menu, and two columns.
The example above shows that in a general Retail rate search, the Disc/Promo rates will also show, along with the
selected Packages. The column on the left shows that rates that do not show up with Retail rates in a search. So keep in
mind that the right hand column shows the rates that will display, while the left hand column shows rates that do not
display with the selected rate type.
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PROMOTIONAL TOOLS
Low Inventory Messages ■ Rate Display Order ■ Step Promotions
When creating a new Package or Promotional Rate you will need to assign the rate to display in the Rate Display Order
page.
When creating a promotional rate or package, you will see a Rate
Search Display tool that allows you to set the Rate Display option
without having to set it on the Rate Display Order page. However,
subsequent changes to the rate display order can only be done in the
Rate Display order page.
Corporate/Negotiated Rates can only be displayed if the guest enters
the password associated with the rate, and will not display otherwise;
however, you may opt to have other rates display with the corporate rate
after the password is entered.
Promotional Rates can be displayed in a variety of ways. If you want a specific promotion to only display to guests who
have a pass code, make sure that the promotion does not display with any other rate types. This will ensure that only a
pass code will display the promotional rate.
Package Rates – Some hotel websites have links on the website to specific packages and only wish to display that
package alone, while others prefer to present all of their packages together for comparison. Either scenario is controlled
through the Rate Display Order page. If your Packages are not selected to display with any of your rates, then when they
are linked to directly, no other packages will display (see Packages for details on direct links). If all of your Packages are
grouped to display together under the Package Rate Type, then any package that is linked to directly will display along
with the other packages selected.
You can see now how you can mix and match which rates display with other rates and which rates do not display at all
unless a direct pass code or link is used to find them.
If a rate is not displaying on your booking engine check your Rate
Display Order page to ensure that the rate is selected to display with
the rates that you want it to display with.
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PROMOTIONAL TOOLS
Low Inventory Messages ■ Rate Display Order ■ Step Promotions
Step Promotions
Step Promotions allow greater flexibility in the way that you can offer discounted rates to your guests. You might want to
offer a free night stay with a minimum length of stay. Or perhaps you want to display strike through pricing on a
promotional rate or package to show your guest the savings that they are receiving. Adding a step promotion allows those
options, plus a number of other options also.
SETTING UP A STEP PROMOTION
To add a step promotion to an existing rate or package you can select “Manage Step Promotions” from the edit screen
of the Promotion or Package. You will see a section that looks like the example below.
Manage Step Promotions (0)
Click Here
You can also setup your Step Promotions by selecting the Step Promotions link in your Promotional Tools in Edit
Settings.
Begin by selecting the rate, package or promotion that you wish to add a step promotion to
Click on Add a new step promotion link.
Choose Arrival Start and End Date for this promotion to be available during.
Select Weekdays on which the guest may arrive for this promotion.
Choose Length of Stay. This area will allow you to set a minimum night stay as well as a maximum night
stay.
Effective Night is the night during the stay that the discount will begin applying (i.e. 1 for first night, 2 for 2nd night
or Last for Last night).
Effective length is how many additional nights the discount will apply to. Effective night and effective length can
not add up to more then the Maximum Length of Stay. If the discount applies for the full stay then the Effective
night would be 1 and the effective length (remaining nights) would be 13, for a total of 14 nights.
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PROMOTIONAL TOOLS
Low Inventory Messages ■ Rate Display Order ■ Step Promotions
Choose Discount type $ or % and enter amount or percent in the text box. A positive number gives a discount
(Do not enter a negative sign here). This number must be a full number, and cannot contain decimal points.
Choose weekdays to exclude the discount from if applicable
Check Strikethrough box if you would the guest to see the original price crossed out with the discounted price
below.
Enter Promo Message (i.e. Stay 3 Nights and Get 1 Free)
EXAMPLE: CONFIGURING A FREE NIGHT PROMOTION
Below is an example of configuring a free night stay for guests who stay 4 nights or more.
Length of Stay would be 4 - 14
Effective night would be the 4th night,
Effective length would be 0 - No additional nights would receive the discount
Discount would be 100%.
Your promotion may have different
rules, but you can use the same
process to set up discounts or free
nights.
Below you will see how the promotion
with the free night shown above will
look to the guest when they select a
stay of 4 or more nights.
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PROMOTIONAL TOOLS
Low Inventory Messages ■ Rate Display Order ■ Step Promotions
Example: 4th Night Free Step
Promotion
This screen shot shows how the
4th night free step promotion
would display to a guest who
meets the requirements of the
stay.
Example: Setting Up a 20% discount for
stays 3 nights or more of the Retail Rate
To add a step promotion to your Retail
Rate, select the Retail Rate on your
Step Promotions page.
Follow the options listed on the right,
using your specific requirements.
This setup will offer 20% off to guests who stay
3 nights or more.
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PROMOTIONAL TOOLS
Low Inventory Messages ■ Rate Display Order ■ Step Promotions
The step promotion setup page allows you to also control the arrival
days as well as to exclude certain days. So if you did not want to offer
the promotion to guests who arrive on a certain day, check the box for
that day and the promotion will not be displayed for guests arriving on
that day.
If you wish to exclude a day, whether or not it an arrival date, you may
select it in the Weekdays to exclude area. These exclusions allow you to
keep your prime days from receiving a discounted rate.
Low Inventory Messages, Rate Display Order, and Step Promotions can all work together to make sure that your
promotions are displayed just the way you want them to. The strike through feature and descriptions make your guests
aware of the savings that they are receiving, while the Low Inventory messages encourage booking sooner, and Rate
Display Order ensures that your rates display together with other rates, or alone without other rates.
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EMAIL MESSAGES
Courtesy Email ■ Email Harvesting ■ Email Templates ■ Property Email Information ■ Reservation Email
Courtesy Email
You can easily setup automated messages to be sent out to guests who book, prior to their arrival and after their
departure. This feature allows you to make your guest feel welcomed and appreciated. To enable messaging select
Courtesy Email from the Email Messages section in Edit Settings.
From the selection tool you may select the number of days prior to the guest’s arrival to send the Pre-Stay Courtesy
Email, and how many days after departure to send the Post Stay Courtesy Email. If you wish to disable this feature,
select “NO” instead of the number of days option.
Keep in mind that for last
minute reservations, you
guest would not receive the
Prior to Arrival email if the
lead time is less than the
number of days that is set.
This section enables or disables the Courtesy Emails. You will customize the content in the Email Templates area shown
later in this section. You may select the default template, or create a custom template using the Email templates settings.
Email Harvesting
When guests book a reservation on your booking engine it captures their email address for you. However, you may wish
to increase the ability to capture emails from other visitors to your website, even if they don’t make a reservation. Emails
from both sources can be used to send newsletters, email blasts, or other announcements.
The Email Harvesting tool allows you to create an incentive for guests to provide you with their email address, like an
sign-up for a newsletter, or discount or giveaway of some kind. Guests will register for the incentive by filling out the form.
Of course, your incentive will need to be valid, but is a great tool to provide something special in return for building your
email database.
SETTING UP YOUR EMAIL HARVESTER
Select Email Harvesting from Your Email Messages section of Edit Settings.
Create Header, Body, and Footer text to describe your offer.
Add your “Thank You” message that will be displayed after the guest submits the information.
Select Font face and color.
A field for email address will be provided in the form. You may also select other fields you wish to gather information
for, such as Name, Address, City, etc.
You may also upload a background image for the form – and you will see a field to specify the location of an online
image to be added.
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EMAIL MESSAGES
Courtesy Email ■ Email Harvesting ■ Email Templates ■ Property Email Information ■ Reservation Email
ADDING THE FORM TO YOUR WEBSITE
Click to Save Changes after completing the form.
On the confirmation page you will see a link for Email Capturing integration. Click on the integration link.
Copy and paste the code in Step 1 into a document to forward to your webmaster.
Copy and paste the code in Step 2 into the document to forward to your webmaster. The step 2 code is the direct link
to the form you created.
Your webmaster should be able to easily implement the code into your website. You will then be able to immediately
begin gathering email addresses from guests who fill out your form.
Below is an example of how the form might appear online.
ACCESSING YOUR SUBMISSION INFORMATION
You will be able to view all of your email submissions either via a reservation or through the Email Capturing Form in
your Emails report in Reports Review. You can view more information regarding this report in the Reports Review
section of this guide.
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EMAIL MESSAGES
Courtesy Email ■ Email Harvesting ■ Email Templates ■ Property Email Information ■ Reservation Email
Email Templates
Email templates are available for you to customize the email messages that your guest and property will see when
reservations are made or cancelled. You will also be able to customize the message in your Pre-Stay and Post Stay
emails. You can also customize the copy of the reservation email or cancellation email that is delivered to your
reservations desk if desired. You can also create your own custom templates instead of using a default template if
desired.
CREATING AN EMAIL TEMPLATE
Click the Email Templates link in your Email Messages section of Edit Settings
Here you will view a list of the available email templates.
Select an email template using the Edit link.
You will see a field for Name and Subject. The name of the template is just for your identification and is not
displayed to the guest. The subject line however will show as the subject line of the email that the guest receives.
You will also see a tool to select a Data Field to insert automated text into your email template. This tool makes it
very easy to add information about the reservation, guest or property that will automatically import into your email
template.
To insert a data field, choose an option from the drop down select field. Once a field is selected, you will see the
code to insert displayed in the right hand column. Simply place your curser in the location on the page that you
wish to insert the code, and then click the Insert button to add the code to the page. Alternately, you can simply
copy and paste the code also. This procedure allows you to add information automatically to the email that is
specific to each reservation.
You will note that the default emails already contain the information that is generally needed for each email
template. But if for example, you wanted to remove the Total and Tax information from a cancellation, you can
simply remove it from the page, or add other information instead.
You can also customize each email template with your text. Perhaps on the reservation email you would like to
include a welcome paragraph, or links to your local visitors’ bureau website. You can add this information just by
typing in the text you wish to add. You may also want to include a signature at the bottom, so that the guest has a
name to contact with any concerns.
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EMAIL MESSAGES
Courtesy Email ■ Email Harvesting ■ Email Templates ■ Property Email Information ■ Reservation Email
HTML EMAIL MESSAGES
In addition to customizing the content that is displayed in your
email templates, you have the option of converting the template to
an html format that allows you to add images, logos, and any
other options that might be possible on a web page. While it is
best to keep the design simple, it is an added plus for your emails
that confirm reservations, cancellations, and pre and post stay
emails to look like your website or contain your logo.
To convert the email template to html, simply check the HTML
Template check box below the Subject line. You will see a new
set of tools appear, that allow you to easily insert images, links,
tables, horizontal rule, as well as to format your font type, size,
boldness, etc.
Here is an example of a
customized html template.
You could insert a table, center it and then copy and
paste your text into it. This will allow you to create a margin on the
left and control where the text is positioned by resizing the table.
Add a logo to the top of the page
Change the header text for each section to bold.
The Vizergy Design team can create a custom html
email template design for you, or your own webmaster can login
and create templates for you. It’s easy and available to anyone
with a login to your account.
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EMAIL MESSAGES
Courtesy Email ■ Email Harvesting ■ Email Templates ■ Property Email Information ■ Reservation Email
Property Email Information
The Property Email Information page is a place to set up your important email address information for reservations and
reports. The sections on this page include Contact Information, Reservation Delivery, and Additional email contact
addresses.
Contact Information – this area provides Vizergy with current information for contacts at your property should
there be a question or a call from one of your guests. We will refer them to the contact person listed here.
Reservation Delivery – This very important area controls where reservation emails are sent when a new
reservation or cancellation is made.
Additional Email contact addresses – This area provides additional addresses that can be used for contact or
for setting up scheduled reports – more information on scheduled reports can be found in the Reports Review
section of this guide.
Reservation Email
The Reservation Email area of Email Messages provides a tool to select which email template will be used for
Reservation Property Email, Reservation Guest Email, Cancellation Property Email, and Cancellation Guest Email.
The Default Email Template will be selected if you have not created additional templates to select. For more information
on using Email Templates, see the Email Template section of this chapter.
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RESERVATION TERMS
Disclaimer / Terms ■ Cancellation Policies ■ Online Cancellations
Disclaimer / Terms
The Disclaimer / Terms page offers you the ability to list any terms or conditions for reservations. You can type the
information directly into the box provided, or if you want to include a bullet list, you can type them in a Word document
and then copy and past it into the text box for Disclaimer / Terms.
The Disclaimer / Terms will display on the reservation form page of your booking engine, and will include the selected
rate description, and the Deposit / Cancellation policy associated with the rate that was selected.
You have the option to require that the guest check the box stating that they have read and accept all terms and
conditions before allowing them to proceed with the reservations. This option is enabled in the Edit Settings /
Customization page.
Above is an example of how the Reservations Terms box will display on your booking engine page.
Below is an example of the Cancellation Policy Display
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RESERVATION TERMS
Disclaimer / Terms ■ Cancellation Policies ■ Online Cancellations
Deposits and Cancellations
Whether you have a single cancellation policy or a deposit requirement and many cancellation policies, you will be able to
configure policies to suit you needs.
CREATING A SIMPLE POLICY WITH NO DEPOSIT REQUIRED
1. In Edit Settings, select Cancellation Policies from the Reservation Terms section. Select the Add New Policy
button to add a policy.
2. Select the Do Not Calculate a Deposit option (one text field only). Click the Submit button.
3. Assign your Policy a Code or name – a limit of 10 characters applies. You can change the name of your policy at
any time. If you have policies that have assigned numbers, it is easier to recognize which policy you are selecting
if you give it a descriptive name.
4. Add your policy to the Policy Text field, then click the update button.
CREATING A POLICY THAT INCLUDES A DEPOSIT
1. In Edit Settings, select
Cancellation Policies from the
Reservation Terms section.
Select the Add New Policy
button to add a policy
2. Select Calculate and display
deposit information. Custom
text may still be used for display
purposes.
3. Fill out the form to define your
policy. See instructions in this
example.
This tool will write
your policy for you, and is a great way
to avoid the issue of creating the correct
wording for your policy. You may use
this tool to allow the booking engine to
write your policy for you even if you
choose not to include a deposit.
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RESERVATION TERMS
Disclaimer / Terms ■ Cancellation Policies ■ Online Cancellations
ADDING TAX TO YOUR DEPOSIT OR CANCELLATION / NO SHOW CHARGES
After creating your calculated policy, you can add
taxes to your deposit or no show charges. To add
taxes to these charges follow these steps.
Re-open the policy using the Edit link found on
the Cancellation Policies page.
Check the Include Tax check box under either
the Deposit or Cancellation / No Show sections.
Checking these options will cause the booking
engine to apply your Room Tax charges to your
Deposits or Cancellations.
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RESERVATION TERMS
Disclaimer / Terms ■ Cancellation Policies ■ Online Cancellations
After creating a policy, you must select which rates to apply it to in the Update Policy Assignments for Room
Reservations section at the bottom of the page.
Select the Policy Name
Apply the Policy to a Rate, Group,
Promotion or Package – or All.
Select a date range that the policy will be
in effect.
Select the days of the week that will apply
to this policy.
IMPORTANT NOTE
If you do not assign a policy to a rate, and add
effective dates, the default cancellation policy that
was set when you created the rate will be used.
Online Cancellations
You may choose whether or not to allow guests who book online to also cancel online. The Online Cancellations section
of Reservation Terms offers the ability to turn this feature on or off by checking the Allow online Cancellations box.
Secondly, you will allow the option of allowing the booking engine to add back inventory into your available inventory for
each reservation that is cancelled. This second check box can be selected to enable this feature.
Threshold: You may select a threshold to add back inventory only if a certain level of available inventory is available.
This allows you control when inventory will be added back into availability. If you fall below that threshold no inventory will
be added back.
Advanced Cancellation Time: You may set the number of days prior to arrival that cancellations will be enabled. You
may choose Same Day and up to 30 days. If you select Same Day, you may set a cutoff time to stop taking Same Day
reservations.
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ADDITIONAL OPTIONS
Integration Links ■ Language Translations ■ ROI / Ad tracking
Integration Links
From time to time you might wish to distribute direct links to particular areas of your booking engine. The Integration links
page makes it easy to find the links that you need. The integration links page shows links for the following areas.
Standard Booking Engine
Retail IBE Engine
Reservations Modify (this is the cancellations link)
Travel Agent Entry (this is the login link for travel agents)
Packages – each package will be listed separately so that you can use a link that goes to a specific package if
desired.
Discount Rates/Promotions – each promotion that you have created will appear with its own unique link, and
can be used in banner ads, emails, Call to action banners or anywhere you want to link back to a promotion.
Corporate Negotiated Rate Logins – this link goes directly to the login page for password protected corporate
rates. If your also have the Group Reservation Module, a link for your Group Login will also be included.
Language Translations
The Secure-Res booking engine can enable the following language translations:
German
Spanish
French
Italian
Japanese
To enable a new language to be used from a retail booking engine, you must add translations for the following
fields:
Disclaimer/Terms
Room Names
Room Descriptions
Package Disclaimer/Terms
Package Names
Package Descriptions
All translations
must be loaded before enabling
the language.
The following fields are optional for translation:
Package System Header
Reservation Email Header
Reservation Email Footer
Prior To Arrival Courtesy Email Subject
Prior To Arrival Courtesy Email Message
After Departure Courtesy Email Subject
After Departure Courtesy Email Message
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ADDITIONAL OPTIONS
Integration Links ■ Language Translations ■ ROI / Ad tracking
ENABLING LANGUAGE TRANSLATION FUNCTIONALITY
On the Customizations page in the Property section of Edit Settings, you will find a Language Translation
Status option. To enable the use of the translation pages you will need to first enable the Language Translation
option by selecting the On option.
Return to the Language Translations page under Additional Options in Edit Settings. At the bottom of the
page, select the language that you wish to enable by clicking on the translation link. This will begin the translation
process. You will be presented with fields showing all of the text that needs to be translated, with the English
version in a shaded field, and an empty field below it to allow you to add the translation for the existing
description.
Add your translations for each field presented on the page. Each field will be labeled to identify where the area
being translated is coming from. At the bottom of the page Save your work first, and then click the Next button to
proceed to the next page of translations. You may save the page and not continue if you need to stop without
finishing the translations. This will allow you to return to the page again and pick up where you left off.
On the last page of the translations there is a Check to enable booking engine check box. You must check this box to
enable the booking engine translation. Save your changes on this page to complete the process.
SENDING YOUR TRANSLATIONS TO SOMEONE ELSE TO TRANSLATE
If you are having a translation service or another person translating the booking engine fields for you, you can
create a report of all of the text that will need translation by selecting the Printable Version of English
Translations link. You can print this from your browser, or highlight and copy the information on the report page
and paste into a document or email.
Commonly Asked Questions – The booking engine includes some pages with more information in our Commonly
Asked Questions section of the Language Translations page. Please take a few moments to review these pages for
more details and information about translating your booking engine.
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ADDITIONAL OPTIONS
Integration Links ■ Language Translations ■ ROI / Ad tracking
ROI / Ad Tracking
The ROI Ad Tracking link allows you to ensure that you never have to advertise with other websites or send an email
blast without knowing exactly how much revenue was earned for your efforts. The ROI/Ad Tracking tool allows you to
create a link that will re-direct to your website, or booking engine that will track the reservations that were made by people
who clicked on the link. It’s easy and convenient to use, and you can create as many links as you will need.
In Additional Options, click on the ROI / Ad tracking link to open the tool.
Select the “Site” name.
This name will appear
on your tracking report
to help you identify the
results for this link.
In the Name field,
describe this promotion.
This is handy when you
might have multiple
links on one site.
Add the page link that you wish to have your visitors directed to. This could be a page on your website, or a direct link
to your booking engine pages.
After you have added your information, click the Add button to create your tracking link. You will see your tracking link
appear on the next screen. You can copy this link to use it wherever you wish to place a link to your website or booking
engine pages.
If you wish to come back later to get the link, just open the ROI / Ad Tracking page again. You will see your tracking links
displayed at the top of the page. To see your link, click the generate link. To change the link attributes, click the Edit link
to make changes. You may delete the tracking link by selecting the DEL box and clicking the Remove selected button.
You will be able to view
the results of your
tracking links in the
Report Review section
of your booking engine.
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RESERVATION REVIEW
New Reservations ■ Search Reservations ■ Cancelling a Reservation
New Reservations
VIEWING YOUR RESERVATIONS
Once your reservation system is set up, you can manage and review all your online reservations. When logging into the
Secure-Res booking engine, select the Reservations Review section to manage your reservations.
After logging in you will see your new reservations displayed with a brief summary of the reservation details. To open the
reservation, click on the reference number to see the full details of the reservation. This will give you full access to guest
contact information, daily rates, taxes, credit card number, extra items like additional fees, dynamic packaging items,
guest comments, travel agent information (if booked by a travel agent), and rate type. Below is an example of your new
reservation list.
MANAGING YOUR RESERVATIONS
Managing your Reservations is simple and with a very few steps you can keep your new reservation queue current and
easy to manage. When you arrive at the New Reservations section you will see reservations that have not been
processed.
To view a reservation:
1. Click on the Reservation number on the left. This will open the full reservation for viewing
2. When viewing the full reservation page, you may print a copy to have a hardcopy to use for reference, or for
copying into your property PMS system.
To Process a reservation:
After viewing and/or printing your new reservation, it is important that you select the check box
next to the reservation and click the Submit button to process the reservation. This will move it
out of the New Reservation queue. This will ensure that every time you come into the Reservation Review page
you will see only your new reservations. The benefit of keeping this area clear of old reservations is that you can
quickly identify new reservations and avoid possibly missing one because it was buried in a big list.
Search Reservations
On the left hand search tool on the Reservations Review page you can search by New, Date Placed, or Arrival
Date. You may also search by guests Last Name, Reference Number or Group Name (if you use the Groups
Module).
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RESERVATION REVIEW
New Reservations ■ Search Reservations ■ Cancelling a Reservation
To the right is a
screen shot of a
reservation that was
opened using the
reference number link.
You can see that all of
the reservation details
are available to you.
NOTE: This screen
shot does not show
the full credit card
number, however you
will be able to see the
full number until 30
days after the guest
departs. After that the
number will be hidden,
so it is important that
you capture that
information before that
time.
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RESERVATION REVIEW
New Reservations ■ Search Reservations ■ Cancelling a Reservation
Cancelling a Reservation
The Secure-Res booking engine has both a flat monthly fee version, and a transactional fee version. If you have the
Secure-Res Transactional booking engine you will be charged per reservation rather than a flat rate fee. You will want
to be able to cancel reservations in the booking engine to avoid being charged for a guest that cancels with the hotel
rather than online, or if a guest does not show. The steps below detail how to accomplish a cancelled reservation. During
the cancellation process, you will have the option to cancel the pre and post stay emails so that the guest no longer will
receive these automated emails, however if the reservation status is Cancelled, the courtesy emails will not be sent.
1. Log into Vizergy Client Login to access your Secure-Res Booking Engine.
2. Once inside Vizergy Client Login, select the “Reservations” button and click on SECURE-RES Website
Reservation System.
3. After logging into the Secure-Res Booking Engine, click on the Reservations Review link.
4. If the reservation is not showing in the New Reservations page, you may search for the reservation using
the search tool on the left. Once the reservation is located, click on the reservation number to open the
reservation details.
5. On the top-right hand corner of the Reservation Details, click on the “Options” button.
6. You will have the option to cancel the reservation by selecting the “Cancel Reservation” button. You may
cancel reservations up to, and including, the date of arrival.
7. Once cancelled, the guest and Reservations Delivery contact(s) will receive the standard cancellation email*
from the booking engine and the cancellation number and time/date cancelled will appear within the
Reservation Details. The status of the Reservation will also be changed to “Cancel”.
8. To spot the difference between a guest-cancelled reservation vs. a property-cancelled reservation, the
reservation cancelled by the property will not have information in the field labeled “Cancel Reason”.
9. You may also de-select the Pre-Stay and Post-Stay emails at the time of cancellation, so that the
guest will not receive these automated emails.
You may cancel the Pre and Post Stay emails for both flat fee and transactional Secure- Res
booking engines.
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RATE ADMINISTRATOR
Setting Rates ■ View/Print Rates / Inventory / Minimum Length of Stay ■ Edit Current Data ■ Edit by Room
Type without Seeing Current Data ■ Setting Package Rates
Setting Rates
The Rate Administrator section is where all of your rates are stored and managed. Your retail rate page will be shown
by default. If you have other rates, like Package Rates, Group Rates, Corporate Rates, or other Rate Tiers you will
need to select the rate that you want to work with before proceeding. If you do not have any additional booking engine
modules added to your booking engine, you will only have a Retail Rate and no additional selection is necessary.
If applicable, select the rate that you wish to edit from the left navigation bar. Once the rate is selected, verify that you are
seeing the correct rate on the gold Rate Administrator header area. This helps to ensure that your correct rate is selected.
The three sections on this page allow you to:
Run a report to view your rates, inventory, and minimum stay settings (View/Print Rates / Inventory/Minimum
Length of Stay) – located at the top of the page.
Edit a short time frame for Rate, Inventory, or Minimum Length of Stay (MLOS) (Edit Current Data)
Set your rates and seasons, or apply blackouts to all of your rooms at one time. (Edit by room type without
seeing current data)
View/Print Rates / Inventory / Minimum Length of Stay
This report located at the top of the Rate Administrator page allows you to view the Rates, Inventory and MLOS that have
been entered. This is a very useful feature that allows you to check your work, or verify where your last season’s dates
left off.
Below is an example of a report that was run for the following dates. It shows Rate, Availability (Inventory), and
Minimum Length of Stay for each of the room types associated with this rate. NOTE: It is not necessary to set a
MLOS for one night. One night is assumed.
Date
Standard View
Jacuzzi Suite
Honeymoon Suite
Rate
Avail
MLOS
Rate
Avail
MLOS
Rate
Avail
MLOS
4/22/2011 - Fri
179
25
0
259
5
2
255
10
0
4/23/2011 - Sat
179
25
0
259
5
2
255
10
0
4/24/2011 - Sun
179
25
0
259
5
2
255
10
0
4/25/2011 - Mon
179
25
0
259
3
2
255
10
0
4/26/2011 - Tue
179
25
0
259
3
2
255
10
0
4/27/2011 - Wed
179
25
0
259
3
2
255
10
0
4/28/2011 - Thu
179
25
0
259
3
2
255
10
0
4/29/2011 - Fri
179
25
0
259
5
2
255
10
0
4/30/2011 - Sat
179
25
0
259
5
2
255
10
0
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RATE ADMINISTRATOR
Setting Rates ■ View/Print Rates / Inventory / Minimum Length of Stay ■ Edit Current Data ■ Edit by Room Type
without Seeing Current Data ■ Setting Package Rates
Edit Current Data
The Edit Current Data tool allows you to make edits to existing rates, inventory, or MLOS. This tool was intended to allow
you to make small changes to existing data. It is not however the most efficient way to enter rates and inventory initially,
as it requires an edit for every day, for every room type.
Using this method to enter multiple rates or close out large segments of
dates does have the potential to miss a date which could result in an
unwanted reservation. This tool is best used for small changes only.
1. To begin editing your current data, select the type of data that you wish to edit, from the Rate, Inventory,
or Minimum Length of stay options.
2. Enter the dates that you wish to edit data.
3. Edit the data directly in each day and each room type that needs editing. If you are editing inventory,
adding a zero will close out the room for the date you edit.
4. Click to save your changes. Be sure to check your work using the View/Print Rates tool.
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RATE ADMINISTRATOR
Setting Rates ■ View/Print Rates / Inventory / Minimum Length of Stay ■ Edit Current Data ■ Edit by Room Type
without Seeing Current Data ■ Setting Package Rates
Edit by Room Type without Seeing Current Data
This section of Rate Administrator is located at the bottom portion of the page. It is the tool that you will use to set all of
your rates. For Retail Rates, Rate Tiers, and Group Rates the process is identical. See the image below for details.
If your weekday rates are different than your weekend rates, you would enter your weekday rates, deselect the weekend days from the Days of the Week Update, add your date range and submit. Come
back to enter your weekend rates, de-select your weekday rates and enter the same date range. This will give you
weekend and weekday rates for the same date range.
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RATE ADMINISTRATOR
Setting Rates ■ View/Print Rates / Inventory / Minimum Length of Stay ■ Edit Current Data ■ Edit by Room Type without
Seeing Current Data ■ Setting Package Rates
Setting Package Rates
Setting Package rates are only slightly different than entering other rates. The only difference is that you are not setting
inventory or minimum night stay data. You are only setting rates. For Packages your inventory will always pull from your
available retail inventory. So if there is available inventory in your retail rates it will be available to book a Package also.
This will make it easy to close out Retail rates as well as packages by closing out your Retail rates.
Your minimum night stay is set when you create your Package and specify a package length. This leaves only your rates
that need to be set.
PACKAGE RATES vs. DAILY RATES
When you created your Package; you had an option to select Use Daily Rates. If you selected this option the rate you
would be entering would be the rate that applies to each day of the stay for the entire Package length. If you did not select
Use Daily Rates, then the rate you enter is the rate for the Package length. The rate that applies on the day of arrival will
be used for the Package rate.
A Package Using Daily Rates with a Package Length of 2 nights – the rate you add will be charged for each of the 2
days.
Example: Golf Package with Daily Rates for two nights $225. + $225. = $450. for
the two night stay.
A Package Using Package Rates the rate you added would be charged once for the two day stay.
Example: Golf Package using Package Price for a two nights package would be
charged $225 for entire stay.
Extra Nights: If your Package allows extra nights, your guest could stay past the Package Length, however the
Extra Nights would be charged the Retail rate. This will apply to both daily and package rate structures.
Example: Golf Package using Package Price for a two night package would be
charged $225 for the package length, plus the retail rate of $145 per night for the
remainder of the stay.
-ORExample: Golf Package using Daily Rates for two nights would be charged $225. +
$225. = $450, plus $145 per night for the remainder of the stay.
CLOSING OUT YOUR PACKAGE RATES
You already know that closing out your Retail Rates will close out your Packages also. However, there will be times when
you only want to close out your Package. This is easily done by adding a zero price “0” for your package. Without a price
your package is not available. Simply change your price for each room type in the package that you wish to close out to
zero, set the date range and your package is closed. As always, check your work in the View /Print tool at the top of the
page.
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REPORTS REVIEW
Summary Reports ■ Summary Package Reports ■ Retrieve Emails ■ Ad Tracking ■ Look to Book ■ Dynamic
Packaging ■ Custom Report Generator ■ Travel Agent ■ Schedule Reports ■ Denials Report
When you select the Reports Review navigation link you will see a page with 2 or 3 reports showing. If you do not have
the Package Module added to your booking engine, you will see the Summary Report and the Retrieve Emails report.
If you have the Package Module, you will also see a Summary Package Report also.
Summary Reports
Your Summary Report allows you to create a reservation and revenue report of all reservations during a time frame. You
can run the report for the previous two years, and for one year in the future. You may configure the report to run by Date
Made, Arrival Date or Check Out date, depending on the kind of data you are looking for. If you have a mobile site, you
can also choose reservations from your Mobile Website, or your Full Website, or both.
If you have the Package
Module you can include
Package reservations in this
report, or you may run a
separate report for packages
by using the Package
Summary Report.
The Summary report will
show the number of
reservations, room nights
and total revenue, along with
the number of cancelled
reservations.
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REPORTS REVIEW
Summary Reports ■ Summary Package Reports ■ Retrieve Emails ■ Ad Tracking ■ Look to Book ■ Dynamic
Packaging ■ Custom Report Generator ■ Travel Agent ■ Schedule Reports ■ Denials Report
Retrieve Emails
The Retrieve Emails Report allows you to access all of the emails that have been submitted for reservations. The
guest’s email address will show along with the date that it was provided. You will also see a field for Type. If the email
address came in through a reservation the type will display as Res. If the email came in through the Email Harvesting tool
the type will show as Req.
It is important to note that there is an Opt In field, for guests to specify whether or not they choose to receive
emails from you or not. It is important that you only send emails to guests who select “Yes” in the Opt In option.
Ad Tracking Report
If you setup an Ad Tracking link in the Secure-Res Booking Engine, you will be able to access the Ad Tracking Report to
view the results of your link.
You will see the cookie or Site, Name, #Reservations, Room/Nights, and Revenue Amount. The example above does
not show a Name description, as it is not required; however it is recommended that you describe your Ad for reporting
purposes.
While this is a great way to identify reservations and revenue coming in when someone clicks this link, it also has an
additional benefit of identifying other Ad Tracking links that are setup by your competitors. The reason for this is that any
Secure-Res Booking Engine will identify and report on any Secure-Res Ad Tracking links. So when your competitors who
might also be using the Secure-Res Ad Tracking link sets up a link, potential guests who click on it will have the tracking
cookie implanted on their computer. When they look at your competitors booking page but decide to instead book a
reservation with your hotel instead, the tracking link is recorded on your booking engine. So if you see a tracking site
name that is not one that you setup, it is one that was setup by one of your competitors and you essentially took that
reservation instead.
So smile when you see them – it means that you are more attractive to guests looking at hotels in your area!
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REPORTS REVIEW
Summary Reports ■ Summary Package Reports ■ Retrieve Emails ■ Ad Tracking ■ Look to Book ■ Dynamic
Packaging ■ Custom Report Generator ■ Travel Agent ■ Schedule Reports ■ Denials Report
Look to Book Report
The Look to Book Report counts visits to your booking engine, number of rate searches, No Availability results,
Reservations, and Unique Visits to Reservations Ratio.
Unique Visits - This number reflects the number of
visitors who came to your booking engine pages during
the timeframe you are reporting on. A Unique Visit is one
visit per half hour. So if a guest comes back within a half
hour after leaving, it will not be counted again. However
if they return later after the half hour cutoff, they will be
counted again as a Unique Visit.
Rate Searches - This number shows how many rate
searches were performed during the time frame that you
have selected. Most visitors perform more than one rate
search and the rough rule of thumb is two rate searches
per visitor, so this number will be generally twice as big
as the Unique Visits number. In this example it is a bit
less than twice, and you will see some variance to this
rule.
No Availability Results – This number is always a concern to hotels and can be a bit confusing, especially if you
know you always had rooms available during the period you are reporting on.
In order to qualify as a No Availability Result, there must be no rooms available that match exactly the search
that the guest put into the booking engine.
Below are some reasons that will cause a No Availability Result, even though rooms and rates are available in
the booking engine.
Occupancy Rules - Guests are requesting a room for more people than your room occupancy rules allow.
Consecutive Day Availability - Guests are requesting a date range that no single room has continuous
availability for. For example, if during a two week period there are always rooms available but no single room is
available for 14 days in a row, and the guests puts in a search for 14 days, no availability will be displayed
because a single room must be available for the full stay. Even though other rooms would overlap, a reservation
cannot be booked that would require the guest to move to another room during their stay.
No Arrival Restriction – If you have configured a No Arrival for the first day of the guests intended stay, then a
No Availability Result will display because they are looking for a stay that begins on a day that you have set as a
No Arrival date.
Advance Reservation Restriction – If you have an Advance Reservation Restriction that does not match the
guest’s request, a No Availability Result will occur. So if for example you have a 2 day lead time set on your
booking engine, and the guest wants to book a reservation for tomorrow, the booking engine will not allow them
to book before your lead time requirement and a No Availability Result will occur.
Advance Searches – If searches are done for a date that is well in the future, you may not have entered
availability for some dates yet. This will cause a No Availability Result, even though you may have availability
later when you add your rates and inventory.
Keep in mind that an Exact Match for the search is required in order for rooms to be offered in the results
page.
Vizergy Customer Support
800-201-1949
[email protected]
53
REPORTS REVIEW
Summary Reports ■ Summary Package Reports ■ Retrieve Emails ■ Ad Tracking ■ Look to Book ■ Dynamic
Packaging ■ Custom Report Generator ■ Travel Agent ■ Schedule Reports ■ Denials Report
Dynamic Packaging Report
If you have added the Dynamic Packaging Module to your booking engine you will be able to run this report to track
sales and revenue from your Dynamic Packaging items.
You may Search by Date Placed or Arrival Date, and select either a Summary or Detailed Report. Below is an example of
a Detailed Report by Arrival Date.
From 4/25/2008 To 4/25/2011
No.
Qty Product
Arrival
Item
Date
2635430
3
Dolphin Games Shuttle
12/13/2008
12/13/2008 45.00
2637554
2
Chocolate Covered Strawberries
9/6/2008
9/6/2008
2648937
2
Champagne Breakfast for Two
11/22/2008
11/22/2008 50.00
Total Status
30.00
Each order in the Detailed Report includes the reservation number, the arrival date as well as the date the item is to be
offered.
A Summary Report will total all similar items into a single line item, rather than by each order separately, and will not
include the reservation number, or guest arrival dates.
Custom Report Generator
The Custom Report Generator allows you to select the fields that you wish to include in your own custom report. This
report is completely custom in nature and allows you to build a report that includes only the data that you need. Select a
field from the 5 categories to setup your custom report.
Customer Information
Reservation Information
Rate Information
Tracking Information
View Report by Dates
Be sure to select all of the information that you need. A maximum time frame of one year can be entered. The report will
open on your screen when you submit your desired report. You will be able to print your report or you will have the option
to open your report in Excel if desired.
Vizergy Customer Support
800-201-1949
[email protected]
54
REPORTS REVIEW
Summary Reports ■ Summary Package Reports ■ Retrieve Emails ■ Ad Tracking ■ Look to Book ■ Dynamic Packaging
■ Custom Report Generator ■ Travel Agent ■ Schedule Reports ■ Denials Report
Travel Agent Reports
If you have opted to allow Travel Agents to book reservations on your booking engine you will see a Travel Agent
Report. This report allows you to view reservations during the previous 3 months that were made by travel agents, based
on guest check-out date.
You will see the Agency Name, address, IATA#, phone number, fax number, email address and contact name.
Below is an example of a reservation made by a travel agent, and reported in the Travel Agent Report.
Agent:
Harmon Travel
IATA# 13684985
1529 W. Washington
PH: 208-388-3000
Boise, Id
FAX: 208-388-3003
83702
United States
Email: [email protected]
Contact: Bob Harmon
Ref
4298969
First
Name
Last
Name
Status
Room
Check
In
Nights
Total
Comm.
Total
Dawn
Iwakiri
Consumed
Elvis '56
Package
3/4/2011
2
$ 1,080.00
$ 1,080.00
Total
$ 1,080.00
$ 1,080.00
You will only be able to pull up a report for the previous 3 months. You will
not be able to see a report for the current month. Be sure to run this report
monthly to allow you to pay out any commissions applicable to travel
agents who placed a reservation during the previous month.
Vizergy Customer Support
800-201-1949
[email protected]
55
REP
PORTS REVIEW
Sum
mmary Reports
s ■ Summary
y Package Re
eports ■ Retrie
eve Emails ■ Ad Tracking ■ Look to Bo
ook ■ Dynamic Packaging
■ Cu
ustom Report Generator ■ Travel Agentt ■ Schedule
e Reports ■ Denials Repport
Sch
hedule Rep
ports
Sche
edule Reportts allows you to setup repo
orts that are automatically
a
delivered via
a email accord
ding to a sche
edule that you
u
speccify. These reports are designed to keep
p you informe
ed on the statu
us of your generated reven
nue as well as your
inven
ntory remaining statistics, so that you don’t miss rese
ervations due
e to your inven
ntory running low.
The following repo
orts are availa
able to be delivered autom
matically to an
ny email addre
ess that you sspecify.
Year to Date
D
Summarry Reservation
ns by Date Placed
Year to Date
D
Consumption by chec
ck-out date
Previous Month reserv
vation by Date
e Placed.
Previous Month Consu
umption by Check–out
C
Datte
Group Le
eads Past 30 days
Inventory
y Remaining (30,
(
60 or 90 days)
Inventory
y with Rates (30, 60 or 90 days)
d
Each
h of these rep
ports can be delivered
d
via a PDF docum
ment, or as an
n html docume
ent. You will ffind that the P
PDF
docu
ument is best for printing, or
o emailing.
To View
w PDF version
ns of reports you
y will need to download Adobe PDF reader.
To V
View graphs in
n HTML versions of revenu
ue reports, Ad
dobe SVG Vie
ewer is requirred if you do n
not already ha
ave them
insta
alled
TING UP A SCHEDULE
SETT
S
REPORT
R
If you
u have sched
duled reports already, you will
w see them listed when yyou first click on the Sched
dule Report navigation
ge where you
link. To add a rep
port, select the
e Add a Repo
ort button to access the pag
u can configure your reportt. The
process will be the same as de
escribed in the
e steps below
w.
If yo
ou do not have reports alre
eady configure
ed, you will se
ee a page witth a list of ava
ailable reportss. To configurre a new
repo
ort, the following steps are needed.
1
1. Select th
he report you wish to schedule
2
2. Select th
he Report Forrmat (PDF orr HTML)
3
3. Select an
n email addre
ess to send th
he report to. If
I the email ad
ddress you w
wish to use is n
not displayed
d, select the
Add new email addres
ss link to add a new addres
ss.
4
4. Schedule
e your reportt by selecting
g the Monthly
y or Weekly O
Option.
of the month to run the rep
The
T Monthly Option
O
will allow you to se
elect the day o
port.
The
T Weekly Option
O
will allow you to sellect the day o
of the week to
o run the repo
ort.
5
5. Select a Delivery Metthod. The Send HTML No
ow button will send the rep
port to the sele
ected email a
address now.
The Scre
een Only HTM
ML button willl display the report
r
on scre
een but not se
end it via ema
ail. The Sched
dule button
will setup the report to be delivered according to the time fram
me you selectted.
Vizerrgy Customer Support
S
80
00-201-1949
[email protected]
56
6
REPORTS REVIEW
Summary Reports ■ Summary Package Reports ■ Retrieve Emails ■ Ad Tracking ■ Look to Book ■ Dynamic Packaging
■ Custom Report Generator ■ Travel Agent ■ Schedule Reports ■ Denials Report
MANAGING YOUR SCHEDULE REPORTS
To manage your Scheduled Reports that have already been setup, navigate to your Schedule Reports page in Reports
Review. You will see a list of reports that are scheduled.
You may Delete, Edit, or Run a specific report.
To delete, check the box on the left, and click the Delete Selected button.
To Edit the details of the report, click on the name of the report to open the editing page.
To run the report click on the Run link on the right
Denials Report
The Denials Report is a day by day breakdown of the reservation searches that resulted in a No Availability and is based
on the check-in date. This is an extension of your Look/Book Report discussed earlier. The same reasons that would
cause a No Availability Results would apply to your Denials Report. See the Look to Book section of this chapter for a
description of No Availability causes.
The Denials Report breaks the data down into a daily report, with the data for each day, plus the added field of Potential
for Lost Room Nights. It is important to remember that if guests are requesting something that cannot be offered it will
result in a Denial. If you had rooms and rates for each of the dates listed, the reason would be one or more of the reasons
listed in the above Look to Book section.
This data is cumulative,
and will include ALL
searches for each date,
even if they were made
many months in
advance, possibly before
your rates were updated.
Vizergy Customer Support
800-201-1949
[email protected]
57
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