New Rates Management Features (Rates V2) Guide

Created by Alex Savchuk, Modified on Fri, Mar 15 at 6:53 PM by Alex Savchuk

Rate Plans and Rates
Products and Bundles
Policies

Rate Plans and Rates

InnRoad allows you to create different types of offers on your rooms to suit your business needs.

The Rate Plan allows you to set:

A rate for each room class at various points of the year.
Desired sources/channels on which the rate plan should be available.
Restrictions/parameters that the guest needs to meet to qualify for the rate.
- E.g. Guest must stay for a minimum of 2 nights; the guest must book 30 days in advance or specify a special code to qualify for the rate(promo).
Package rates where rooms can be sold with goods/services.
- E.g. Breakfast included Rate Plan, Rooms+ pet fee, Valentine’s day package.
Policies for money due upon Deposit, Check-in, Cancellation and No Show.
Derive the rates in a rate plan that can be lower/ higher/ equal to the rate plan that it is derived from.

Steps to create a rate plan:

Step 1: Create Policies

Policies are an agreement between the guest and the property that usually requires an amount to be paid by the guest at different stages.

innRoad allows you to create Deposit, Check-in, Cancellation and No-show policies.

Refer to Policies section in this document to create a policy.

Step 2: Create a Rate plan

Creating a rate plan is the first step to adding rates.

The types of rate plans are:

Nightly Rate	The rate is applicable per night for the stay of the guest. In the reservation folio the rate appears for every night of the stay.
Interval Rate	The rate applies to a set of days sold together. E.g. Weekly Rate for 7 nights would have interval of 7.
Package Rate	Allows to sell the room along with several products or services together. Product and bundles are needed to create package rates. To create Products & bundles please click here.
Derived Rate	Ability to create rates by increasing or decreasing amounts or a percentage from an already available rate plan.

To create a new rate plan go to Inventory > Rates Grid.

First Rate Plan

Click on “Get Started” to create the first rate plan for your property.

Fill in the required information for rate setup.

Add More Rate Plans

Clicking on “Add Rate Plan” allows you to create additional rate plans for the property.

New Rate Plan Form

Listed below are the details entered to create a rate plan.

Rate Plan Name	The name used to identify the rate plan. This name would also display on the booking engine
Folio Display Name	This is the name that is visible to the guest in the Folio, Guest Registration and Guest Statement.
Description	Long description for the rate plan(optional) This information displays on the booking engine.
Channels	Select the channel(s) to which the rate plan is applicable. Note: To distribute the Rate Plan to external channels contact innRoad Support (1.855.INNROAD) to complete the mapping.
Room Classes	Set the default room classes for the rate plan. Room classes can be added or removed for one or more periods of the year during the season set up process.
Restriction: Length of stay	Define the number of Min. and/or Max. number of nights that the guest needs to stay to qualify for the rate. This applies to all rates in the rate plan.
Restriction: Booking Window	Define the Min. and Max. number of days in advance the guest needs to book the stay to qualify for the rate. This applies to all rates in the rate plan.
Restriction: Promo	The special code that the guest needs to provide to qualify for the rate. This applies to all rates in the rate plan.
Policies	This are the default policies for the rate plan that can be changed for the individual season if required.

Step 2: Build Season

Most properties vary room rates throughout the year, set rules for the rates and enforce certain policies.

The season builder allows the property to set the rates (within a rate plan) for the room class of each season.

You can create a season which is a set of contiguous or non-contiguous dates.

Create season

Click on the “Create season” button to create the season with rates in it.

Select the Date range, followed by the days of the week for the season and choose a season name.

The example below is of a season created for 27^th Jan 2020- 29^th Feb 2020 for weekdays only. (Friday and Saturday excluded)

Rates

Select a desired color for the season and then define the rates for the room classes to be sold in that season.

To set the price for additional adults and children turn on “Charge for additional adult/child”.

“Max. Adults” when set means that the “Rate per night” is applicable up to the Max. adults count. If the room class can accommodate more adults, then the rate specified in “Add. Adult/night” is charged for every additional adult (not exceeding the room class capacity)

“Max. Persons” is the Max. number of people (Children and adults included) that the “Rate per Night” is applicable for. The add. Child /night rate is charged for every additional child.

E.G.: Deluxe Ocean View has a room class capacity of 2 Adults, 5 persons.

Rate per night= 180, Max adults-= 1, Max. Persons= 2, Add. Adult/night= 100 and Add. Child/night= 50.

Rate for reservation with:

1 adult and 0 child= 180,

1 adult and 1 child= 180,

1 adult and 2 children= 230 (180 +50)

2 adults and 0 child= No rate combination found

Rules/ Restrictions

Restrictions: The rate restriction set for the rate plan for Length of stay, Booking window and Promo are displayed for information. These are read only and cannot be modified for the season. When a restriction is set the rate will appear only if the reservation fulfils the restrictions.

Rules: Rules define the availability of the room class for that season.

The rules for Min stay, No check-in and No check-out can exists for one season and room class combination and could not be available for the other.

Turn on “Assign rules by room class” to set room class specific rules. See sample below.

Policies

The policies associated to the rate plan are defaulted for all seasons in it. For the season, the user can choose to continue with the default policy or choose from a list of existing policies available for the property.

The policies set within the season apply to all room classes for that season.

Season Builder ease of use

The new season builder makes it very easy to create seasons, as seasons do not need to be created in a particular order.

The user can easily:

Fill in the blanks,
Replace an existing season,
Add new dates to an existing season,
Removed dates from a season (blackout)
Edit/Delete season.

Fill in the blanks

While creating a season, if the newly selected dates overlap with an existing season then the system allows the user to create a season by using “Fill blanks” (not overlapping dates).

Replace Season

The other option when an overlap of a preexisting season is detected is to “replace” the overlapped dates with the new season.

Add dates to existing season

Select the new dates and choose an existing season to add more dates to it.

Remove dates from a season (Blackout)

Blackout removes the dates for that season. Blackout dates would render the rate plan as not available for those dates.

Edit season/Delete season

Click on the season in the calendar to edit/delete an existing season.

Note: Once a season is deleted the information for all rates in it will be deleted and lost permanently.

Step 3: Edit a rate plan (if required)

To edit an existing rate plan, click on the edit button for that rate plan on the rates grid.

Set Rules and Policies for Manual Override rate plan

Manual override rate plan is used in reservations to set a custom rate for that reservation. Rates cannot be set in advance for this rate plan and hence rates do not appear in the grid for this rate plan.

To set the rules and policies for manual override rate plan:

Select Manual Override rate plan from the drop down.
Click on the Edit Icon
In the season builder, set the rules and policies as desired.

Step 4: Delete season (if required)

A rate plan that is incorrectly created or not needed can be deleted.

Products & Bundles

Products are goods or services that are sold to a customer in addition to the room charges.

The user can create multiple products with different names tied to 1 ledger account ledger account, add the calculation method and value for it.

A group of products is called a bundle. E.G. Fishing Bundle of 2 product i.e. Boat Slip and Fishing license.

The products when added to a bundle are added with the default pricing and can be changed if required.

The ledger accounts of the underlying product are applied to each product within a bundle.

Products & Bundles created are always available for the user to add to the reservations folio in innRoad.

The user can configure to sell the Product & Bundles on the Booking Engine for the desired dates and room classes if need be.

Policies

The policies that can be created are for Cancellation, Deposit, Check-in and No show. Once a policy is created, it can be associated to a rate plan or to season in the season builder.

Cancellation Policy

Cancellation fees are charged to the guest based on the date the reservation is cancelled.

The cancellation fee when applicable is calculated based on the clause(s) set for cancellation. This displays as a charge in the folio as a “Cancellation Fee”.

InnRoad allows up to 4 clauses to be set in a cancellation policy.

The criteria of each clause could be any of the below:

Clause Type	Details	Example
Percentage of Room charges if cancelled within (X) days of the check-in date	The guest is charged a penalty that is calculated as a percentage of the Room charges. Cancellation fee is applicable if the cancellation date is within the number of days specified from the check-in date.	Policy set: Guest will incur a fee of 10% of Room charges, if they cancel 7 days within check-in date. Arrival date: 20^th Feb 2020 Room charge: $200 If Cancellation date is 15^TH Feb 2020, the cancellation fee is $20 If Cancellation Date is 10^th Feb 2020, no cancellation fee.
Percentage of Total Charges if cancelled within (X) days of the check-in date	The cancellation fee is a percentage of the Total charges. This happens when the cancelation date is within the specified days from the check-in date.	Policy set: Guest will incur a fee of 10% of Total Charges, if they cancel 7 days within check-in date. Check-in date: 20^th Feb 2020 Room charge: $200 + $10(incidental) If Cancellation date is 15^TH Feb 2020, the cancellation fee is $21 If Cancellation Date is 10^th Feb 2020, no cancellation fee.
Percentage of Room Charges if cancelled (X) days after the reservation was made	The cancellation fee is a percentage of the Room Charges. The fee is applicable only if the guest Cancels the reservation after a specified number of days from the booked-on date.	Policy set: Guest will incur a fee of 10% of Room Charges, if they cancel 2 days after the reservation was made. Booked on date: 20^th Feb 2020 Room charge: $200 If Cancellation date is 24^th Feb 2020, the cancellation fee is $20 If Cancellation Date is 21^st Feb 2020, no cancellation fee.
Percentage of Total Charges if cancelled (X) days after the reservation was made	Cancellation fee is a percentage of Total Charges. The fee is applicable only if the guest Cancels the reservation after a specified number of days from the booked-on date.	Policy set: Guest will incur a fee of 10% of Total Charges, if they cancel 2 days after the reservation was made. Booked on date: 20^th Feb 2020 Room charge: $200 + $100(incidental) +$10(incidental) = $310 If Cancellation date is 24^th Feb 2020, the cancellation fee is $31 If Cancellation Date is 21^st Feb 2020, no cancellation fee.
Flat fee if cancelled within (X) days of the check-in date	The cancellation fee is a fixed value. The fee is applicable if the cancellation date is within the specified days of check-in.	Policy set: Guest will incur a fee of $25 if they cancel 7 days within check-in date. Check-in date: 20^th Feb 2020 If Cancellation date is 15^th Feb 2020, the cancellation fee is $25 If Cancellation Date is 10^th Feb 2020, no cancellation fee.
Flat fee if cancelled within (X) days after the reservations was made	The cancellation fee is a fixed value and is applicable only if the date of cancellation is after the number days specified.	Policy set: Guest will incur a fee of $25 if they cancel 10 days after the reservation was made. Booked on date: 10^th Feb 2020 If Cancellation date is 22^nd Feb 2020, the cancellation fee is $25 If Cancellation Date is 11^th Feb 2020, no cancellation fee.
First (X) nights of charges if cancelled within (X) days of check-in date	The cancellation fee is sum of the first X nights of the reservation. This fee is applicable only if the guest cancels within a specified period of the check-in date.	Policy set: Guest will incur a fee of the first 1 nights if they cancel 10 days within the check-in date. Check-in date: 25^th Feb 2020 Day 1 Room charge = $100 Day 2 Room charge= $150 If Cancellation date is 22^nd Feb 2020, the cancellation fee is $100 If Cancellation Date is 11^th Feb 2020, no cancellation fee.
First (X) nights of charges if cancelled within (X) days after the reservation was made	The cancellation fee is sum of the first X nights of the reservation. This fee is applicable only if the guest cancels the reservation after the specified number of days from the booked-on date.	Policy set: Guest will incur a fee of the first 1 nights if they cancel 10 days after the reservation was made. Booked on date: 10^th Feb 2020 Day 1 Room charge = $100 Day 2 Room charge= $150 If Cancellation date is 22^nd Feb 2020, the cancellation fee is $100 If Cancellation Date is 11^th Feb 2020, no cancellation fee.

Deposit Policy

A deposit is set when the guest is required to pay an amount on booking a reservation. This payment is considered as an advance towards the goods and services that the guest will use during the stay.