Rate Setup Essentials2019-07-18T08:27:02+00:00

Rate Setup Essentials

Learn how to create and customise rates to sell through your Avvio Booking Engine.

Different Types of Rates

There are 5 different price categories you can choose from when setting up rates in Avvio.

Note: The price type determines what input fields are displayed on the admin side Rate List and how prices are displayed on the search result page consumers see.

  1. Room/Day Prices

    • Room*Day is used for per night rates whereprices flex based on the day of the week.
    • You can set the pricing per Room or per Adult. This option is selected in situations where you have per Room per Night pricing sent directly from an integrated PMS/Channel Manager.

The rate will display on the front end as in the image below.

  1. Package [Room/Day] Prices

    • Package [Room/Day] is used in situations where you want to enter a total price for a fixed number of nights.
    • It is also used when prices flex by days of the week.
    • The total price entered is based on checkin day.
    • This would generally be used for multi night stay offers.

Note: Pricing for this rate type can’t be integrated with a PMS/Channel Manager due to restrictions in how those system operate.

The rate will display on the front end as in the image below.

  1. Room/Band Prices

    • [Room/Band] pricing is used when you want to flex your rates dynamically, based on different levels of demand settings (i.e. rate bands).
    • You enter pricing for each rate band in the prices editor.
    • Depending on what Rate Band is applied to a given day in the Rate editor, the booking engine will display the associated prices for that rate to the customer.

The rate will display on the front end as in the image below.

  1. Linked Rates

    • Linked Rates are used in situations where you want the price of your rate to be up/down a set value/percentage from an existing (parent) rate on the system. Meaning any price updates to the parent rate will automatically update your new linked rate.
    • For Linked Rates you need to select the parent rate that you want the rate to link from.
    • In the price configuration settings for your linked rate, you would configure the rate to be up/down a set value/percentage to the parent rate.

The rate will display on the front end as in the image below.

  1. Blended Rates

    • For Blended Rates you don’t set any pricing.
    • The pricing is derived across multiple rates to allow the customer to avail of a discount on their total length of ­stay that would:
      1. Not be available if booking across single rate.
      2. Requires two or more bookings.
    • You can select up to 5 source rates from which the blended rate will derive its prices.
    • It is important to select rates that are generally compatible (similar terms and conditions, tax policies, restrictions, etc.)

The rate will display on the front end as in the image below.

The General Tab

The following is an overview of the Rate Editor – General Tab.

It will highlight what each option represents and if applicable, where it displays on the consumer facing side of the booking engine.

Note: Numbers in the below image correspond to the numbers in bold and brackets below. i.e. (4)

Areas Affected on Search Results Page:

Areas Affected on Occupancy/Guests Page:

Areas Affected on Details Page:

  1. Rate Code: All rates set up on Avvio must have a valid Rate Code, you can only have one rate per rate code.
  1. Rate Setup:
    • Internal
      1. Order Index (2) – This affects the order rates will show on the booking engine, depending on availability, starting from smallest to largest.
      2. Status (3) – This is where you decide, if your rate is going to be:
        1. Active – Available on the booking engine.
        2. Suspended – Not available for Sale but still on Avvio system.
        3. Deleted – Completely removed.
      3. Currency (4) – The currency of the hotel.
    • External – Price Management:
      1. Macro Type (5) – There are 5 price management macro types Room*Day, Package, Room*Band, Linked and Blended.

Note: Refer to Module 1 for more information on price types.

      1. Price Type (6) – There are 2 different price types on Avvio, Non-Linear and Linear.
        • Non-Linear Pricing – Allows users to assign an independent per room price value, for each occupancy configuration of the room.

e.g. €100 for 1 adult, €120 for 2 adults

        • Linear Pricing – Allows users assign one value, either per room or per adult.

e.g. €120 per room, or €60 per adult

  1. Rate Information:
    • Title (7) – The name of the rate that will appear on the booking engine and all subsequent pages of the booking.

Note: It will also appear on the confirmation email a guest receives having successfully made a reservation.

    • Description (8) – The description that will appear on the booking engine and all subsequent pages of the booking.

Note: It will also appear on the confirmation email a guest receives having successfully made a reservation.

    • Rate Terms & Conditions (9) – The Terms & Conditions of this particular rate. They will display in addition to the General Hotel Terms and Conditions you have set.

Note: If you wish to just use the General Hotels T&C’s, leave this blank.

  1. Rate Sales Messages:
    • Sales Message (10) – This is a sales message that will appear once you hover over the Thumbs Up symbol on a rate.

    • Free Cancellation Message (11) – This message appears on a rate.

Note: Only enter text in this box if you want to allow Free Cancellations on the rate. If you don’t want to allow them, leave the box empty and no message will appear.

    • Taxes Included Message (12) – This message also appears on a rate.

Note: Only enter text in this box if your rate includes Taxes. If your rate does not include Taxes leave the box empty and no message will appear.

    • Custom Message (13) – This is an extra sales message you can add to a rate. It will appear on the rate during the booking process.

    • Reinforcement Message (14) – This is the final sales message a customer will see before they make their booking.

The Rooms Tab

The following is an overview of the Rate Editor – Rooms Tab. It highlights what each option represents and if applicable, where it displays on the consumer facing side of the booking engine.

  1. Avvio Rate Code – All rates set up on Avvio must have a valid Rate Code.

Note: You can only have one rate per rate code.

  1. External Rate Code – All rates that are being managed by an external interface need to have an external rate code set up on them.
  1. Add Rooms – This is where you add the rooms that will be available for sale on this particular rate. To add the room select the room type and then click ‘Add Rooms’.
  1. Min Adult – For each room you can override the amount of guests allowed in the room. The number entered in the ‘Min Adult’ box will be the minimum amount of adults allowed in this room on this particular rate.

Note: If you want to use the default occupancy leave this box blank.

  1. Max Adult – The number entered in the ‘Max Adults’ will be the maximum amount of adults allowed in this room on this particular rate.
  1. Max Occ – The number entered in the ‘Max Occ’ will be the maximum amount of guests allowed in the room on this particular rate.

Note: This includes children/infants.

  1. Remove – To remove a room from this particular rate:
    • Tick the box beside the room you wish to remove.
    • Select ‘Remove’
    • That room will not be available on this rate anymore.
  1. Room Limit – You can set a maximum number of rooms that can be purchased on this rate in one transaction. You can also select to use the hotel default limit.

Specify Cancellation on Rates

You can provide your guests with the option to cancel their reservation online. This can be done on a set rate, with a permitted cancellation cutoff time. This gives you the option to have cancellations automatically accepted. It can be very useful by saving the time normally spent on manually accepting cancellation requests.

To enable auto-cancellations on the Avvio system, follow the steps below:

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

  1. In the Flags tab, Under ‘Hotel Flags’, click the ‘Allow Auto Cancellations’ box.

  1. Save Changes.
  1. Now, under Rate Management select ‘Browse Rates’.

  1. Click [edit] on the rate that you want to allow auto-cancellations.

  1. In the Finance tab click the ‘Allow auto cancellation’ box.

  1. Save Changes.

Guests will now be able to cancel their reservations automatically. You will still be notified by email of the cancellation but you will not be required to process/accept it.

Add an Image to a Rate

Before adding an image to a rate you need to decide if you are adding an image of your own or one of the Avvio stock images.

Note: If you are adding an image that is not already on Avvio MEDIACENTER you will need to follow the steps here to upload it.

To add an image to a rate, follow the steps below:

  1. Go into the Booking Engine.
  2. Under Rate Management click ‘Browse Rates’ and select [edit] on the rate you want to add an image to.

  1. Go to the Images tab.

  1. Select the folder where your image is stored. This will be the folder you uploaded to the MEDIACENTER, if you added the image yourself.

  1. Click the checkbox beside the image(s) you want to add. Click the ‘add selected’ button.

The image(s) will now move from the folder to the ‘Images Selected’ section on the right.

  1. Save Changes.

You will see that the image is added to the rate in the Browse Rates section.

Note: It may take up to 30 minutes for the image to appear on the front end.

Different Deposit Options

Deposit Options, are the options for taking payment on a rate. There are different requirements for each one to be used or not used.

The two main deposit options available to Avvio clients are:

  1. Take No Money/Deposit– This option allows the rate to be booked using a credit card but payment is taken manually at the Hotel/Property when the guest arrives.
  1. Take Full Amount Offline – To a guest, this option appears as if the full amount is being taken at the time of booking. However, the payment is taken manually by the Hotel/Property at the time of booking.

If you have a Realex account that is integrated with Avvio the following Deposit Options are also available:

  1. Take Entire Amount– This option takes the full amount from the booker’s credit card at the time of booking.
  1. Take a Fixed Amount – This option allows you to set a fixed amount, which in turn is taken from the booker’s credit card at the time of booking.
  1. Take a Percentage– This option allows you to set a percentage of the total amount of the rate, which in turn is taken from the booker’s credit card at the time of booking.

Note: For more information on Payment Gateways/Realex click here.

Set Up a Deposit on my Rate

To find out what Deposit Options are and which ones are available to you refer to Module 6.

To set a Deposit Option on a rate, follow the steps below:

  1. Go into the Booking Engine Service.
  2. Under Rate Management click ‘Browse Rates’.

  1. Click [edit] on the rate you want to set a Deposit Option on.

  1. In the Finance tab under ‘Deposit/Money Taken at Source’, set the deposit option.

  1. Save Changes.

Set Up/Customise Sales Messages

You can set up a Sales Message on your Rate to re-enforce information about the Rate.

This message will be shown as below when the Thumbs Up symbol, next to the rate on the Booking Engine, is hovered over.

To set a Sales Message, follow the steps below:

  1. Go into the Booking Engine Service.
  2. Under Rate Management click ‘Browse Rates’.

  1. Click [edit] on the rate you want to set the Sales Message on.

  1. In the General tab under ‘Rate Sales Messages’ enter the text you want to appear, into the text box beside ‘Sales Message’.

  1. Save Changes.

You will now see the Sales Message has been updated from the example above.