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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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[System data 
Reservation Reservation
codes ]
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protel Air provides various reservation codes that allow the different aspects of a reservation to be adequately illustrated and statistically analyzed.
Example: A hotel advertises special rates for senior citizens during an upcoming Wine Festival. Mr. Smith is a senior and is interested in this offer. He contacts his travel agent who books the offer via a Global Distribution System (GDS).
The various aspects of the above reservation are shown in protel Air using the following reservation codes:
Booking aspect / Input |
Reservation codes |
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What distribution channel was used to make the booking? |
The travel agency used a GDS. |
Distribution channel |
Trip motivation: Why did the guest choose our hotel? What initiated the booking? |
The guest would like to visit the Wine Festival. |
Travel reason |
How did the guest learn about the offer? How did they learn about the hotel? |
Newspaper advertisement. |
Communication channel |
Age and marital status: Which customer segment can the booking be assigned to? |
Mr. Smith is a senior. |
Market code |
Who made the reservation? |
Mr. Smith’s travel agency |
The “booking party” is assigned in the Reservation Summary dialog box. |
[Options > System data > Reservation codes > Cancellation conditions]
As a perfect expansion to your guarantee conditions, you can save various kinds of cancellation conditions here. When linking a cancellation condition to a rate code, the rate code will tell you which cancellation conditions are valid for a reservation. For example, some special cancellation conditions for certain special prices are possible (for example: “Cancellation possible up to 60 days before arrival”). The allocated cancellation conditions will be displayed in the reservation dialog box.
Click the [Add] button and enter the following information (information marked with an asterisk * are required fields):
Name* |
Name of cancellation condition |
Short name* |
Short name of cancellation condition |
Description |
Enter an exact description! |
Active |
By removing the check, a guarantee condition can be deactivated. |
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[Options > System data > Reservation codes > Guarantee conditions]
If you guarantee your guests special prices and link these prices to special conditions or if you offer or demand special guarantees, you can enter all of these desired guarantee conditions here. When linking a guarantee condition to a rate code, the rate code will tell you which guarantee conditions are valid for a reservation. The allocated guarantee conditions will be displayed in the reservation dialog box.
Click the [Add] button and enter the following information (information marked with an asterisk * are required fields):
Name* |
Name of the guarantee condition |
Short name* |
Name of the guarantee condition |
Description |
Enter a new description! |
Payment required |
This option can be used in the online booking and can be used for rate codes which require a advance payment via credit card. Place a check for “payment required” option to activate it as a guarantee condition. If the guest selects a rate code in the online booking with this guarantee condition, the “guaranteed reservation” will automatically be used for the booking. The guest will now see the payment due as an advance payment. |
Ask for credit card data |
If the guest selects a rate code in the online booking with this guarantee condition, the guest must provide his credit card number - however without executing the payment procedure. The clearance of the card data then follows. |
Active |
By removing the check, a guarantee condition can be deactivated. |
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The distribution channel indicates how the guest learns about your products and services (more specifically: which distribution channel was used to make the booking?).
This information can later be used to evaluate the effectiveness of the individual distribution channels (keyword: multi-channel distribution).
Default settings in |
Other possible options |
Direct / Walk-in Company Homepage / Onlinebooking Internet Private Travel agency |
WBE Social media Telephone GDS Expedia HRS etc… |
*) Often referred to as “channel code” in other systems.
This answers the question as to why the guest booked the hotel room (e.g. weekend trip, vacation, business trip, trade fair, wine festival, visit to a museum, carnival, wedding).
Guiding question: Why did the guest decide to stay at your hotel?
A communication channel defines a medium that is used to convey a certain message to a target audience, e.g. Internet, brochure, newspaper ad, TV commercial, etc.
Guiding question: How did the guest see or hear about the offer? How did they learn about the hotel?
This refers to the customer segment that the booking should be assigned to, e.g. independent traveler, business traveler, senior citizens, families with children, singles, group travelers etc.
Guiding question: Which types of guests does the hotel appeal to?
The reservation status indicates if a booking is optional or definite, for example. protel Air shows all selectable values for this field by default. You are, however, free to set some of the values to inactive or define additional ones.
[System data > Reservation codes> Reservation status > No show]
Guests not arriving by the end of day despite having a reservation, will be marked as No Shows.
In order to be able to mark a reservation as No Show, a respective reservation status will have to be created. By selecting the No Show checkbox, the reservation status will be marked accordingly.
The No Show status can only be allocated at the end of day!
This indicates why a reservation was cancelled.
Each reservation status has a color assigned to it. The room plan shows all reservations in the respective color to indicate their status.
Click the [Edit] button to change the color assignment for a reservation status.
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© 2022 protel hotelsoftware GmbH |
The protel Air
upgrade in Summer 2020 brought about changes to the
user interface and also to many functions.