Configuration Overview

Before you begin using RezOvation GT, you will need to set up the software so it will conform to how you manage your property.

To access system configuration:

Click the Configuration icon or select View > Program Configuration from the menu to display the Configuration window.

 

 

If you manage rates and amenities by individual room you will not have a "Room Types" option in the Rate and Inventory Management section.

 

From here you can do the following:

 

• Configure Property Settings

• Define Property Information

• Define Room Amenities

• Define Payments, Deposits, and Cancellation Fees

• Define Revenue Accounts

• Define Taxes

• Setup QuickBooks options

• Administer Logins

• Configure Rate and Inventory Management

• Define Rooms

• Define Room Types (if you manage rates or amenities by room type)

• Define Rate Types

• Define Base Rates

• Make Rate Adjustments

• Define Extras

• Define Packages

• Configure Online Reservations

• Define Common Online Settings

• Configure the Booking Engine

• Configure BedandBreakfast.com

• Configure User Definable Lists and Fields

• Define Customer Occasions

• Define Customer Interests

• Define Referral Sources

• Define Reasons for Stay

• Setup User Definable Fields for Customers and Reservations

• Synchronize your database to the RezOvation server

Rate and Inventory Management Configuration

Rooms and Rates Configuration

Managing Via Individual Rooms or Room Types

 

When you initialized RezOvation GT, you selected a room and rate management scenario. The choices were as follows:

 

·       Scenario 1 - Manage room attributes and rates by individual room

Select this option if the rooms on your property are all unique. You will set up rates and amenities individually for each room.

 

·       Scenario 2 - Manage rates attributes by individual room and rates by room type

Select this option if your property has similar rooms of a certain type, but the rooms have different amenities. For example, you may want to set up rates based on the type of room (all king size rooms, for example), but still set up the amenity for each king room individually. You will set up room types, assign groups of rooms to each room type, but set up room amenities individually for each room with each room type.

 

·       Scenario 3 - Manage room attributes and rates by room type

Select this option if your property has similar rooms of a certain type, and all those rooms have similar amenities. You will set up room types and assign groups of similar rooms and amenities to each room type.

 

To begin setting up rooms and room rates, you will follow a path determined by the scenario you selected during initialization.

 

Room Types Overview

Set up room types when your property has several rooms of the same type and you want to group them. For instance, you may have a group of rooms with king size beds. You can set up a room type "king" and assign all king rooms to that room type. You can then assign room rates to the "king" room type and all rooms assigned to that room type will inherit those rates. In other words, you will not have to assign rates to each king room individually if you set up room type for all king rooms.

 

To access room types:

1.       Click the Configuration icon  or select View > Program Configuration from the menu to display the Configuration window.

 

2.         Click Room Types to display the Room Types window.

You will see one of the following two Room Types windows depending on if you manage rates by room type and amenities by individual room or if you manage both rates and amenities by room type.

 

Room Types Screen - manage rates by room type and amenities by individual room

 

Room Types Screen - manage rates and amenities by room type

 

From here you can add, edit, and delete room types or you can add, edit, and delete both room types and room type amenities depending on how you manage rooms and rates.

 

Rooms Overview

The method you will use to set up rooms depends on the scenario you selected when you initialized RezOvation GT.

 

If you selected Scenario 2 (Manage rates by room type, but amenities for each room individually) or Scenario 3 (Manage both rates and amenities by room type), you should have already set up room types. When you set up room types either you defined amenities for each room type or you decided that you would define amenities for each individual room.  

 

If you selected Scenario 1 (Manage rates and amenities for each room individually), you did not need to define room types and will set up rooms and amenities by individual room.

To access rooms:

1.       Click the Configuration icon  or select View > Program Configuration from the menu to display the Configuration window.

 

2.         Click Rooms to display the Rooms window.

You will see one of the following three Rooms windows depending on how you manage rates and amenities.

 

Rooms Screen - Scenario 1 - Manage rates and amenities for each room individually

 

 

Rooms Screen - Scenario 2 - Manage rates by room type, but amenities for each room individually

 

 

Rooms Screen - Scenario 3 - Manage both rates and amenities by room type

 

 

To set up rooms, follow the path that corresponds to how you manage rooms and rates.

·          Manage rates and amenities for each room individually

·          Manage rate by room type, but amenities for each room individually

·          Manage both rates and amenities by room type

Rate Seasons and Adjustments Configuration

The Rate Matrix

You may find that you want to override your base rates. You may charge different rates depending on seasons of the year, or you may have blackout dates you apply for certain rates. Regardless of the reason, RezOvation allows you to change rates for specific dates.

 

The rate matrix is used to change rates or minimum stay requirements for specific dates.

To access the rate matrix:

1.       Click the Configuration icon  or select View > Program Configuration from the menu to display the Configuration window.

 

2.         Click Rate Seasons and Adjustments to display the Rate Matrix.

 

 

Navigating the Rate Matrix

 

·         Click a tab to display the base rates for the various rate types.

·         Highlight a date or date range by mousing-over the date(s). You can highlight any range of dates - dates do not have to be next to each other. Click Clear Selection to clear the dates you have selected.

·         Click Edit Selection to edit rate and minimum stay information for the room/date range you have selected.

·         Use the horizontal scroll bar to scroll forward through the months of the year.

·         Use the Rate Information section to select how you want to view rates. You can view rates by the effective rate, the base rate, or none to hide all rates. When viewing rates by effective rate, any adjusted rates are shown in boldface type.

·         Use the Additional Information section to select alternate information. Selecting none displays the rates by date for each room. Selecting Availability changes the matrix display to the following:

 

 

The available rooms are listed with the total number of room in parenthesis - avail rooms (total rooms) x price for room.

 

·         Selecting Minimum Stay changed the rate matrix display to the following:

 

 

The minimum stay required for each room is displayed along with the rate for the room.

 

From the rate matrix you can edit rates, add blackout dates, and update minimum stays and availability.