Help & Support Manual - November 2004 · 2. Type the Maximum Number of persons allowed in this room. 3. Type the Maximum Number of adults and children allowed in this room. 4. Click

Help & Support Manual - November 2004

Copyright© 1994 – 2004 ReservHOTEL® a division of TravAmerica®

S U P P O R T & H E L P I N T R O D U C T I O N

INTRODUCTION

elcome to the ReservHOTEL Member Services Manual, here you will learn about the ultimate system for hotel reservation updating. This manual introduces system features to prospective hotels, as well as existing hotel members. This manual is divided into three sections Sign-Up & Implementation, Reservations, and Member Services. Each activity explains how to implement hotels on the GDS systems, Internet, and ReservHOTEL’s system. This section is also useful to hotel members interested in participating in our commission payment programs. The Reservation chapter explains how to make reservations, changes, queries, and cancellations on the ReservHOTEL system. This topic is very important to hotels who participate in our FastLink system, since it helps to explain hotel clients, to efficiently book hotels. The Member Services section explains how to take advantage of ReservHOTEL’s exclusive updating systems. It requires a membership in order to log into the system, update information, and look at reports. The information in this manual is also available on the ReservHOTEL website where the hotels can always find updates information and instructions. You can download or print the latest version of this manual from our web site at: www.reservhotel.com. Reaching ReservHOTEL is easy, call us at 1-800-521-5200 or fax us at 770-448-6911. We can also be reached by email at: [email protected]. (For international numbers please go to www.reservhotel.com/contactus.html.)


Table of Contents

I. Sign Up & Implementation

1. Select Service..................................................................................................... 6 2. Contact Me ........................................................................................................ 7 3. Waiting Time...................................................................................................... 7 4. Switch Letter...................................................................................................... 7 5. Implementation .................................................................................................. 7 6. GDS, RH Codes & FastLink ..................................................................................10 7. Pegasus Commission Payment .............................................................................10 8. ReservHOTEL Commission Payment ......................................................................11

II. Member Services

1. Log In ..............................................................................................................12 2. Availability ........................................................................................................13

Status Update ...................................................................................................14 a. Close a date ................................................................................................14 b. Open a date.................................................................................................15 c. Close a room type ........................................................................................16 d. Open a room type.........................................................................................17 e. Close a rate type ..........................................................................................18 f. Open a rate type ..........................................................................................19 Allotment Control...............................................................................................21 a. Review an allotment .....................................................................................21 b. Update an allotment at hotel level...................................................................22 c. Update an allotment at room type level ...........................................................23 d. Update an allotment at rate type level .............................................................24

3. Information.......................................................................................................25

a. General Information......................................................................................26 b. Payment Options ..........................................................................................26 c. Cancel Policy................................................................................................27 d. Deposit Policy ..............................................................................................27 e. Minimum Stay Policy .....................................................................................28 f. Services ......................................................................................................29 g. Restaurants .................................................................................................30 h. Bars ...........................................................................................................30 i. Handicapped................................................................................................31 j. Recreational ................................................................................................32 k. Conference Rooms........................................................................................32 l. Accommodations ..........................................................................................33 m. Building Information .....................................................................................34 n. Meal Plans ...................................................................................................34 o. Security ......................................................................................................35 p. Management................................................................................................36 q. Type of Hotel ...............................................................................................37


r. Business Profile ............................................................................................37 s. Transportation .............................................................................................38 t. Miscellaneous...............................................................................................38 u. Location ......................................................................................................39 v. Room Descriptions........................................................................................40 w. Loading Pictures ...........................................................................................40

4. Rates ...............................................................................................................42

Global Distribution System (GDS).........................................................................43 a. Load rates ...................................................................................................43 b. Modify existing GDS rates ..............................................................................43 c. Create a new time period...............................................................................44 d. Create new room types .................................................................................45 e. Delete rates.................................................................................................46 f. List all room rates.........................................................................................47 g. View additional rate information .....................................................................47 h. Modify additional rate information ...................................................................47 i. Delete additional rate information ...................................................................48

Fast Link...........................................................................................................49 a. Load tour operators and existing rates.............................................................49 b. Modify existing rate information......................................................................50 c. Create a new time period...............................................................................50 d. Delete rates.................................................................................................51 e. View additional rate information .....................................................................52 f. Modify additional rate information ...................................................................53 g. Delete additional rate information ...................................................................53

Negotiated ........................................................................................................54 a. Load rates for existing consortia .....................................................................54 b. Modify existing rates .....................................................................................55 c. Create new consortia ....................................................................................56 d. Create a new period of time for a consortia ......................................................56 e. Delete rates.................................................................................................57 f. List all room rates.........................................................................................57 g. View additional rate information .....................................................................58 h. Modify additional rate information ...................................................................58 i. Delete additional rate information ...................................................................58

Internet............................................................................................................59 a. Load rates for internet portals ........................................................................59 b. Modify rates for internet portals......................................................................59 c. Delete rates.................................................................................................60 d. List all rates for internet portals ......................................................................60 e. Add new rates for internet portals ...................................................................61 f. View additional information ............................................................................61 g. Modify additional information .........................................................................62 h. Delete additional rate information ...................................................................62

Packages ..........................................................................................................63 a. Load rates for packages.................................................................................63 b. Modify existing packages ...............................................................................63 c. Create a new time period for a package ...........................................................64 d. Delete rates.................................................................................................64 e. List room rates.............................................................................................65 f. View additional rate information .....................................................................65


g. Modify additional rate information ...................................................................66 h. Delete additional rate information ...................................................................66

5. Miscellaneous ....................................................................................................67

a. View all paid invoice and Balance report (Electronic Statement)...........................68 b. View unpaid invoice and balance report (Electronic Statement) ...........................68 c. GDS information retrieval ..............................................................................69 d. Send consortia RFP .......................................................................................70

6. Reports ............................................................................................................72

a. View monthly report .....................................................................................73 b. Complete a commission report .......................................................................74 c. Update report reservation changes for the commission report .............................76 d. View report by travel agency..........................................................................77 e. View report by source ...................................................................................78 f. View report by country ..................................................................................79 g. View report by room type ..............................................................................80 h. View report by rate type ................................................................................82 i. View inbox history ........................................................................................83

SUPPORT & H E L P S I G N U P

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I. Sign Up 1. Sign upReservHotel offers many benefits that give you enhanced Technology, Control, Flexibility, and Solutions to improve the way your hotel does business. Our system is entirely web based and accessible from any computer with a browser using a login and password. Once you decide which service you want, simply click the Sign-Up button.

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2. Contact me If you are not ready to sign and require more information or would like to be contacted, please feel the brief questionnaire in this section, which will allow us to contact you at your convenience, by phone, fax, or email. 3. Waiting time Once you fill-in our questionnaire, we submit it to all the GDS. They will come back to us in approximately one week to ten business days. Once they have approved your hotel (mainly they verify that your hotel is not double represented by another company), they will provide us with your property listing codes. At this time, we will contact you in order to implement your hotel on the GDS, Internet System as well as our own system. 4. Switch Letter To authorize us to represent you through the ReservHOTEL system, you need to send us a switch letter. Enclosed, you can find text for this letter that needs to be typed on your hotel letterhead. 5. Implementation If another company previously represented your hotel on the GDS, they will usually allow us to keep your database and rates. If this occurs, we will be able to implement your hotel immediately. However, if you still need to fill-out the hotel description information on our database. If your hotel wasn’t represented in the GDS, it is necessary to fill-out all information. This information is very important lease take the time to fill-out all 25 pages.

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After the above general information form is filled-out, there is a mandatory airport/location/directions information which must be completed. Please note that this section is extremely important to establish your hotel location (Geocoding).

Following there are some forms, which are very easy to fill out: Payment options, cancellation policy, and minimum stay policy. The next form is very important and must be filled-out as follows: 1. Select the Room Type. 2. Type the Maximum Number of persons allowed in this room. 3. Type the Maximum Number of adults and children allowed in this room. 4. Click Save. 5. Repeat previous steps for your other type of rooms. 6. Once you are finished then Click Next. 7. Once you have established the type of rooms, select your Rate Type from the following

menu:

8. Click New Period to establish the duration of the rates you are implementing.

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The following screen displays:

Please select valid dates, fill the rates, and select week or weekend rates. After, click Save. You will be asked to fill out the following periods and rates. Once you finish loading these rates, click Next to go to the following forms. The next forms are really self explanatory, please make sure to fill as much information as possible, because all this information will be displayed to thousands of travel agents and millions of prospect guests on the Internet, the more information the better. When you see an asterisk (*), the information is required. The last form you fill-out is the Availability form. Please refer to the Maintenance section to fill-out this information:

Once we receive this information and review it carefully, we will call you if we have questions and then transmit this information automatically to all GDS and Internet Portals. You will be notified again, once your property is implemented in all systems worldwide.

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6. GDS, RH Codes & FastLink® Your GDS codes will look something like this: WS-666 WorldSpan SA-19364 Sabre AM-XXX666 Amadeus AP-555 Apollo/Galileo RH-666 ReservHOTEL own code To facilitate travel agents to locate your hotel easily, we suggest that you use these codes in all of your promotional material. We will also provide you with a link, your Internet Web graphic designer can use, to link your reservation form to our dynamic interactive reservation form. Please see “Fast Link®” to see how you can do the linking. This link looks something like this: http://wwww.reservhotel.com/yourhotelname. 7. Commission Payments If you want to participate in this program, the first thing you need to do is to fill-out the contract and send it to us directly. ReservHOTEL has a liaison between the hotel and the commission processing company. Once the contract is signed, an RH report will display in the member service area and allow the hotel to update no-shows and shorter or longer guest stays. An updated list of commissions, that the hotel wants to pay, is sent to the commission processing company. This form is shown below:

Click the checkbox located on the left.

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The screen below displays:

Once updates are modified, the hotel can include direct reservations received. After, you can click Rectify Report before it is sent to the commission processing company for payment. Click Send Report. An invoice screen will display the amount you owe. 8. ReservHOTEL Commission Payment We highly recommend that you pay ReservHOTEL commission online. It as easy as paying travel agent commissions through Pegasus. On the previous month, the invoice is sent the first day of the month by email and will include all reservations and departure dates. The hotel has 15 days to rectify this invoice, through our “commission report” similar to the Pegasus report, the hotel updates all no-shows and shorter and longer stays. ReservHOTEL will immediately send a rectified report by email. On our invoice, there is no need to write or adjust anything by hand. ReservHOTEL receives payments by:

• Checks in US Currency to 4505 Peachtree Lakes Dr., Duluth, GA 30096

• Wire Transfers to SunTrust Bank Acct# 8840553146 ABA 061000104

• American Express or VISA For further information regarding payments and conditions, please contact us at 1-800-521-5200 or outside USA and Canada at 770-662-1800.

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S U P P O R T & H E L P M E M B E R S E R V I C E S

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II. Member Services 1. Log in To use all Member Service features, you must log in. You will be notified and given a password after you’ve been accepted by the GDS and implemented on our system. If you have lost or forgotten this information, please contact us at: [email protected] 1-800-521-5200 (in USA or Canada) 01-800-9050000 (in Mexico) www.reservhotel.com Click -> Customer service Or fax us at (770) 448-6911

1. Go to www.reservhotel.com. 2. Type your Hotel Code (2 groups of 3 letters). 3. Type your Password. 4. Click the > arrow button.

5. The member services menu displays (shown below).

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2. Availability At ReservHOTEL, you can close and open dates as well as restrict rates and room types, creating very powerful yield management. These updates can be made at any time without restrictions. It only takes a few seconds for these changes to take affect in the GDS, Internet Systems, and the ReservHOTEL database. 1. Go to the Member Services Menu. 2. Click Availability.

This is the availability screen:

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STATUS UPDATE (Please refer to steps 1-3 before doing the activities.) 1. Go to the Member Services Menu. 2. Click Availability. 3. Click Status Update.

Definitions:

X – Date Closed

R – Room Type Restricted

Y – Rate Type Restricted

N – No Rates Available

A. CLOSE A DATE

Anytime a hotel is completely booked, you can close the date to prevent new bookings in any room or rate category. 1. Click Close Date.

2. Select the Period of Time From and To (Month, Day, Year). 3. Click Save. 4. The Closed Dates are displayed with an X symbol (show in the picture below).

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B. OPEN A DATE Any date can be re-opened anytime if the hotel has new room availability. 1. Click Open Date.

2. Select the Period of Time From and To (Month, Day, Year).

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3. Click Save.

*The fields are blank confirming the open update

C. CLOSE A ROOM TYPE Hotels with more than one room type can close the room type(s) that are sold out. 1. Click Close Room Type.


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3. The Hotel Maintenance Room Type popup window displays. (Listing all available rooms)

4. Select the Checkbox of the room type you want to close. 5. Click Save. D. OPEN A ROOM TYPE Any room type can be re-opened if you have new availability. 1. Click Open Room Type.

2. Select the Period of Time From and To (Month, Day, Year). 3. Click Save.

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4. The Hotel Maintenance Room Type popup window displays with the list of closed

rooms.

5. Select the Checkbox of the room type you want to open. 6. Click Save (in the Hotel Maintenance popup window). E. CLOSE A RATE TYPE Hotels using more than one rate type can close the ones they don’t want to sell anymore. 1. Click Close Rate Type.


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3. The Hotel Maintenance Rate Type popup window displays with lists of the available

rates.

4. Select the Checkbox of the rate you want to close. 5. Click Save. F. OPEN A RATE TYPE Hotels can re-open a rate that was previously closed. 1. Click Open Rate Type.

2. Select the Period of Time From and To (Month, Day, Year). 3. Click Save.

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4. The Open Rate Type popup window displays lists of rates that were closed.

5. Select the Checkbox of the rate you want to open. 6. Click Save.

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ALLOTMENT CONTROL ReservHOTEL suggests leaving open availability, closed dates, rates, or room types as needed. However, if you would like to control your room inventory by allotment, our system allows you to create allotments by hotel level and if you need to you can create sub-allotments by room and rate type. (Please refer to steps 1-3 before doing the activities.) 1. Go to the Member Services Menu. 2. Click Availability. 3. Click Allotment Control.

A. REVIEW YOUR ALLOTMENT This option will show you how many rooms you have open to sell. For Sale (FS) means that all your rooms are open to be sold. A number in place of (FS) is the number of available rooms. Notes: When you click Allotment Control, a popup window will open. Enlarge the window by clicking the maximize icon located on the right hand corner of the window. The window will automatically display today’s date. 1. Click Next 15 days> to preview the next 15 days of allotment. OR 2. Click the <Back 15 days to preview the previous 15 days of allotment. OR 3. Select a Specific Date from the date dropdown menus. 4. Click GO.

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B. UPDATE AN ALLOTMENT AT HOTEL LEVEL Here you can input the total number of rooms to be sold at the hotel level. 1. Click a Property Date (In the figure below).

2. The Hotel Availability popup menu displays.

3. Select a Start Date from the Start Date dropdown menus. 4. Select an End Date from the End Date dropdown menus. 5. Type the Allotment [# of rooms available] in the Allotment text field. 6. Click Save. 7. Click OK, in the dialog, warning box: “Are you sure?”

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C. UPDATE AN ALLOTMENT AT ROOM TYPE LEVEL Here you can input a number of rooms available by room type in case your hotel offers more than one. 1. Click a Room Rate link (In the figure below).

2. The Room Type Allotment popup menu displays.

3. Click the Room Type. 4. Choose the action you want for the room type.

a. Click the > button to add a room type. b. Click the < button to remove a room type. c. Click the >> button to add all room types. d. Click the << button to delete all room types.

5. Select a Start Date from the Start Date dropdown menus. 6. Select an End Date from the End Date dropdown menus.

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7. Type the Allotment [# of rooms available] in the Allotment text field. 8. Click Save. 9. Click OK, in the dialog, warning box: “Are you sure?” D. UPDATE AN ALLOTMENT AT RATE TYPE LEVEL Each room will display all rate types. It will allow you to distribute different numbers of room allotment types to every available rate type. 1. Click the Rate Type link.

2. The Room Rates Allotment popup window displays. 3. Select the Room Rate Type(s) from the left box. 4. Use the buttons below to modify the rate type.

a. Click the > button to add a room type. b. Click the < button to remove a room type. c. Click the >> button to add all room types. d. Click the << button to delete all room types.

5. Select a Start Date from the Start Date dropdown menus. 6. Select an End Date from the End Date dropdown menus. 7. Type the Allotment [# of rooms available] in the Allotment text field. 8. Click Save. 9. Click OK, in the dialog, warning box: “Are you sure?”

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3. Information At ReservHOTEL, you can use the information bar to create, add, change, or modify your hotel profile. These updates can be made at any time without restrictions. These include changing general information, payment options, cancel policy, minimum stay policy, security and much more. It only takes a few seconds for these changes to take affect in the GDS, Internet Systems, and the ReservHOTEL database. (Please refer to steps 1-2 before doing the activities.) 1. Go to the Member Services Menu. 2. Click the Information tab.

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A. GENERAL INFORMATION Notes: The (*) asterisk marks all required information. 1. Click General Information.

2. Type the information in the appropriate text fields.

(*Notes: Make sure to write a brief description in the hotel description field for travel agents to view, this description should be concise and meaningful.)

3. Click Save. B. PAYMENT OPTIONS 1. Click Payment Options.

2. Click the Checkbox(es) under Guarantee for the payment type(s). 3. Click the Checkbox(es) under Deposit for the payment type(s). (*Please check deposit

only in the case where your property requests a deposit to confirm the booking.) 4. Click Save.

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C. CANCEL POLICY 1. Click Cancel Policy.

2. Select the Start Date from the dropdown boxes. 3. Select the End Date from the dropdown boxes. 4. Type the [ # ] of Nights in the night text field. 5. Type the Penalty (the charge in case of no-show or late cancellation) in the penalty text

field. 6. Click Save. D. DEPOSIT POLICY You will use this option only in case your property requests a deposit in order to confirm a booking. 1. Click Deposit Policy.

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2. Select the Start Date from the dropdown menus. 3. Select the End Date from the dropdown menus. 4. Either type the number of [Nights], [Percent], or [Amount] in the text fields below in

the appropriate text field (See image above). 5. Select Who to Charge from the Who Charge dropdown menu. (*If you select RH it won’t

charge) 6. Click Save. E. MINIMUM STAY POLICY You will use this option if your property requests more than one night stay. 1. Click Minimum Stay Policy.

2. Select the Start Date from the dropdown menus. 3. Select the End Date from the dropdown menus. 4. Type the Number of Night(s) in the nights text field. 5. Click Save.

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F. SERVICES 1. Click Services.

2. Select the Check in Time from the Check In dropdown menu. 3. Select the Check out Time from the Check Out dropdown menu. 4. Click the Checkboxes that describe the services your hotel provides. 5. Type the [Amenity Name] in the Amenity text field.

6. Click the > button to select the name. (or the < button to remove an amenity) 7. Click Save.

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G. RESTAURANTS 1. Click Restaurants.

2. Type the Restaurant Name in the name text field. 3. Type the Cuisine Type in the cuisine text field. (i.e. Continental, Italian Cuisine) 4. Click the Checkbox for the Types Meals Service: Breakfast, lunch, or/and dinner. 5. Type the Hours Open in the hour text field. (Example: 8 a.m. – 10 p.m.) 6. Type the Dress Code Required in the dress text field. (Examples: conservative, formal,

business attire, or casual) 7. Type a location. (i.e. The restaurant is located in the lobby, close to the hotel) 8. Repeat Steps 2 – 6, until you have added each restaurant. 9. Click Save. H. BARS 1. Click Bars.

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2. Type the Bar Name in the name text field. 3. Type the Hours Open in the hour text field. (Example: 8 a.m. – 10 p.m.) 4. Select a Location. 5. Type the Dress Code required in the dress text field. (Examples: conservative, formal,

business attire, casual) 6. Click the Checkbox(es) for the Type of Nightclub and services. 7. Repeat Steps 2 – 6, until you have added each restaurant. 8. Click Save. I. HANDICAPPED 1. Click Handicapped.

2. Click the Checkboxes for the handicapped facilities offered. 3. Click Save.

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J. RECREATION 1. Click Recreational.

2. Click the Checkboxes for each activity offered. 3. Click the drop down menu adjacent to the recreational activity and choose the location.

4. Repeat Step 2-3 for each available activity. 5. Use the Others text field for more recreational activities. 6. Click Save. K. CONFERENCE ROOMS 1. Click Conference Rooms.

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2. Click a Ballroom Type Checkbox(es). 3. Type the Capacity for each room (Max # of people the room will hold). (i.e. 500-600). 4. Type any Remarks in the remarks text field. 5. Click Save. L. ACCOMMODATIONS 1. Click Accommodations.

2. Type the [ # ] of rooms in the Hotel. 3. Click the Checkboxes for each Bed Configuration. 4. Click the Checkboxes for each Available Suite. 5. Click the Checkboxes for each Available View.

6. Type any Remarks in the remarks text field. 7. Click Save.

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M. BUILDING INFORMATION 1. Click Building.

2. Click the text box for each. 3. Type the Year Built. (Example: 1987) 4. Type the Year of Last Renovation. (Example: 1999) 5. Type the Number of Buildings. 6. Type the Number of Floors. 7. Type the Number of Elevators. 8. Click Save. N. MEAL PLANS Definitions European Plan (EP): includes breakfast and dinner. Full Pension American Plan (AP): includes breakfast, lunch, and dinner. Demi Pension Modified American Plan (MAP): includes breakfast and dinner. Continental Plan (CP): includes breakfast only. All Inclusive (AI): includes all meals, drinks, alcoholic beverages, and taxes.

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1. Click the radio buttons under the meal plans that are included in your hotel. 2. Click the Other text field. 3. Type any comments or other information in the other text field. 4. Click Save. O. SECURITY 1. Click Security.

2. Click the "Is you property’s fire safety approved?" dropdown menu. 3. Select Yes or No from the dropdown menu. 4. Click the Smoke System Checkbox(es) for the location of smoke system. 5. Click the Sprinkler System Checkbox(es) for the location of sprinkler system. 6. Click the Security Checkbox(es) for the location of security systems. 7. Click the Additional Staff Checkbox(es) for the additional staff.

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8. Click the Remarks textbox. 9. Type any Remarks or Comments in the text field. 10. Click Save. P. MANAGEMENT 1. Click Management.

2. Click the General Manager Name text field. 3. Type the General Manager’s Name. 4. Click the General Manager Telephone text field. 5. Type the General Manager’s Telephone Number. Example: (area code) XXX-XXXX. 6. Click the General Manager Email text field. 7. Type the General Manager’s Email. 8. Click the Notify Checkbox to the right of the person you want to be notified.

(*This is used a security precaution. If this box is checked, the RH system will notify the General Manager of any updates made to the system including availability, hotel information, or rate changes.)

9. Repeat steps 2 – 5 for all other management positions in the appropriate text field. 10. Type any Other Staff Member’s information in the Other Staff text field. 11. Click Save.

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Q. TYPE OF HOTEL 1. Click Type of Hotel. 2. Click the Checkboxes that describe your hotel type.

3. Click Save. R. BUSINESS PROFILE 1. Click Business Profile.

2. Click the text field. 3. Type the Percentage (%) in each text field. 4. Click Save.

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S. TRANSPORTATION 1. Click Transportation.

2. Click the Checkboxes that describe the existing transportation from the airport to the

hotel. 3. Click the Checkboxes that describe the existing transportation from the hotel to the city. 4. Click Save. T. MISCELLANEOUS 1. Click Miscellaneous.

2. Click each Textbox. 3. Type the number of Days Prior to Arrival (i.e. or cut off date, which means that your

property will not receive new bookings within the # of days typed in this box), Minimum Nights Stay, Maximum Nights Stay, Child Age Free of Charge (Sharing room with parents) , Crib Cost, Extra bed Rollaway Costs.

4. Click Save.

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U. LOCATION Notes: Notice that your airport information is already selected in the dropdown menus. 1. Click Location.

2. You cannot change your airport information however, you can modify distance and

direction. 3. Type the number in Kilometers or Miles. (Note: If you type the miles the kilometer will

automatically update and vice versa) 4. Click the dropdown box. Select a direction. (Example: N, S, E, W, NE, SE, NW, SW) 5. Type the directions (how to get to the hotel from the airport) in the directions text field. 6. Click the Alternate Airport 1 dropdown box. 7. Select an Alternate Airport. 8. Select the Location and directions from the dropdown menus. 9. To add another Alternate Airport (2) repeat Steps 6-8. 10. Type any Attractions in the Attraction text field. 11. Select the Location and directions from the dropdown menus. 12. To add more attractions, Repeat Steps 10 and 11. 13. Type the Latitude and Longitude. (*This is important on some internet portals) 14. Type any Directions/Remarks in the Directions/Remarks text field. 15. Click Save.

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V. ROOM DESCRIPTIONS 1. Click Room Descriptions.

2. Click the Room Type dropdown menu. 3. Select the Room Type. 4. To Add Change or Modify the Room Type:

A. Click on the Room Description text field and Type what your hotel considers important to describe the room.

B. Click on the Room Name and Type a New Name or personalize the name to your hotel.

5. Click Save. W. LOADING PICTURES Hotel Picture Management Notes: You need to have hotel pictures on your PC in .jpeg or .gif formats. They must be a 4:3 ratio or 640 X 480 pixels (other wise your pictures will look distorted). 1. Click the Picture Section (where you want the picture to be). [i.e. Exterior, Interior,

Rooms, Map, and Logo)]

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2. Click Browse.

3. Look for your pictures. Choose the file in the Choose File window.

4. Click Open. 5. Click Submit, shown below. (*If you want to delete a picture click Delete Picture.) 6. “Please wait while loading picture…” The picture displays on the screen.

7. Repeat steps 1-4 to include more than one picture (we recommend three per section

Maps 2 Logo 1).

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4. Rates The following rates can be updated:

• GDS Rates: will affect GDS and Internet Portals. These rates are always available in the ReservHOTEL Database. You can access them and update them as you please. All you need to do is Log into ReservHOTEL Member Services section and click on Rates, then GDS.

• Internet Rates: In order to load Internet rates, you must sign a contract. When you receive confirmation of the contract you will have access to the Internet rates provided and you will be able to update you web site.

• Negotiated Rates: These rates are only accessible through the GDS for special

groups of Travel Agents (Consortia). First, the hotel has to contact these groups and send them a Bid or Request for Proposal (RFP). Once the Consortia accept the hotel, it send a welcome letter along with a rate loading instruction sheet, which must be completed by the hotel.

• Packages: This is almost identical to GDS rates with the exception that you need to

fill some “Complementary Information” or Packages ingredients (i.e. Transfers, breakfast, Suite upgrade, other special offers etc.) These rates will be implemented and updated on all GDS, Internet system, RH Database, and Internet (including FastLink).

• Fast Link: is an Internet booking engine available to all ReservHOTEL members. With

Fast Link, you can easily turn static reservation methods such as: email, fax, or phone using the interactive reservation process with real-time confirmation.

(Please refer to step 1-2 before doing the activities.)

1. Go to the Member Services Menu.

2. Click Rates.

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Global Distribution System (GDS) Rates These rates are available to all travel agents through our “next generation” seamless connectivity. Please make sure your rates are updated.



2. Click Rates. 3. Click Public Rates.

A. LOAD RATES 1. Select a Rate Type from the select rate type dropdown menu. 2. Select a Period of Time from the drop down menu you want to modify. 3. The rate type information page displays.

B. MODIFY EXISTING GDS RATES You have the option to modify anytime you need the rates that already exist on the GDS. 1. Select a Rate Type you want to modify from the select rate type dropdown menu. 2. Select a Period of Time from the drop down menu you want to modify. 3. The Rate Type Information page displays. 4. Click the text field and Press [Backspace] to delete an existing rate.

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5. Type the New Rate Amount in the text field. 6. Click Save. 7. The warning box displays “Information successfully updated”. 8. Click OK.

C. CREATE A NEW TIME PERIOD You can create a new period of time for each rate on the GDS. The rates are available on the ReservHOTEL database. 1. Select a Rate Type from the select rate type dropdown menu.

2. Click New Period. The rate type information page displays.

3. Select a Period of Time From and Period of Time To from the dropdown menu.

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4. Select a Room Type by clicking the Checkboxes (on left).

5. To the right of the Room Type, Type the Standard Rates. [i.e. 1P(1 person) = 100, 2P (2

person) = 120, XPER (extra person) = 20 CHLD (child) = 15]

6. Click the radio buttons (above) to select what day for each rate. Make sure you enter the

appropriate rates for both weekend and weekday. [i.e. Standard Rate: Click M, T, W, Th. Weekend Rate: Click F, S, S] *Only enter weekend rates if they differ. from the standard rates.

7. Click Save. 8. The warning box displays “Information successfully updated”. 9. Click OK. D. CREATE NEW ROOM TYPES You can create new room types for your hotel and personalize the name of each room. 1. Click New Room Types.

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2. The room type popup window displays.

3. Select a Room Type. (*Note: The * marks the room types that already exist in your

hotel) 4. Type a New Room Name in the room name text field. *You can personalize your own

room name. 5. Type a Room Description. (i.e. Modern, King Size Bed, Jacuzzi) 6. Type a Maximum Occupancy (#) in the Max Occupancy text field. 7. Type a Maximum Amount of Adults (#) in the Max Adults text field. 8. Type the Maximum Amount of Children (#) in the Max Child text field. 9. Click Save. E. DELETE RATES 1. Select a Rate Type you want to delete from the select rate type dropdown menu. 2. Select a Period of Time from the drop down menu. 3. Click the text field and Press [Backspace] to delete an existing rate. 4. Leave the text field blank. 5. Select all the checkboxes. 6. Click Save.

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F. LIST ALL ROOM RATES You can view a list of all rates that are currently available on the GDS. Or view the rate list to confirm your changes have been updated. 1. Click List all Room Rates.

2. The List Room Rates popup window displays. (Note: Click Print if you want to print the

report.)

3. Click Close to return to the Member Services Menu. G. VIEW ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information.

3. The additional rate information popup window displays. H. MODIFY ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information.

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3. The additional rate information popup window displays.

4. You can modify the Hotel Rate Name, Min. Stay, Max Stay, Full Description, Net

Rate, or Travel Agent Commission. 5. When you’re finished modifying… 6. Click Save. 7. The warning box displays “Information successfully updated”. 8. Click OK. I. DELETE ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu.

2. Click Additional Rate Information. 3. The additional rate information popup window displays. 4. Press [Backspace] and delete all the information in the text boxes. 5. Click Save. 6. The warning box displays “Information successfully updated”. 7. Click OK.

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Fast Link Fast Link enables participating hotels to receive instant reservations over the web. Your web designer must link you reservation section to our web site. Please refer to the GENERAL INFORMATION – page 37 to retrieve your link.)



2. Click Rates. 3. Click Neg Fast Link Rates.

A. LOAD RATES TOUR OPERATORS AND EXISTING RATES 1. Select a Rate Types you want to modify from the dropdown menu. 2. Select a Period you want to modify from the dropdown menu. 3. The Rates page displays below showing the existing rates.

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B. MODIFY EXISTING RATE INFORMATION You can modify existing rates that exist on Fast Link. 1. Select a Rate Type you want to modify from the dropdown menu. 2. Select a Period you want to modify from the dropdown menu. 3. The Special Rates page displays below showing the existing rates. 4. Type the modified information in the required text field. 5. Click Save. 6. The warning dialog box displays “The information has been successfully updated.” 7. Click OK. C. CREATE A NEW TIME PERIOD You can create a new period of time for each rate on the GDS. The rates are available on the ReservHOTEL database. 1. Select a Rate Type from the select rate type dropdown menu. 2. Click New Period. The rate type information page displays.

3. Select a Period of Time From and Period of Time To from the dropdown menu. 4. Select a Room Type by clicking the Checkboxes (on left). 5. To the right of the Room Type, Type the Standard Rates. [i.e. 1P(1 person) = 100, 2P (2

person) = 200, XPER (extra person) = 100 CHLD (child) = 75] *Only enter the weekend rates if the rates differ. from the standard rates.

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appropriate rates for both weekend and weekday. [i.e. Standard Rate: Click M, T, W, Th. Weekend Rate: Click F, S, S]

7. Click Save. 8. The warning box displays “Information successfully updated”. 9. Click OK. D. DELETE RATES 1. Select a Rate Type you want to delete from the select rate type dropdown menu. 2. Select a Period of Time from the drop down menu. 3. Click the text field and Press [Backspace] to delete an existing rate. 4. Leave the text field blank. 5. Click Save.

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E. VIEW ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information.

*Note the Promotion Code located under Select a Period.

3. The additional rate information window displays.

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F. MODIFY ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information. 3. The additional rate information popup window displays.

4. You can modify the Hotel Rate Name, Min. Stay, Max Stay, Full Description, Net Rate, or Travel Agent Commission.

5. When you’re finished modifying… 6. Click Save. 7. The warning box displays “Information successfully updated”. 8. Click OK. G. DELETE ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information. 3. The additional rate information popup window displays. 4. Press [Backspace] and delete all the information in the text boxes. 5. Click Save. 6. The warning box displays “Information successfully updated”.

7. Click OK.

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Negotiated (Please refer to step 1-3 before doing the activities.)


2. Click Rates. 3. Click Consortia Negotiated Rates .

A. LOAD RATES FOR EXISTING CONSORTIA 1. Select a Consortia/Company from the consortia/company dropdown menu. 2. Select a Period From and To from the dropdown menu. 3. The existing rates page displays below.

B. MODIFY EXISTING RATES 1. Select the Consortia/Company from the consortia/company dropdown menu. 2. Select a Period From and To from the dropdown menu. 3. The existing rates display below. 4. To delete the rate amount press [Backspace] on your keyboard. 5. Type a new rate in the rate text field you want to modify. 6. Click Save.

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C. CREATE A NEW CONSORTIA After you have established a contract with a company, you want to add the consortia to your maintenance information. 1. Click New Company.

2. The New Consortium Maintenance popup window displays. 3. Type the information in the required text fields. [i.e. Consortium Name, Contact Name,

Rate Access Codes, and Pseudo City (separate with a comma ABC, 123, 345), Please use G – Galileo PCC, V – Apollo PCC or 1-Point of Sale PCC before the Apollo’s pseudo city in order to the system to send the information.

4. Click Save Changes. 5. The warning dialog box displays “Company Successfully Saved.” 6. Click OK.

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D. CREATE A NEW TIME PERIOD FOR A CONSORTIA Negotiated rates are only accessible through the GDS for special groups of travel agents. Your hotel has to have a contract with the consortia before it can be added. Once there is confirmation of a contract, you can add a new date for the consortia. 1. Select the Consortia/Company from the consortia/company dropdown menu. 2. Click New Dates Period.

3. The Date Period Page displays below. 4. Select the New Time Period From and To from the Date Period dropdown menus. 5. Click the Room Type Checkbox(es) to select a room type. 10. To the right of the Room Type, Type the Standard Rates. [i.e. 1P(1 person) = 100, 2P (2

person) = 200, XPER (extra person) = 100 CHLD (child) = 75] *Only enter the weekend rates if the rates different from the standard rates.


appropriate rates for both weekend and weekday. [i.e. Standard Rate: Click M, T, W, Th. Weekend Rate: Click F, S, S]

12. Click Save. 13. The warning box displays “Information successfully updated”. 14. Click OK. E. DELETE RATES 1. Select a Rate Type you want to delete from the select rate type dropdown menu. 2. Select a Period of Time from the drop down menu. 3. Click the text field and Press [Backspace] to delete an existing rate. 4. Leave the text field blank. 5. Click Save.

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F. LIST ALL ROOM RATES 1. Click List Room Rates (upper right corner).

2. The room rates popup window displays with the existing rates.

3. Click the Date Period, to see all details. 4. Click Print, to print the rates. 5. Click Close to return to the previous page. G. VIEW ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Xtra Rate Information.

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3. The additional rate information popup window displays.

H. MODIFY ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information. 3. The additional rate information popup window displays. (See picture above) 4. You can modify the Hotel Rate Name, Min. Stay, Max Stay, Full Description, Net

Rate, or Travel Agent Commission. 5. When you’re finished modifying… 6. Click Save. 7. The warning box displays “Information successfully updated”. 8. Click OK. I. DELETE ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information. 3. The additional rate information popup window displays. 4. Press [Backspace] and delete all the information in the text boxes. 5. Click Save. 6. The warning box displays “Information successfully updated”. 7. Click OK.

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Internet You can update your rates for some participating Internet portals. You can load information from GDS and FastLink independently. (Please refer to step 1-3 before doing the activities.)


2. Click Rates. 3. Click Merchant/Net Rates.

A. LOAD RATES FOR INTERNET PORTALS 1. Select a Portal from the portals dropdown menu. 2. Select a Period from the period dropdown menu. 3. The rates display below.

B. MODIFY RATES FOR INTERNET PORTALS 1. Select the Portal you want to modify rates for from the portals dropdown menu. 2. Select the Portal you want to modify rates for from the period dropdown menu. 3. The existing rates display below. 4. Press [Backspace] to delete the existing rates. 5. Type the New Rates (*For more help see, CREATE A NEW PERIOD).

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6. Click Save. 7. The warning box displays, “Information Successfully Updated.” 8. Click OK. C. DELETE RATES 1. Select a Rate Type you want to delete from the select rate type dropdown menu. 2. Select a Period of Time from the drop down menu. 3. Click the text field and Press [Backspace] to delete an existing rate. 4. Leave the text field blank. 5. Click Save. D. LIST ALL RATES FOR INTERNET PORTALS 1. Click List Room Rates.

2. The list room rates popup window displays.

3. Click Print, to print the report. 4. Click Close, to return to the previous window.

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E. ADD NEW RATES FOR INTERNET PORTALS 1. Select a Portal from the portals dropdown menu. 2. Click New Dates Period (on the right).

3. The rates window displays below.

4. Select a New Period of the Date dropdown menus. 5. Click the Checkboxes to select the Room Types. 6. Enter new rates in the text fields. (*For more help see, exercise CREATE A NEW TIME

PERIOD.) 7. Click Save. 8. The warning box displays, “Information successfully updated.” 9. Click OK. F. VIEW ADDITIONAL RATE INFORMATION 1. Select a Portal from the portal dropdown menu. 2. Click the Additional Rate Information button.

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3. The Rate Full Description popup window displays.

4. The extra rate information appears. 5. Click Close. G. MODIFY ADDITIONAL INFORMATION 1. Select a Portal from the portal dropdown menu. 2. Click the Extra Rate Info button.

3. The Rate Full Description popup window displays. 4. The extra rate information appears. 5. Type the new information. 6. Click Save. H. DELETE ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information. 3. The additional rate information popup window displays. 4. Press [Backspace] and delete all the information in the text boxes. 5. Click Save. 6. The warning box displays “Information successfully updated”. 7. Click OK.

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Packages ReservHOTEL allows you to create hotel packages. If you participate in this program, these packages will be available in GDS and FastLink. (Please refer to step 1-3 before doing the activities.)


2. Click Rates. 3. Click Packages Rates.

A. LOAD RATES FOR PACKAGES 1. Select a Package from the dropdown menu. 2. Select a Period from the period dropdown menu. 3. The rates display below.

B. MODIFY EXISTING PACKAGES 1. Select the Hotel Rate Package you want to modify from the Hotel Rate dropdown menu. 2. Select the Period of time from the period dropdown menu. 3. The Detailed Rate Information popup window displays. 4. Click the Hotel Rate Name text field. Type your modified Hotel Rate Name.

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5. Click the Minimum Stay dropdown menu. 6. Select the Minimum Nights Stay. 7. Click the Maximum Stay dropdown menu. 8. Select the Maximum Nights Stay. 9. Type a Full Description in the full description text field. 10. Click Save. 11. The warning box displays, “Information successfully updated.” 12. Click OK. C. CREATE A NEW TIME PERIOD FOR PACKAGES 1. Select a Hotel Rate from the Select Hotel Rate dropdown menu. 2. Click New Period.

3. The Dates Period Window displays. 4. Select a New Period of Time from the period from and to dropdown menu. 5. Select a Room Type Check box (es). 6. Type new rates. (*For more help see, exercise CREATE A NEW TIME PERIOD.) 7. Click Save. 8. The warning box displays, “Information successfully updated.” 9. Click OK. D. DELETE RATES 1. Select a Rate Type you want to delete from the select rate type dropdown menu. 2. Select a Period of Time from the drop down menu.

3. Click the text field and Press [Backspace] to delete an existing rate. 4. Leave the text field blank. 5. Click Save.

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E. LIST ROOM RATES 1. Click List Room Rates.

2. The List Room Rates popup window displays.

3. Click Print, to print the report. 4. Click Close, to go back to the previous menu. F. VIEW ADDITIONAL RATE INFORMATION 1. Select a rate from the dropdown menu. 2. Click the Additional Rate Information button.

3. The Rate Full Description popup window displays. 4. The extra rate information appears. 5. Click Close.

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G. MODIFY EXTRA RATE INFORMATION 1. Select a Rate from the dropdown menu. 2. Click the Additional Rate Info button. 3. The Rate Full Description popup window displays.

4. The extra rate information appears. 5. Type the new information. 6. Click Save. H. DELETE ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information.

3. The additional rate information popup window displays. 4. Press [Backspace] and delete all the information in the text boxes. 5. Click Save. 6. The warning box displays “Information successfully updated”. 7. Click OK.

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5. Miscellaneous

The Miscellaneous tab will allow you to view a Paid/Unpaid Balance Report, retrieve what you have loaded on the GDS, and view the consortia you’ve selected.

(Please refer to step 1-2 before doing the activity.)


2. Click Miscellaneous tab.

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A. VIEW ALL PAID INVOICE AND BALANCE REPORT (ELECTRONIC STATEMENT) Electronic statement allows you to view your unpaid invoices or old paid invoices. 1. Click Electronic Statement.

2. Click the All Invoice radio button.

3. Click the Get Invoices button. 4. The balance report displays. B. VIEW YOUR UNPAID INVOICE AND BALANCE REPORT (ELECTRONIC STATEMENT) 1. Click Electronic Statement. 2. Click the Unpaid Invoices radio button.

3. Click the Get Balance Report button. 4. The balance report displays below.

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C. GDS INFORMATION RETRIEVAL ReservHOTEL can bring you important information from the GDS directly. You may view the information as fast as travel agents. This information can help you with decisions about rates in response to your competition. 1. Click GDS Information Retrieval.

2. Click the checkbox (es) for the information you want to retrieve.

3. Type an email(s) in the text field. (*The information will be emailed to this address. Please resize the email by enlarging the window to show the proper order.) 4. Click Submit Request.

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D. SEND CONSORTIA RFP If you negotiate, rates with a consortium you need to send them an RFP every year (before September), this is a tedious work and you need to fill out a lot of information ever year on different formats. ReservHOTEL makes this easy for you, since we have the most important information available. All you have to do is complete the missing information. ReservHOTEL will transfer the forms electronically to all companies. With the click of a mouse, you can make profile changes to your hotel. 1. Click Consortia.

2. The Consortia list displays. A check will appear next to the consortia(s) that already have

been selected. (*Notes: Clicking a consortia logo allows you to view the web site.)

3. Select the consortia you want to send to the RFP. 4. Click Start RFP to complete some additional information requested by the consortia and

to be added to the RFP.

5. The Basic Information popup window displays.

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6. Click Next to navigate to enter other information in your profile. 7. Click Back to view the previous page. 8. Once you’ve completed the information profile pages, ReservHOTEL will send the forms

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6. Reports The Reports tab will allow you to view reports by specific type. The following types are categorized as follows:

• Monthly – displays the monthly arrivals, booking number and total revenue from the total room nights, it also displays the average room rate.

• Commission – displays the total commission for a selected period of time. • By Travel Agency – shows total booking by travel agency. • By Source – Shows total revenue from the hotel, including a graphic chart. • By Room Type – shows total revenue by room type, including a graphic chart. • By Rate Type – show total revenue by rate type, including a graphic chart. • Inbox History - lists the history of booking transactions in the order they were

generated from top to bottom, cancellations are listed below.

*Note: You can Print all Reports by Clicking on the Print button. (Please refer to step 1-2 before doing the activities.)


2. Click Reports.

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A. VIEW ARRIVALS REPORT This report gives you a global idea of the production of electronic distributions to your hotel. We have added, Total Room/Nights, Average Room/Nights, Revenue and Average Room Rates, at the bottom of this report for your convenience. We also offer a comparison with the previous year (same month) difference and a year to date information. 1. Click Arrivals.

2. The Monthly arrivals report displays. 3. Select a Month and Year. 4. Click Show Report. 5. The report popup window displays.

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6. Click the Booking# to view more details.

7. Click Close to return to the previous window. B. COMPLETE A COMMISSION REPORT This report will allow ReservHOTEL to send you an accurate invoice. Please update this report within the first 5 days of the month in order to receive an accurate statement. 1. Click Commission.

2. The report by commission displays. 3. Select a Month and Year. 4. Click Show Report.

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5. The Commission Report popup window displays.

6. Click the Conf number to view more details (shown below).

7. Click Close to return to the previous window.

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C. UPDATE REPORT RESERVATION CHANGES FOR THE COMMISSION REPORT 1. Click Commission. 2. The report by commission displays. 3. Select a Month and Year. 4. Click Show Report. 5. The Commission Report popup window displays. 6. Click the Checkbox next to the guest who did not show up.

7. The Modify Reservation popup window displays. 8. Click the NO SHOW Checkbox. OR 9. Select the Arrival, Nights, Rooms, and Total Amount (if differ) for the guest. 10. Click Save. 11. Click Rectify Report. 12. The updated report displays.

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D. VIEW REPORT BY TRAVEL AGENCY This option allows you to view the agencies that are producing the most business for your hotel. The report also lists the agencies contact information. If available, you can also email the agency. 1. Click By Travel Agency.

2. Select a Period From and To. 3. Click Show Report.

4. The Production by Travel Agency displays below.

5. Click the TA Name to view detailed information.

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E. VIEW REPORT BY SOURCE This report shows you where your reservations are coming from: by GDS, by Internet, or Directly etc… 1. Click By Source.

2. Select a Period From and To. 3. Click Show Report. 4. The Production by Source report displays.

5. Click See Graphic Charts to view a graphic picture of your revenue. 6. The Bar and Pie charts popup menu displays.

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7. Click Close to return to the previous menu. F VIEW REPORT BY COUNTRY This report will indicate your hotel demand by geographical origin. 1. Click By Country.

2. Select a Period From and To. 3. Click Show Report. 4. The Production by Country report displays.

5. Click See Graphic Charts to view a graphic picture of your revenue.

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6. The Bar and Pie charts popup menu displays.

7. Click Close to return to the previous menu. G.VIEW REPORT BY ROOM TYPE This report will display your hotel’s room type demands. 1. Click By Room Type.

2. Select a Period From and To. 3. Click Show Report. 4. The Production By Room Type report displays.

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5. Click See Graphic Charts to view a graphic picture of your revenue. 6. The Bar and Pie charts popup menu displays.

7. Click Close to return to the previous menu.

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H. VIEW REPORT BY RATE TYPE Rate Type report allows you to view the rate types in demand. 1. Click By Rate Type.

2. Select a Period From and To. 3. Click Production Report by Rate Type. 4. The Production By Rate Type report displays.

5. Click See Graphic Charts to view a graphic picture of your revenue.

6. The Bar and Pie charts popup menu displays.

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7. Click Close to return to the previous menu. I. VIEW INBOX HISTORY Inbox history allows you to view all past bookings transmitted to your hotel. You can also confirm daily reservations transmitted by ReservHOTEL. 1. Click Inbox History.

2. Select the Transmittal Date from the dropdown menu. 3. Click Get Transactions. 4. You can click “New” or “Click” to see all the details of this booking as originally sent. 5. The Transactions display below.

6. Click Close to return to the previous menu. (*Click Print to print the report)

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Documents

Help & Support Manual - November 2004 · 2. Type the Maximum Number of persons allowed in this room. 3. Type the Maximum Number of adults and children allowed in this room. 4. Click