Set Up Templates - Accommodation

This section of the User Guide details how to load the information regarding your ACCOMMODATION business and the way that it operates in eviivo frontdesk.

It is strongly recommended that you now read through this section, then complete the following Set Up Templates BEFORE entering this information into eviivo frontdesk.

The templates provided will help to plan what product and pricing information should be loaded into the system and enable you to set up the system for optimal use.

Please complete each of the following Set Up Templates:

Template 1 - Seasons

The first step towards setting up your business information in eviivo frontdesk is to prepare a list of Seasons.

Seasons represent the different periods during which Products can be booked.

The prices and availabilities of your Products may vary between seasons. Seasons can be overlaid with Close Outs, which are any times when some or all Product are unavailable. When a booking date for a Product is selected, the system will recognise which Season the date falls within and apply the relevant price.

In normal circumstances, the list of Seasons will cover 365 days of each year and will not overlap, i.e. the start date of a Season will be the day following the end of the previous Season. It is possible to create two or more Seasons with overlapping dates, however it is important that in such cases, only one of the Seasons is allocated to any one Product.

Seasons Example

This accommodation business has several seasons throughout the year, and the prices charged may vary due to demand for product. This business is open all year round. The list of Seasons may look like this:

Template 2 - Rate Types

The second step is to prepare a list of all your Rate Types.

Rate Types define the different levels of pricing (rates) attached to Products.

The following price types exist within EVIIVO frontdesk as Default Rate Types:

• Best Available Rate

• Freeform

• • eviivo frontdesk provides the flexibility to specify additional Rate Types other than the defaults listed above. For example, a special price may apply to a promotional offer, or you may give certain Agents special prices. Following are some examples of Rate Types:

Rate Types Example

The accommodation business uses the following Rate Types:

Template 3 - Inventory

The third step is to prepare a list of Inventory.

Inventory is the individual units or resources offered for sale to customers, e.g. rooms, beds, villas, cottages.

Inventory Example

The accommodation business uses the following Products:

Template 4 - Combined Inventory

Combined Inventory is made up of two or more individual pieces of Inventory, which can be combined and sold as one Product.

Combined Inventory Example

The accommodation business has 2 Products called 'Room 1' and 'Room 2' that can be sold separately as a 'Double Room'. Sold together, these 2 rooms make up a Combined Product called 'Family 1/2' that can be sold as a 'Family Suite' Product.

Template 5 - Products

• Products define the way in which your Customers can book each individual unit (Inventory or Combined Inventory).

• Each Product has a description, specific set of prices and range of features associated with it.

• All Inventory or Combined Inventory sold as a particular Product will have the same price. For example, a hotel may have "Deluxe Suites", and all Deluxe Suites are £200 per night, therefore, the Product is called Deluxe Suite.

• An individual item of Inventory or Combined Inventory may be associated with more than one Product. For example,"Room 1" may be sold as part of a "Deluxe Double", or a "Deluxe Triple".

• See also the section titled Product & Inventory Set Up for further information.

You will need to consider the following details when entering Product into the System:

Name: The name or term used to describe the Product to the consumer. This name will be displayed to customers for selection when they are booking via online channels.

Code: The shortened version of the name applied to the Product for internal purposes. Products will be listed in alphabetical order on your My Website and in the Diary screen based on the code name. Therefore, it is recommended that the Product you wish to appear first is allocated the number "1." as the first character of the name and so on for remaining Products.

Associated Inventory: The list of individual units of inventory (e.g. rooms) that can be sold as part of a particular Product.

Description: What you want customers to know about the Product and what will motivate them to buy. This is the description that the customer will view when booking via online channels. You may either type in the description, or copy and paste from your website or other electronic source.

Products Example

An accommodation business may have 20 rooms, each of which can be sold as one of the following Products:

Template 6 - Allocate Price Template

This template combines all the information gathered above and allows you to set up a range of prices within eviivo frontdesk.

Allocate Price Example 1

The accommodation business allocates the following prices to the products, seasons, rate types: