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Attention!
You can find the updated instructions for them in the new protel Air Online Help. Please note: The migration process is still ongoing. Therefore you may still be able to use some functions as described in this Online Help. For this reason, we will not delete this Online Help yet. If you have any questions, please contact your support!
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[Reservation > Allotments]
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A room alltoment is a contractually secured number of rooms which can be reserved by a contractual partner (e.g., travel agency) for a certain amount of time stated in the contract. For example, it is possible to give a customer (travel agency, etc.) the guarantee that a certain number of rooms will be available for a certain period of time without having to call up separate availability information. The allotment expires at the end of the contract period (expiration date).
Please note: The video tutorials
do not include the features from November 2018.
The following video shows you how to create a deducting allotment.
The following video shows you how to create a non-deduting allotment.
The following video shows you hot to pickup a reservation from an allotment and how to allocate a previously created reservation to an allotment.
[Reservation > Allotments]
The Allotments window enables you to manage allotments - creating, editing, or deleting new allotments. An existing allotment can be opened with a double-click.
Open the Allotments window by clicking through the menu: Reservation > Allotments.
In the start window, you will see an overview of all of the allotments stored in the system.
[Reservation > Allotments > Filter]
The filter enables you to limit the display to a certain time period:
Allotments dialog box | Filter |
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From / To |
Restricts the display to allotments that are only valid within the period entered (from/to). |
Name |
If you want to search for a specific allotment, you can enter the Name of the allotment here. The search also accepts the input of partial words, e.g., "May" would find the following hits: Maybach, Lohmayer or Mayer. |
Short name |
If you want to search for a specific allotment, you can enter the Short name of the allotment here. The search also accepts the input of partial words (see above). |
Status |
Only displays allotments which have the status selected here. The "Cancelled" status displays all canceled quotas, regardless of the respective cancellation type. To remove a selected status from the filter, click the small "x" next to the selected status.
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Cancel type |
Only displays allotments with the Cancellation type selected here. To remove a selected cancellation type from the filter, click on the small "x" next to the selected cancellation type. |
Click on <Enter> or on the magnifying
glass 
to
refresh the display.
Allotments dialog box | Columns |
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Name |
The name is assigned when the allotment is created in the "Overview" tab. |
Short name |
The short name is assigned when the allotment is created in the "Overview" tab. |
From / To |
Period within which rooms can be called up for the allotment. |
Contact Person |
Point of contact for the booker of the allotment The name of the allotment is stored in the "Overview" tab. |
Keyword |
Keyword / code to be entered when reserving this allotment. The keyword for the allotment is saved in the "Overview" tab. |
Expiration date |
For an allotment with a fixed cut-off date, The booker needs to submit reservations before this date, otherwise the rooms will be released back into the general inventory for the hotel to sell via other channels. |
Cut off days |
For an allotment with a dynamic expiration date: The value displayed here (e.g. "7") tells you how many days before arrival the allotment can be booked. The reservation must be booked before this date. Example: If the number "7" appears here, this means that the last reservation can be entered 7 days before arrival, at the latest. |
Status |
Displays the status of the allotment
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Open for pickup |
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Cancelled |
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Cancel reason |
Displays the user-defined text (cancellation reason) entered during cancellation. |
Cancel type |
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# Res. |
Number of named reservations for the allotment. Example: "2" would mean that 2 reservations have already been booked for the allotment. |
To create a new allotment, click on the Add button located at the bottom of the Allotments dialog box.
The New Allotment dialog box opens.
Fill in the Overview tab (read more... ).
Creating payment instructions for room allotments
Reservation > Allotments > Allotment dialog box > New tab: Payment instructions
Define one or more payment instructions for your allotments which are then automatically valid for all reservations that are posted via the allotment.
BENEFIT: All revenues from the allotment reservations are transferred directly to the defined target accounts. As a result, the creation and management of large allotments is much easier and more efficient.
This is how it works
Create a new allotment.
You then set a payment instruction for the allotment, which is to apply to all reservations within this allotment.
Manually enter rooming list
Reservation > Allotments > Allotment dialog box > New button: Rooming list / Enter manually
In addition to importing the room list, you can now manually enter all guests and reservations for an allotment in just a few easy steps. This gives you another method for naming multiple reservations for an allotment in a single step.
BENEFIT: The creation and management of allotments is supplemented by an additional useful feature which particularly benefits you when dealing with larger allotments.
New: Copying allotments
Reservation > Allotments > Edit Allotment > Copy
It is now possible to copy an existing allotment. The new copy function makes working with frequently recurring allotments (tour series) much easier.
You can make a single copy or multiple copies of an allotment.
The multiple copy function creates multiple copies of an allotment and assigns the same tour code to each copy. The newly created copies then belong to a mutual Tour Series.
Reservation > Allotments > Overview > Allotment type
System Data > Reservation > Allotments > Allotment type
Allotment types enable you to manage your own allotment types and subscribe an exclusive type to each allotment.
Setting up the allotment types in your system data (System Data > Reservation > Allotments > Allotment type):
Assign allotment type in the Allotment screen (Reservation > Allotments > Overview > Allotment type):
Use the function to divide your allotments into various segments, such as weddings, events and meetings, business events, and much more. You can arbitrarily create the allotment types in your protel Air system data and adjust them individually to meet your needs.
What's the advantage for you? You can define a separate workflow for the contract status flow for each allotment type (see next section).
XSetup: Allotment type as mandatory entry
Upon request, you can also define the Allotment type as a mandatory field:
Name: Allotment type mandatory
XSetup path: Configuration / Client / Reservation / Allotment (see following screenshot):
Double-click the Allotment type mandatory entry and check the Activated checkbox.
Default: not activated
Related topics
You can find more information about using and setting up allotment types here:
System data > Reservations > Allotments
Reservation > Allotments > Overview > Allotment type
Reservation > Allotments > Overview
System data > Reservation > Allotments > Contract status flow
Define various workflows that specify an exact contract status flow and support the user in room allotment processing.
You can easily create your individual workflows by entering the individual steps that a certain allotment type (e.g. 'bus tours') usually goes through at your hotel.
Setting up the allotment steps (contract status flow) in the system data (System data > Reservation > Allotments > Contract status flow):
In the allotment overview, you can then assign the next step depending on the processing status of the allotment. The system proposes this automatically - see the following figure
All of the advantages at a glance:
Configurable workflows and standardized processes
Targeted user experience
Correct entry of allotments
XSetup: Activate workflow input
The administration of individual contract status flows for various allotment types must be activated using the following system settings:
Name: Force allotment workflows
XSetup path: Configuration / Client / Reservation / Allotment (see following screenshot):
Double-click the Force allotment workflows entry and check the Activated checkbox.
Type: Boolean
Default: false (not activated)
Attention!
The Force allotment workflows XSetup must always be set in combination
with the Allotment type mandatory XSetup! (both entries must be
set to "true").
After activating the function, the user must always select an allotment type and the current step for each allotment. The steps are predefined by the respective contract status flow - see above: Setting up the allotment steps (contract status flow) in the system data.
Related topics
You can find more information about using and setting up contract status flows types here:
System data > Reservations > Allotments
Reservation > Allotments > Overview > Workflow steps
If a room allotment in which traces were stored is canceled, the traces are now automatically dissolved. Manual deletion is no longer necessary.
If the number of reserved rooms in a deducting allotment was reduced, errors could occur under certain circumstances. This issue has now been resolved.
Reservation > Allotments
Another innovation in our allotment management is the possibility to import a rooming list. Here you can directly import a whole list of guests using a template provided by protel Air.
Download the corresponding Excel list in the allotments dialog. For example, you or a travel agency can now fill in the list with the guest data for the allotment. With just one click you can upload the list back to your protel Air PMS and check to see if all of the data has been imported correctly, and whether the assignment of the table columns matches the fields of the protel Air guest profile. Afterwards you can check the guest data in detail and adjust them accordingly, if necessary.
3 Steps to Success!
Upload
Map
Validate and Import
In order to use the rooming list, the user must have been assigned a corresponding user right: pAirAllotmentImportRoomingList
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>>> Find out more in the Rooming list help topic!
Reservation > Allotments > Actionlog
The action log for allotments can now be called directly via the allotment dialog. Everything that is done in the allotment management is logged here.
Reservation > Allotments > Traces
You can now add traces to allotments. Use the trace function in the allotments, for example, to set allotment-related reminders, or the like. You can find the trace function in protel Air's allotment management. You can also access traces which have been entered here from the "Traces" active list.
Reservation > Allotments > Reservation overview
In the reservation overview of an allotment, you can now edit ALL reservations with one simple click. By using the [Edit] button, you enter the dialog to edit the reservations. Here you are able to change arrival and departure times, the reservation status, or even the room type and rate for all marked reservations.
To make it easier for you to add notes to an allotment, the "Notes" field now has its own individual tab.
You are now able to manage different types of allotments and to assign a type to every allotment.
New Enquiry and Cancelled allotment status types for better workflow support. The new status types enable you to better map and track the different stages in processing allotments.
The "Cancelled" status also allows you to specify Cancellation types. You can choose between "Cancelled", "Lost" and "Refused". Free text is entered as the reason for cancellation.
Targeted search via new filters
New filter for the targeted display of allotments according to their status
New filter for targeted search by allotment name
New filter for targeted searchs based on allotment Short name
New filter for the targeted display of allotments according to their Cancel type
Further changes
The button for deleting allotments has been removed from the Allotments start window (allotments now have the Cancelled status instead)
The "Show cancelled" filter has been removed from the Allotments start window (instead, you can filter by allotments with the Cancelled status)
New columns for displaying the assigned Cancel type, Cancel reason, Status
Cancelled allotments can not be edited.
When you cancel allotments, you have to select the Cancel type and enter a Cancel reason.
Lists > Allotments
In the active list for displaying allotments, you can filter allotments according to their status and search for the allotment name.
All actions related to allotments are now recorded in the action log. For example, this allows you to see which user created, changed, or canceled which allotment and when. The contents of the changes are also saved - see next figure.
Example:
Allotment list (Lists > Allotments).
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© 2022 protel hotelsoftware GmbH |
= The allotment
can be named, i.e., reservations can be made for the allotment.
= The allotment is not yet open for pickup / released, e.g., because
a valid contract has not yet been concluded with the booker. Reservations
cannot be made for allotments that are not open for pickup.