Support CentreStandard ModulesReservations ReservationsHow to Make a Reservation for a Dynamic Package

How to Make a Reservation for a Dynamic Package

In this article we show the steps to successfully booking a reservation for a Dynamic Package, also known as "Packages on the Fly".  This is because they allow you to fluctuate the components of your package based on your guest's demands.  This type of package is good if you want more control over your packages, so for example, if you offer a Ski & Stay Package with breakfast, but a guest calls and says they want the Ski & Stay Package but they would rather not have breakfast included.  This type of package allows you to omit the breakfast part of the package and just charge the guest for skiing and the room.  The following steps review how to create a Dynamic Package Reservation.

Step 1: New Reservation

Select the New Res button (or press the F2 function Key)  

Step 1: New Reservation

Step 2: Entering the Reservation Details

Enter the reservation details.  We will start at the top of the screen and work our way down.                                                                                                                                                                                                                                                                

  • Client Type – this field allows you to select which Market Segment your guest falls into. For Dynamic Packages, your property may use the Leisure Client Type or it may have a Packages Client Type. Please speak to your management team to determine which Client Type you will be using.
  • Room Charge – this drop down menu allows you to select the Room Charge Code that applies to this reservation. The default RCH Room Charge Code will most likely be selected for the majority of reservations created. An example of another Room Charge Transaction Code that may be available is a Room Charge Tax Exempt Code which would allow Room Charges to post without taxes.
  • Arrival – select the arrival date for this reservation
  • Nights – select the number of nights the guest wishes to stayover (NOTE: If you select a departure date, the number of nights will automatically populate)
  • Departure – select the departure date for this reservation (NOTE: If you select the number of nights the guest wishes to stayover, the departure date will automatically populate)
  • C/O Time – this is the default check-out time for your property which is setup under System Configuration -> Property -> Contacts & Preference tab. If you wish to extend a late check-out to a guest, you may change the C/O Time here and it will then be reflected on the Housekeeping Reports
  • Adults/Child – select the number of adults & children that will be staying in the room. The number of people occupying a room can affect your rates so ensure the proper number of people has been entered.
Step 2: Entering the Reservation Details

Now, select the “Refresh” button to the far right hand side of the screen to load the available Rates & Inventory. NOTE: If you change any of the parameters at the top of the screen, you must select the “Refresh” button to update your Rates & Inventory.

The Availability Grid now shows the Inventory that you have available between your selected Arrival & Departure Dates.

Select the “+” sign under the Rate column to display your Available Rates for a specific Room Type.

The first column after the Rate Name displays the Average Rate for the reservation period. If you scroll to the right, you will see what the rate will be on each night of the guests stay.

NOTE: This is the BASE ROOM RATE price only and is not the price of the entire package.

To select the BASE ROOM RATE that applies to the package you are creating, check the checkbox beside the Rate Name.  NOTE: If you do not see the rate that you are looking for it could be because the rate is not available for the dates you have entered. Try changing your dates and selecting the “Refresh” button to see if the desired rates appear

At this point, if you wish to assign a Room Number to the reservation, check the “Enable Assignment” box to the right of your screen. Use the drop down menu to select the desired Room Number (the list will only populate with a list of Room Numbers for the specific Room Type selected).

Now select the appropriate checkbox under the “Book” column to correspond with the Room Type & Rate you are looking for.

Once a checkmark has been placed under the “Book” column, you will see the BASE ROOM RATE + applicable Taxes for the guests stay populate in the box at the top of your screen, and a Reservation ID number will be assigned to the booking in the bottom left hand corner of the screen.

STEP 3: Choosing a Package Style

At this point we will skip over the Guest Info tab and go directly to the “Services” tab. The first step in the Services tab is to select the “Style” of package you wish to create.

  • Inclusion – an Inclusion package will post a per night cost for the package on each night of the guests stay.
  • Package – a Package package will post the entire amount of the package on the 1st night of the guests stay as a lump sum amount. (Room & Tax will still post nightly on the back-end to maintain ADR integrity, however the guest's bill will show it posted all on the first night.)
STEP 3: Choosing a Package Style

Once you have selected a Style a “TCode” box will appear. Use the dropdown menu to select the “TCode” of the package you wish to create.

After the proper Package TCode is selected, you will see the ‘Dscr” area populate with the Package Name (ie: Valentine Day Package) and the applicable Guest Services for this package will highlight in blue.

Use the arrow pointing to the left to bring the Guest Services over to the left hand side of the screen.  Below we can see the package consists of:

  • 2 x Package 25 Min Massage on Day 1
  • 2 x Package Breakfast on Day 1 and Day 2
  • 1 x Package C&C on Day 1

At this point, you have the ability to change the components of the package if you wish by altering the numbers found under the day columns

You also have the ability to change the price per component by changing the dollar amount under the Price column.

The total price of the Package Components will appear at the bottom of the screen.

Step 4 - Entering the Guest Information

Proceed to the “Guest Info” tab to enter the guest information.

NOTE: If your property has permission 2090 - Force Search enabled, please review the article: How to use the Search Feature when "Force Search" Permission is on in the Reservations Manual.

Step 4 - Entering the Guest Information

Search past guest profiles

The first step should always be to search for an existing Guest Profile by using the “Search” button to the right hand side of the screen. This way you can see if the guest has stayed at your property before, and already has an existing Guest history record.

Search past guest profiles

Fill in either:

  • Last Name (at least 1 characters needed) and First Name. (NOTE: The more characters you enter for first & last name the more streamlined your search will be)
  • OR Loyalty Number

Select the magnifying glass icon to the right of the screen to see if the guest has an existing Guest Profile.

A list of Guest Profile’s fitting your search criteria will appear in the screen below. If the guest you are looking for is located in the list, click on their name (ensure the black arrow is pointing towards their name) and select the “OK” button at the bottom of the screen. The Guest’s Profile Information will now automatically populate into the Guest Info Tab.

Reasons for doing a Guest Search:

  • Makes the reservation process move a lot faster
  • Ensures cleaner reporting (ie: # of guest stays) and a smaller more accurate database
  • Duplicate Guest Profiles can be created if you manually enter the Guest Information for a guest that already has an existing Guest Profile in the PMS

New Guest Profile

If the guest does not have a pre-existing Guest Profile, select the cancel button within the Guest Search box and proceed to fill in the guest information manually into the Guest Data screen below.

Enter as much information as possible. The more information you enter, the more useful it will be to you in the future. The absolute minimum that you will be required to enter is the First Name, Last Name and Telephone Number. If your property has setup Required Fields, those selected fields will be mandatory as well, and be shown in bold.

TIP: When filling in a guest’s information, after inserting the U.S or Canadian Zip/Postal Code hit the TAB button and the PMS will automatically populate the City, Country and State for you!

New Guest Profile
  • Opt into Marking Campaigns – check this box if the guest has agreed to be included in such things as Promotional Email Blasts
  • Accept General Email – check this box if the guest has agreed to be accept general emails (ie: email confirmations) from your property
  • VIP – check this box if this guest is to be identified as a VIP Guest. You may type more information regarding the guests VIP status in the blank box to the right of the VIP checkbox. NOTE: Once the reservation is created, the guest reservation will appear highlighted in green as a way of identifying the VIP reservation
  • Source of Business – select how or where the guest heard about the property. Certain Statistical Reports in the PMS are produced based on Source of Business so it is important that this field is filled out to ensure accurate reporting.
  • Guest Note – this area is for notes pertaining to the guest and will be saved on the Guest Profile and will appear on all future reservations until changed
  • Reservation Note – this area is for notes pertaining to this reservation only and will not be saved on the Guest Profile
  • Post Deposit – if the Policy in the PMS is set to take a deposit at the time of reservation, the amount of the deposit will appear in this box. Once the OK button is selected to create the reservation, the deposit will then be posted to the guest reservation.
  • Payment Method – a valid method of payment must be placed on the reservation in order to guarantee the booking.

Entering Additional Credit Cards

Extra Cards – this button allows you to add two or more credit cards on a Guest Reservation.

  1. After selecting the Extra Cards button the “Additional Cards” box will appear.
  2. Select the “New Card” menu at the top of the screen.
  3. Enter the additional card information into the box below, and select the “Save” button and the additional card information will be saved.
Entering Additional Credit Cards

Step 5: Attaching a Travel Agent (if applicable)

If a Travel Agent needs to be attached to the booking, proceed to the Travel Agent tab. Use the drop down menu below to view a list of Travel Agents that already exist in the PMS.

If the Travel Agent you are searching for is not in the drop down menu, the Binoculars icon can be used to access the Travel Agent Module so that you may enter the new Travel Agent's information.

Step 5: Attaching a Travel Agent (if applicable)

After you have selected the desired Travel Agent, you may manually enter the Contact Name into the Contact field below. Note how the Default Commission for this Travel Agent appears to the right hand side of the screen, if you wish to change the Commission Amount for this reservation only, input the new amount into the “Override Com%” box to the right.

Should you need to add more then 1 Travel Agent to a booking, use the “Add” button below to attach additional Travel Agents to the booking.

The Additional Travel Agents box will open, and you may attach another agent to this reservation, using the same steps as before.  You can change the commission percentage on this reservation only by entering a new amount into the "Override com %" box.

Step 6: Attach Guest Share (if applicable)

The Guest Share tab allows you to add a 2nd guest name to a reservation. This name can be there for informational purposes only (ie: in case someone calls looking for the guest) or it can be there for billing purposes (ie: to split room charges upon checkout).

Should you need to add a 2nd (or 3rd or 4th, etc…) guest name to a reservation, select the “Insert” button below.

Step 6: Attach Guest Share (if applicable)

Next, input the information of the Guest that will be sharing the Room.

  • First/Last Name – Enter the first & last name of the sharing guest
  • Use Folio – Check this box if you wish for this guest to have their own specific Folio where charges can be posted
  • Folio – Once the Use Folio box is checked, a folio number will automatically be assigned to this guest. Any charges this guest wishes to pay for can be posted to this folio
  • Store as Guest – If you wish to create a separate Guest Profile for this guest, check this box and then enter the Guest Information into the box that appears.

Once the Guest Share information has been input, select the “Post” button to save.

After the Post button is selected, you will have the option to “Split Room Charges Equally” by checking the check box below.

Step 7: Setup Routing (if applicable)

The Routing tab allows you to:

  • Setup specific Transaction Codes to transfer to a different Reservation
  • Setup specific Transaction Codes to transfer to a specific Folio # on the Guest Folio

Scenario 1: To setup specific Transaction Codes to transfer to a different Reservation follow these steps:

Transaction Group – Use the drop down menu to select the Transaction Group where the Transaction Code is located (ie: Room Charge Transaction Codes are found under Room Charge, Payment Transaction Codes are found under Payment and all other Transaction Codes are located under Other Charges) If you are routing ALL charges then you would select <ALL>.

  • Transaction Code - Select the Transaction Code you wish to Route.
  • Folio Number – select Folio 1 unless you would like the Transaction to Route to a specific folio number on the destination reservation, use the drop down menu to select the applicable Folio Number. NOTE: The Route to the same booking box should NOT be checked, unless you intend to route the charges to another folio on the same reservation.
  • Amount (Optional) - If the permission "1546 - Route By Amount" is enabled for both your property, and your user ID, you may see this field. The amount that you enter into this box will be calculated on a daily basis. For example, if my Room Charge is $200 per night, and I enter $75 into the Amount field, it will route $75 of the $200 daily Room Charge to the folio I choose.
  • Percentage (Optional) - As with the Amount field, this will only be displayed if the permission "1546 - Route By Amount" is enabled for both your property, and your user ID.  This field acts as a modifier, and indicates that the value entered into the Amount field should be treated as a percentage. For example, if I enter "75" into the Amount field, and check the percentage box, the PMS will route 75% of the daily Room Charge, instead of $75.
Scenario 1: To setup specific Transaction Codes to transfer to a different Reservation follow these steps:
  • Now select where the charges are going to be routed. Using the “Filtered By” settings select whether the guest is In House, Reservations (not in house yet but has a reservation) or None (will show all guests)
  • Select the "RELOAD" button to load the guest Res ID information
  • Select the correct Res ID from your list (This is the destination Reservation where the routed charges should end up)
  • Click "ADD"

If needed, continue the first three steps to add more transaction codes. Hit the "Add" button so the charges move up onto your list.

When the routing is successfully set up, it will be displayed in the list of routed charges.

Scenario 2: Setup specific Transaction Codes to transfer to a specific Folio # on the same Guest Folio

  • Transaction Group – Use the drop down menu to select the Transaction Group where the Transaction Code is located (ie: Room Charge Transaction Codes are found under Room Charge, Payment Transaction Codes are found under Payment and all other Transaction Codes are located under Other Charges) If you are routing ALL charges then you would select <ALL>.
  • Transaction Code - Select the Transaction Code you wish to Route.
  • Folio Number – select the folio number where you would like the Transaction Code to post.
  • Route to the Same Booking – check this box
  • Amount (Optional) - If the permission "1546 - Route By Amount" is enabled for both your property, and your user ID, you may see this field. The amount that you enter into this box will be calculated on a daily basis. For example, if my Room Charge is $200 per night, and I enter $75 into the Amount field, it will route $75 of the $200 daily Room Charge to the folio I choose.
  • Percentage (Optional) - As with the Amount field, this will only be displayed if the permission "1546 - Route By Amount" is enabled for both your property, and your user ID.  This field acts as a modifier, and indicates that the value entered into the Amount field should be treated as a percentage. For example, if I enter "75" into the Amount field, and check the percentage box, the PMS will route 75% of the daily Room Charge, instead of $75.
  • Select the “Add” button at the bottom of the screen
Scenario 2: Setup specific Transaction Codes to transfer to a specific Folio # on the same Guest Folio

If needed, continue the first three steps to add more transaction codes. Hit the "Add" button so the charges move up onto your list.

When the routing is successfully set up, it will be displayed in the list of routed charges.

Step 8: Complete the Reservation

Once all the reservation information has been added to the booking, select the “OK” button to create the reservation in the PMS.

Step 8: Complete the Reservation

The Dynamic Package Reservation will now be created in RoomKey. Note how the Rate column appears blank in the Reservation View Screen. This is because it is a package rate which combines Room Revenue & Package Components.

The Reservation Confirmation will indicate that the guest has booked the “Valentine Day Package” and displays the rate per day.