Overbooking | Setup

Accessing the overbooking screen

From the main menu, select Options and Overbooking.

The Overbooking Setup screen displays.

At the top of the screen you can see the total number of physical rooms that the property can sell.

The upper part of the Overbooking Set Up screen shows the overbooking limits set up for the property.

Filter

Use the following search filters to display overbooking limits set up for the property. Enter your choices and select the Search button .

Columns in the active list

Setting overbooking limits

To setup overbooking limits for overbooking the number of available rooms to sell, follow the steps below.

1. Enter the From / To dates to be used for setting overbooking limits. Limits can be set for a single day or a range of dates.

2. If required, you can set the days of week for which the limits are to apply. E. g., if you only want the limit to apply for weekdays, activate the corresponding checkboxes (Mon-Fri).

3. Click the drop down arrow next to the Type field to select House Level or one or more room types for overbooking.
   House Level overbooking allows you to overbook the property with any room type, Room type overbooking lets you overbook specific room types.

4. Enter a positive number into the Rooms field.

5. Click the [Set] button to save your entries.
   Existing values will be overridden for the selected type(s) and time period.

After the completion of the entry, protel Air updates availability according to your entry and shows the dates with the amount of overbooking in the upper part of the Overbooking grid.

Inline editing

In the Overbooking grid, you can edit the overbooking limits inline. This procedure is recommended if you only want to edit individual entries.

Example: The overbooking value should only be set on a certain day for a certain room type.

Select the respective day and room type in the grid and change the value in the corresponding column - see following figure:

In the example shown, the overbooking limit  for double rooms is set to "5" on 3 October 2018.

Deleting an Overbooking limit

You can delete the house overbooking for a particular day or range of dates . You can also delete the overbooking of a specific room type for a particular day or range of dates. When you delete a selected overbooking, the entry disappears from the overbooking screen.

For cancelling an overbooking value, the value to enter is "0".

Editing Overbooking limits

You can override the set overbooking values for a particular day or range of dates.

This can be done inline in the overbooking grid (only for a specific date and room type!), or in the lower part of the window (especially if you want to edit several room types over a certain time period).

• To change a single overbooking value inline, select the respective day and room type in the grid and change the value in the corresponding column.

• To change the overbooking value for several room types over a certain time period, proceed as described above: Setting overbooking limits.

Sample settings

Room Type Overbooking

The hotel has 25 physical rooms comprising 15 doubles and 10 kings. If the Room Type overbooking limit is set to 5 for Double rooms and no house over booking limit has been set, then you can sell 20 Doubles. However, you can never exceed your Physical Count (25 rooms) unless you have the user permission to overbook at the house level.

In the example: 25 Physical Room is the maximum a user can sell.

This can be made of the following:

User Sells 20 Double rooms and 5 King rooms = 25

or

User Sells - Double 17 and King 8 = 25

or

User Sells - Double 15 and King 10 = 25

House level overbooking

Example

If House overbooking is set to +5 and no room type overbooking has been set, you can sell 105 rooms of any category (100 physical rooms + 5 OB House level = 105 rooms to sell).

You cannot exceed 105 unless you have permission to Overbook at the House Level.

Setting both house level and room type overbooking

You can set both House Level and room type overbooking limits within the same time period.

If you allow the property to be overbooked by 15 rooms, you can set lower overbooking limits for certain room types. For example, if you only have one or two rooms of a particular room type, setting a low overbooking limit for these room types prevents you from exceeding your sell limits for these room types.

Alternatively, if you set the room type overbooking level to allow, for example,  overbooking by 12 rooms each for a certain number of room types, you can set the House Overbooking to 20, so that the system will display a warning message after the total house availability has reached the overbooking limit, even though some room types have not yet reached the overbooking limit.

If the appropriate user right is not granted, the system will restrict any new reservations and a message with the authorization option appears.

Exporting overbooking limits

Options > Overbooking > New button: Print Tasks

If you not only want to view which overbooking limits are set over which period, the overbooking values can also be exported in the format of a PDF file or Excel table. Cleverly solved: The information is printed out the same way as they appear on the screen. This has the advantage that you can print different lists, i.e., an overbooking list for a certain room type.

This is how it works

In the protel Air Options main menu, select the Ovebooking menu item.

For a targeted display of your overbooking limits, make the appropriate filter settings (see above, Filter section).

Afterwards, click on the Search button .

Click on Print Tasks to export the displayed overbooking limits.

Print: protel Air generates a PDF. The PDF then automatically appears in a new browser tab.

Print as Excel list Generates a table in Excel format (XLSX) containing the data displayed on the screen. The XLSX file is automatically saved in the downloads of your browser.

Related topics

Overbooking | Introduction

Overbooking | Front Office Use