An Allotment – known in other PMSs as “block” – allows you to allocate a certain amount of your hotel’s inventory for, e. g., an event or travel agency. Once you have created the allotment, you can choose to either reduce the total inventory by the inventory assigned in the allotment, or leave it unchanged. Once the reservations are made for the allotment, the inventory will decrease accordingly. BW provides the following three responses after creating an allotment:
CRS - Group ID
CRS - Rate code
URL
This allows BW to directly see that a “group reservation” (BW terminology) has been made because of the information provided in the response. You can provide the URL to the guest or organization in order to book directly from the allotment in the Best Western member web, after which the reservation is directly linked to the allotment.
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Important: If a hotel wants to offer a different rate for reservations created from the allotment, a new rate code needs to be created in protel SPE/MPE and attached to the allotment. Manual changes to existing rate codes cannot be made in the Allotments dialog box. |
The Allotments functionality is available as soon as you have completed the following updates:
The PMS is updated to 2019.20.212, or higher
The PWS is updated to 2.10, or higher
After updating the customer system to the current protel version, you can set up the Allotments function in protel SPE/MPE as described as follows.
protel System data > Misc. > All Settings
Please make the following XSetup settings in the protel System Data. The settings are needed to activate the Allotments and Groups function in protel and enable special controls in the user interface.
bwi, allotment, 1 |
Enables data exchange for allocation reservations. Without this setting, you can create allotments, but they would not be transmitted to the BW Member Web. |
allotment, addinfo, 1 |
This setting makes the 'Additional information' tab appear in the room allocation management. |
allotment, decreasedefault, 1 |
When reentering an allocation, the Decrease availability option is automatically activated when creating an allocation. |
protel System data > Reservation > User defined fields and codes > User defined codes
Set the following user defined codes (see figure). The codes provide two special options which can be assigned when booking an allocation.
User defined code: bwi.bookingChannel |
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The BWI Booking Channel is used to determine whether the allocation can only be booked in protel (= locally), or also via the Best Western Member Web. |
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Short |
bwi.bookingChannel |
Text |
Booking Channel |
Codes |
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Fill out the Short and Text fields as shown above and click on the [New] button to create the respective code.
Click on the Enter codes button and set the Local and Online codes (see following figure).
protel System data > User defined fields and codes > User defined codes > bwi.bookingChannel
protel System data > Reservation > User defined fields and codes > User defined fields
Set the following user defined codes (see figure). The user defined fields are needed to record special Best Western information.
bwi.groupid |
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This field stores the group ID which is sent to the Best Western Member Web. |
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Short |
bwi.groupid |
Text |
CRS Group ID |
Display-folder |
BWI |
Type |
8002 - allocations/additional information - CRS |
Data type |
0 Text (7000 characters max.) |
Validity |
1 One value for each hotel |
Read Only |
0 Value can be changed in tree window |
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bwi.bookingChannel |
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This field stores whether the allocation can only be booked in protel (=locally) or also via the Best Western Member Web. |
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Short |
bwi.bookingChannel |
Text |
Booking Channel |
Display-folder |
BWI |
Type |
8002 - allocations/additional information - CRS |
Data type |
5 User defined code (single selection) |
Code Selection |
bwi.bookingChannel - Booking Channel |
Validity |
1 One value for each hotel |
Read Only |
0 Value can be changed in tree window |
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bwi.promisedNights |
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This field saves the total number of nights subject to allocated nights. Example: An allocation consists of 5 nights at 10 rooms per night. This results in a total allocation of 50 nights. |
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Short |
bwi.promisedNights |
Text |
Promised number of nights |
Display-folder |
BWI |
Type |
8002 - allocations/additional information - CRS |
Data type |
2. (Integer, [-1,0,1,2]) |
Validity |
1 One value for each hotel |
Read Only |
1 value is read only |
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bwi.rateplan |
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This field saves the Best Western rate code (Rate plan) provided by Best Western. On the basis of the CRS Rate Plan the availability of the allocation can be checked in the Member Web. |
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Short |
bwi.rateplan |
Text |
CRS Rate Plan |
Display-folder |
BWI |
Type |
8002 - allocations/additional information - CRS |
Data type |
0 Text |
Validity |
1 One value for each hotel |
Read Only |
0 Value can be changed in tree window |
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bwi.groupurl |
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This field stores a web link for each allocation, by which reservations for the allocation can be booked directly in the Member Web. |
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Short |
bwi.groupurl |
Text |
CRS Group URL |
Display-folder |
BWI |
Type |
8002 - allocations/additional information - CRS |
Data type |
0 Text |
Validity |
1 One value for each hotel |
Read Only |
0 Value can be changed in tree window |
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protel System data > Reservation > Reservation codes > Come Reasons
Best Western specifies special travel reasons, which must be saved in protel as "Come Reason" - see following illustration:
Enter the Travel Reasons as follows:
Come Reasons |
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Short |
Text |
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Allotment |
ALLOTMENT |
ALLOTMENT |
Coach |
COACH |
COACH |
Corporate |
CORPORATE |
CORPORATE |
Educational |
EDUCATIONAL |
EDUCATIONAL |
Fraternal |
FRATERNAL |
FRATERNAL |
Govt/Mil |
GOVT/MIL |
GOVT/MIL |
Other |
OTHER |
OTHER |
Religious |
RELIGIOUS |
RELIGIOUS |
Reunion |
REUNION |
REUNION |
Sport |
SPORT |
SPORT |
Wedding |
WEDDING |
WEDDING |
protel System data > Rates > Guarantee codes
Best Western provides an additional guarantee code for group reservations, which must be saved in protel - see following figure:
Grouppay |
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Short |
GROUPPAY |
Text |
GROUPPAY |
Type |
0 - CRS=no |
