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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 > Reservation enquiry]
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A guest calls and wants to make a reservation for two single rooms for himself and another person. The “Reservation enquiry” allows you to enter the reservation while you’re on the phone with your guest. This feature checks the availability for the desired stay and displays an overview of all available room types and prices for all the different hotel rates. This clear overview allows you to quickly find which rate and room type you can offer your guest.
Access the reservation enquiry directly from the Reservation > Reservation enquiry menu.
Even for walk-in reservations or reservations made via the "New Reservations" menu point, the reservation inquiry always opens when booking the room.
[Reservation > Reservation enquiry]
Before you save the reservation
(step 5), make sure you define whether it will be a reservation for a
room type or a group reservation. (Please see section below).
Start by entering the key data.
Entry |
Explanation |
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Arrival |
Enter the desired arrival date here. The departure date is automatically updated (according to the entered number of nights | Default = 1 night). Tip: If you click on the date field, you can enter the arrival date by using the + / - key to increase/decrease the date by 1 day. |
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Nights |
Enter the Number of Nights here - the departure date in this case is automatically calculated. |
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Departure |
Optionally, the departure date can also be entered instead of the number of nights. The number of nights is then automatically calculated. |
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Rooms |
This is where you enter the required number of rooms. Tip: If you click on the rooms entry
field,you can you can increase/decrease the number of rooms by
using the |
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Guests per room |
This is
where you enter the number of guests per
room. Click on the little arrow
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Enquiry group |
When performing a reservation enquiry, the enquiry is limited to the selected enquiry group, which helps you to always offer the right rate.
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Price Display |
You can switch the price display mode using the Price Display dropdown-list. Total: The total amount for the requested room(s) in a particular room type and according to a particular rate code is shown (default). Average:The average price per night is shown. The default price display mode can be set via a special system setting. Our Support or your protel Partner will be happy to make the appropriate settings for you. Please contact us! |
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Room type reservation |
see below: Room type reservation |
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Group reservation |
see below: Group reservation |
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Show closed rates |
see below: Show closed rates |
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Ignore rate modifications |
see below: Ignore rate modifications |
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Pseudo Rooms only |
The Pseudo Rooms only check box only displays room types for pseudo rooms. Pseudo rooms cannot be overbooked. |
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Day Use Reservation |
Select this checkbox when wanting to create a day use reservation. Once you have selected the checkbox and clicked the Check availability button, the reservation enquiry will only show day use rate codes – the displayed availabilities change respectively! You can find more detailed instructions about creating day use reservations here: Hot Topics > Reservations about reservations > Day Use Reservations. |
1 Click on the [Check availability] button to retrieve all available room types, rates, and prices. These will then be displayed in a matrix.
Fig.: Reservation enquiry for two single rooms for a two-night stay.
Every price shown in this matrix is the total amount for the requested
room in a particular room type and according to a particular rate code.
(For more information on rates, please see below).
When changing the data during the enquiry, (e.g., arrival / departure
date or number of rooms), you will need to re-click the [Check
availability] button to update
the enquiry.
2 To book the requested room(s), select the desired combination from the rate and room type and then click the [Book] button. Or double-click the desired rate and room type combination.
Example:
The Apartment is booked as Full board tariff for a total price
of € 160.00.
3 After you have booked the room, the guest search opens.
4 Enter the guest's name into the respective field and hit the [Enter] key. All guests with this name or with names that include the letters you’ve entered are immediately displayed in a list.
5 Allotting the guest
A Allotting an existing guest:
If the guest you are looking for is in the search results, double-click
on the profile.
B Assigning a new guest:
If this is a first-time guest, you can quickly and easily create a new
guest profile for them here.
Click on [New profile]. A window
then appears for you to enter the guest information. If you are actually
talking to the guest while doing this, the guest's last name and the respective
salutation will suffice. You can come back to complete the guest profile
details later. Confirm the little "Guest data" dialog and the
following guest profile with [OK].
The reservation
dialog now appears. The dialog shows all the details of the current reservation.
Optionally you can now add further details to the reservation.
6 Close the reservation by clicking [OK].
Background information for Entry:
As an alternative, instead of setting the departure date, you can also enter the length of stay (number of nights). The departure date will then automatically be adjusted.
Upon every reservation request, protel Air takes the maximum occupancy for all available rooms into account. For instance, if you have entered “2” into the entry field “Adults” , only room types suitable for two or more persons will be displayed. That's why it is important to make sure that you enter the number of adults correctly! |
The Room type reservation" check box determines whether a fixed room is occupied or if a room type reservation is to be booked.
Box is checked |
For a room type reservation, reduces the availability of the room type - the room itself is not assigned until the actual check-in procedure by means of the Room assignment function. |
Box is not checked |
When making a reservation for a room, protel Air automatically assigns a fixed room in the booked room type. And the reservation will be displayed in the room plan. The assignment of the rooms occurs randomly (you cannot assume that the rooms are located next to each other). |
Related
topics about room type reservations:
Reservation > Room type plan
The checkmark in the "Group reservation" check box determines whether or not a group reservation is to be created (further information about group reservations can be found here).
Box is checked |
The reservation will be created as a group reservation. The creation of group reservations is useful, for example if more than one guests arrive as a group and the booking has been done via a common tour operator. The advantage in using group reservations is that the booking data can be processed together and services can be paid accordingly. |
Box is not checked |
If a booker reserves several rooms, a separate reservation ic generated for each room. The booker selected in the basket will be entered for the reservation. |
In order to see how many rooms are still available when making a reservation, the reservation enquiry screen provides the Availbility (incl. OB) line. The figure in the Availbility (incl. OB) column shows the physical room type availability values per room type, including any overbooking limits which may have been set - see the following figure:
If there are various room type availabilities for a reservation request, the minimum availability is always shown.
Example
Front Desk Agent makes an enquiry for three nights for Room Type Double.
1st night: 5 rooms available
2nd night: 3 rooms available
3rd night: 4 rooms available
An availability of 3 is shown for the entire enquiry.
Unavailable room types / rates are marked in red - see the following figure.
If a rate or room type marked in red is selected, a warning message appears after selecting the guest profile for the reservation.
If a user without any overbooking rights tries to execute an overbooking, a message with the option of authorization appears. Another user with the respective rights (for example, a manager, front office manager, or similar) can then grant permission to overbook to the user without rights.
A special Tool Tip provides the Tax Breakdown for an amount. When hovering over the Rate Amount, the value populates the tax breakdown - see the following figure.
Example 1 - Prices Including Tax
Rate Amount Populated on Reservation Enquiry Screen = 100.00. This rate includes 10% Tax. Therefore the tool tip populates:
Net 90,00
Tax 10,00
Total stay (incl. Tax): 100,00
Example 2 - Prices Excluding Tax
Rate Amount Populated on Reservation Enquiry Screen = 90.00. This rate includes 10% Tax. Therefore the tool tip populates:
Net 90,00
Tax 9,00
Total stay (incl. Tax): 99,00
If specific deposit or cancellation policies apply for a rate code, the deposit amount and possible cancellation fees are automatically displayed in the reservation enquiry. If you move the mouse over the rate amount, you will see the exact breakdown - see the following screenshot:
[Reservation > Reservation enquiry]
To use the feature, the logged in user must have access to the Override rate availability user right. Should the user right not be available in your user administration, please contact the protel Air Cloud Support Team (cloudsupport@protel.net) or contact your local business partner. |
The Show closed rates option enables you to access rates in the reservation enquiry which have been closed by a restriction value.
Select the checkbox next to Show closed rates to activate the option.
In the rate availability, the BARextra Rate is closed. When performing a reservation enquiry, this rate will not be displayed in the reservation enquiry grid.
If you also want to see closed prices, select the checkbox next to Show closed rates.
When re-clicking [Check availability], the closed rates will be shown in red.
Upon request, the booking can now be booked at the rate shown.
[Reservation > Reservation enquiry]
The Ignore rate modifications option enables you to have access to the original rates, despite the set pricing strategies (e.g., because a regular customer is to have a room at standard rates, despite increased rates).
Select the Show rate modifications checkbox to activate the option.
In the illustrated example, our company rate code "protel" has been decreased by 10 Euro and respectively displayed in the reservation enquiry:
The reservation, however, should still be booked at the original rates.
First, the checkbox next to Ignore rate modifications must be selected.
When re-clicking on [Check availability], protel Air will show the original rates:
Upon request, the booking can now be booked at the original rate displayed.
The Rate description column shows the assigned descriptions of every rate and helps you select the best rate for your guests – taking into account which offerings are included in the respective rates.
Moreover, special information concerning the booking of the rates can be added here.
The rate descriptions that are displayed here are managed in the protel Air system data:
System data> Reservation > Pricing > Rates
Choose the price for which you want to add a description. In the “Description” field, enter the desired text that should appear in the reservation enquiry.
[Reservation > Reservation enquiry]
If you open the reservation enquiry, one night's stay and one person per room is set by default. Upon request, you can change the pre-set values for the length of stay and number of adults per room. Please don’t hesitate to contact your protel Air Cloud Support Team to assist you with the settings. Please feel free to contact us or contact your local business partner!
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© 2022 protel hotelsoftware GmbH |
/ 
key of your keyboard.
to enter
the exact occupancy - see following figure. The age groups configured
in your system are then displayed - cf. following figure.
