Support CentreStandard ModulesSystem Configuration Cancellation PoliciesHow to Attach a (Cancellation) Policy to a Client Type, Room Type, Rate Plan & Property

How to Attach a (Cancellation) Policy to a Client Type, Room Type, Rate Plan & Property

The following article explains how policies can be attached to different areas of the PMS, and how their Priority is ordered.

It is possible to attach a Policy to 4 different areas within the PMS. When policies are attached to multiple areas like this, the PMS will use a priority preference to choose which policy to apply to a reservation, and to show on confirmations. The structure is as follows:

  1. Client Type
  2. Rate Plan
  3. Room Type
  4. Property

The PMS will use the Policy attached to a Client Type first, then the Rate Plan policy, then the Room Type policy, and finally, the default Property Policy. The Property Policy will be used fist by default, if no policy is attached to any of the other modules.

If there is no Client Type Policy, the system will automatically select the Rate Plan Policy.

If both a Room Type Policy and a Rate Plan Policy were created, the Rate Plan Policy will override the Room Type Policy, etc...

Attaching a Policy to a Client Type

Go to System Configuration > Client Type. Select the Client Type the policy will be attached to, and click on the Policy tab. Click Insert.

Attaching a Policy to a Client Type
  • Click on the empty space under the Code column and select the desired policy from the drop down menu.
  • Select the Date Range this policy will be applicable for. Priority would be used when there was more than one policy where dates overlap. Priority sets which policy takes precedent. (0 = first, 1 = second, 2 = third, etc..).
  • Hit Post to save

The "Group Social" Group Policy now has been applied to the GRP SOC Client Type.

Using the {Policy} Macro

IMPORTANT NOTE: For the Policy Text to appear on the Confirmation form, the Policy Macro {Policy} must be inserted into the Confirmation Notes tab (System Configuration > Property > Confirmation Notes). If the {Policy} macro is not entered into the Confirmation Notes field, the PMS will be unable to pull the information from the Policy Text area onto the Reservation Confirmation.

In the example below, the {Policy} macro is inserted between two sentences. This will populate the Policy Text from the Policy into the field on the Confirmation Form, in between those two sentences.

Using the {Policy} Macro

Attaching a Policy to a Rate Plan

Go to System Configuration > Rates. Select the Room Type from the drop down menu, then select the Rate Plan the policy is to be attached to. Click on the Policy tab, then click Insert.

Attaching a Policy to a Rate Plan
  • Click on the empty space under the Code column and select the desired policy from the drop down menu.
  • Select the Date Range this policy will be applicable for. Priority would be used when there was more than one policy where dates overlap. Priority sets which policy takes precedent. (0 = first, 1 = second, 2 = third, etc..).
  • Hit Post to save

The 90Day Policy is now attached the CK-K Room Type on the 90 Day Advance rate plan.

NOTE: In order to attach a policy to all Room Types in a rate plan, the above steps need to be repeated for each Room Type. For the policy to appear on all Room Types within a Rate Plan, it must be added as above, one Room Type at a time.

Using the {Policy} Macro

IMPORTANT NOTE: For the Policy Text to appear on the Confirmation form, the Policy Macro {Policy} must be inserted into the Confirmation Notes tab (System Configuration > Property > Confirmation Notes). If the {Policy} macro is not entered into the Confirmation Notes field, the PMS will be unable to pull the information from the Policy Text area onto the Reservation Confirmation.

In the example below, the {Policy} macro is inserted between two sentences. This will populate the Policy Text from the Policy into the field on the Confirmation Form, in between those two sentences.

Using the {Policy} Macro

Attaching a Policy to a Room Type

Go to System Configuration > Room Inventory. Select the Room Type the policy is to be attached to. Click on the Policy tab, then click Insert.

Attaching a Policy to a Room Type
  • Click on the empty space under the Code column and select the desired policy from the drop down menu.
  • Select the Date Range this policy will be applicable for. Priority would be used when there was more than one policy where dates overlap. Priority sets which policy takes precedent. (0 = first, 1 = second, 2 = third, etc..).
  • Hit Post to save

The SuitePol Policy has now been added to the LSS Room Type.  Repeat these steps for any additional Room Types that the policy may be applicable to.

Using the {Policy} Macro

IMPORTANT NOTE: For the Policy Text to appear on the Confirmation form, the Policy Macro {Policy} must be inserted into the Confirmation Notes tab (System Configuration > Property > Confirmation Notes). If the {Policy} macro is not entered into the Confirmation Notes field, the PMS will be unable to pull the information from the Policy Text area onto the Reservation Confirmation.

In the example below, the {Policy} macro is inserted between two sentences. This will populate the Policy Text from the Policy into the field on the Confirmation Form, in between those two sentences.

Using the {Policy} Macro

Setting a Default Property Policy (applied when no other policy is selected)

Go to System Configuration > Policy. Select which Policy will be used as the default policy for the property when a Client Type, Rate Plan, or Room Type Policy is not in effect.

  • If the Policy already exists, click Edit and check the box next to Default for Property.
  • If the Policy does not yet exist, click Add to create it. Be sure to check the box next to Default for Property before saving.
Setting a Default Property Policy (applied when no other policy is selected)

Using the {Policy} Macro

IMPORTANT NOTE: For the Policy Text to appear on the Confirmation form, the Policy Macro {Policy} must be inserted into the Confirmation Notes tab (System Configuration > Property > Confirmation Notes). If the {Policy} macro is not entered into the Confirmation Notes field, the PMS will be unable to pull the information from the Policy Text area onto the Reservation Confirmation.

In the example below, the {Policy} macro is inserted between two sentences. This will populate the Policy Text from the Policy into the field on the Confirmation Form, in between those two sentences.

Using the {Policy} Macro