Booking Engine Configuration2019-07-18T08:23:01+01:00

Booking Engine Configuration

The essentials for getting started with your booking engine; setting T&Cs, cancellation policy and custom messaging.

General Hotel Terms and Conditions

Hotel/Property Terms and Conditions are displayed on the Details page of the booking process and the Confirmation Email sent to guests.

To change/edit your Hotel/Property Terms and Conditions follow the steps below:

  1. Go into the Booking Engine Service.
  1. Under Site Setup click ‘Edit Site Profile’.


  1. Click the ‘Customer Info’ tab and Edit the ‘Terms and Conditions’.

  1. Save Changes.

Default Cancellation Policy/Cutoff

The Cancellation Cutoff is shown in the Confirmation Email as ‘Cancellation Deadline’ sent to a Customer when a reservation has been made.

To change the default Cancellation Policy / Cutoffs follow the steps below:

  1. Go into the Booking Engine Service.
  1. Under Site Setup click ‘Edit Site Profile’.

  1. Click the ‘General’ tab and edit the ‘Cancellation Cut Off’ and ‘Cut Off Time’.

If you choose 1 day cancellation you can enter a time which allows the customer to cancel up until then.

  1. Save Changes.

Best Rate Guarantee Message

The Best Rate Guarantee is displayed on the Details page of the booking process and the Confirmation Email sent to guests.

To change/edit the Best Rate Guarantee follow the steps below:

  1. Go into the Booking Engine Service.
  1. Under Site Setup click “Edit Site Profile”.

  1. Click the “Customer Info” tab and Edit the “Best Rate Guarantee”.

  1. Save Changes.

Please Note: When you have entered and saved text in the Best Rate Guarantee section (shown above) this also activates the “Best Rate Guarantee” message at the top of each stage of the booking process.

See example below:

Privacy and Cookie Policies

The cookie and privacy policies appear on the footer of each of your booking engine pages (see image below). These policies can be updated through your Customer Relationship Management System (CRM).

  1. Log on to your CRM – Select it from the top menu when you log into your Avvio account.

  1. Select ‘edit site profile’ from the side menu on the right hand side.

  1. For the Privacy Policy – Select the Privacy tab.

Note: There are two ways in which you can input your Privacy Policy.

    • If your Privacy Policy is already on a page within your website, you can simply copy and paste the URL of that page into box 1 seen in the image below.
    • Alternatively, you can copy and paste your complete Privacy Policy text into box 2 below shown in the below image.

  1. Save Changes.

Note: If you choose option 2 – the privacy policy will appear as a page within your booking engine. See image below.

  1. For the Cookie Policy – Select the Cookie tab.

Note: Similar to the Privacy Policy, there is two ways you can input your Cookie Policy.

    • If your Cookie Policy is on your website already, you can simply copy and paste the URL of that page into box 1 seen in the image below.
    • Alternatively, you can copy and paste your complete Cookie Policy text into box 2 shown in the below image.

  1. Save Changes.

Upload an Image

For Room Images, Voucher Images and Rate/Special Offer Images, four versions of the same image are needed.

    • 1600 x 1200 pixels
    • 800 x 600 pixels
    • 400 x 300 pixels
    • 120 x 90 pixels

Note: Images must have a file size limit of 512kb.

Note: You need to upload images at 1600×1200 or larger and then resize to the smaller sizes within the media centre. It is not possible to resize up to a larger size.

To upload and resize images, follow the steps below:

  1. Go into the ‘MEDIACENTER’.

  1. Go to the ‘My Media Galleries’ menu option.

  1. Select the Gallery you want to upload to (usually General Images or Room Images).

  1. Click ‘Create Image Set’ on the top right of the gallery.

  1. On this page enter image name and set the suitability (where you want the image to display on the system e.g. Rooms/Offers/Vouchers). We recommend you select all three of these options when creating an Image Set.

Note:This creates an empty image set. The image set should contain one image in all its various sizes. Additional images need their own Image Set.

  1. Hover over the Image Set and click manage to add an image to the Image Set.

Note: There is two ways to add an image. You can add a URL to an image on the internet or upload/drag a file from your computer.

Note: If the image is the standard ratio of 4:3 you have the option to automatically [resize] the image to required system sizes (1200 x 900 pixels, 800 x 600 pixels, 400 x 300 pixels, 120 x 90 pixels).

Note: If the image is a non-standard size, the option to [crop] the image to a suitable size is also available.

  1. The cropping window will open. Select the area you want to crop (by dragging the window left and right) and click ‘Crop Image’.

  1. You will be brought back to the main image set. Click [resize] as above to generate the required sizes.

  1. Here you have the option to remove the Non-Standard Sized image.

  1. Save Changes.

Expand Upsells by Default

To expand all Upsells by Default on the Guest page you need to send a request to support@avvio.com. They will confirm once the option has been enabled.

When Upsells are closed by default they are shown as below:

 

When Upsells are open by default they are shown as below:

Booking Engine Cutoff Time

The Avvio system permits a hotel user to set a cut off time for same day bookings (i.e. check-in on the same day of reservation).

If you want to change the Booking Engine Cutoff Time, follow the steps below:

  1. Go into the Book Engine Service.

  1. Under Site Setup click ‘Edit Site Profile’.

  1. Click the ‘General’ tab and edit the ‘Booking Cutoff’.

 

  1. Save Changes.

Set a Minimum Room Price

Minimum room prices are set so the direct prices of Avvio managed standalone rates cannot be saved lower than a minimum given price. When a minimum room rate is set and user attempts to create a new rate lower, they will me met with the below error screen.

Note: Prices on Linked Rates or Externally Managed (i.e. direct interface with PMS or channel manager) rates will not be checked.

To set a minimum room price, follow the below steps:

  1. Go into the Booking Engine Service.
  1. Under Site Setup click “Edit Site Profile”.

  1. Click the ‘General’ tab and edit the ‘Minimum Room Price’.

  1. Save Changes.

Add/Remove Card Options

You can add or remove the credit card types shown to customers during the booking process.

To add or remove a credit card type, follow the steps below:

  1. Go into the Booking Engine Service.
  1. Under Site Setup click ‘Edit Site Profile’.

  1. Click on the ‘Flags’ tab.

 

  1. Tick or untick the relevant boxes.
  1. Save Changes.

Please Note: If you need to change the card options on your booking engine and you are integrated with Realex please contact Avvio Support at support@avvio.com as your Realex settings will also need to be updated.

Full Decimal Price in MDA/SDA Box

The full decimal price will always show on the SDA screen.

To change this on the MDA view, follow the steps below:

  1. Go into the Booking Engine Service.
  1. Under Site Setup click ‘Edit Site Profile’.

  1. Click on the ‘Search’ tab.

Under MDA Box Preferences, untick the last option: Round prices to nearest decimal.

Before disabling:

After disabling:

Custom Message on Details Page

Avvio allows hotels to include a message from the general manager, adding further encouragement to potential bookers.

If you would like to add a message (example below), please email your Account Manager with the content of your message.

  1. Text
  2. Photograph of General Manager (Optional)
  3. Signature of General Manager (Optional)