Setting a Policy on a Room Inventory Type

The following article reviews how to set up a Policy (Cancellation) on a Room Type. This can be useful for specialty rooms or suites which have different rules surrounding their rental.

Room Type Policies

Creating a (Cancellation) Policy for a Room Type is done in the Policy module. Proceed to System Configuration > Policy.

Room Type Policies

Creating a Policy

Click Add to create a new Policy.

Creating a Policy

Enter the following information:

  • Code – a name to identify the policy
  • Active – must be checked for this policy to be active
  • Default for Property – check this box if the policy being created will be used as the default policy for your property
  • Default for Online Booking – check this box if the policy being created will be used as the default policy for the eRes Booking Engine (this only applies to eRes Booking Engine, and not 3rd Party products like the GDS. Quickconnects or Channel Managers)
  • Guarantee – select option depending on whether a Credit Card is necessary to guarantee a guest reservation
  • Deposit - select option depending on whether a deposit is required to be paid at time of booking. If yes, select if the deposit will be based on one of the following:
    • number of nights (example value would be 1 for 1 night, or 2 for 2 nights, etc…)
    • percentage of the stay charge (example value would be 25 for 25%, or 100 for 100%)
    • fixed amount (example value would be 100 for $100 or 150 for $150)
    • 1st night room charge + guest service
  • Cancellation – select option depending on whether or not a penalty is charged when a guest cancels their reservation. If Yes, select the number of hours prior to arrival the guest is able to cancel without penalty (ie: If set to 24hrs, the guest has up until 24hrs before the reservation date to cancel their reservation without penalty). Next, select if the cancellation will be based on one of the following:
    • number of nights (example value would be 1 for 1 night, or 2 for 2 nights, etc…)
    • percentage of the stay charge (example value would be 25 for 25%, or 100 for 100%)
    • fixed amount (example value would be 100 for $100 or 150 for $150)
  • Modification (use only for online booking) – select this option only if you wish for a fee to be applied to any bookings that are Modified via your eRes Booking Engine. (NOTE: Examples of modified bookings fees may be a fee charged if a guest shortens the length of their stay via the eRes Booking Engine). If yes, select the number of hours before arrival that a guest has to cancel without penalty (ie: If you input 24hrs, the guest therefore has up until 24hrs before the reservation date to cancel their reservation without penalty). Next, select if the cancellation will be based on one of the following:
    • number of nights (example value would be 1 for 1 night, or 2 for 2 nights, etc…)
    • percentage of the stay charge (example value would be 25 for 25%, or 100 for 100%)
    • fixed amount (example value would be 100 for $100 or 150 for $150)

Select OK to save your Policy. A generalized "robot" Policy Text will now appear at the bottom of the screen based on the selections made above. Use the Edit button in the top right hand corner of the screen to edit the text below so that it is more reader friendly.

NOTE: The text entered here will appear on both Confirmation, and Cancellation forms. If the policy is also set as the Default for Online Booking, this text will appear on the eRes Booking Engine during the reservation process.

Attaching the Policy to a Room Type

To attach a Policy to a Room Inventory Type go to System Configuration > Room Inventory. Select the desired Room Type to apply the policy to, and proceed to the Policy tab. Click Insert to attach a policy.

Attaching the Policy to a Room Type
  • Click on the empty space under the Code column and select your policy from the drop down menu
  • Select the date range for the policy to be applicable using the Date From and Date To
  • Set the Priority of this Policy (usually set to 1, unless multiple Room Type Policies are in effect for this Room Type over the same, or overlapping dates. In this case, the priority should denote the order in which they are to be enforced when there is more than one policy to choose from)
  • Click Post to save changes

As it is possible to attach policies to different items, the PMS shows the policies in a default order, which cannot be changed:

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

For example, if there is a Rate Policy and a Room Type Policy, the Rate Policy will always take precedence.