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1. Card Humber a Ia i i FORE Site Exp Datei 10 2012 Res System Full Website View Tra ar A ent I would like to receive a newsletter about special offers and events 800 201 1949 customersupport vizergy com QjyviZer Cag fa maorieg be yah g Via More i RESERVATION REVIEW New Reservations m Search Reservations m Cancelling a Reservation Cancelling a Reservation The Secure Res booking engine has both a flat monthly fee version and a transactional fee version If you have the Secure Res Transactional booking engine you will be charged per reservation rather than a flat rate fee You will want to be able to cancel reservations in the booking engine to avoid being charged for a guest that cancels with the hotel rather than online or if a guest does not show The steps below detail how to accomplish a cancelled reservation During the cancellation process you will have the option to cancel the pre and post stay emails so that the guest no longer will receive these automated emails however if the reservation status is Cancelled the courtesy emails will not be sent 1 Log into Vizergy Client Login to access your Secure Res Booking Engine 2 Once inside Vizergy Client Logi
2. this area provides Vizergy with current information for contacts at your property should there be a question or a call from one of your guests We will refer them to the contact person listed here Reservation Delivery This very important area controls where reservation emails are sent when a new reservation or cancellation is made Additional Email contact addresses This area provides additional addresses that can be used for contact or for setting up scheduled reports more information on scheduled reports can be found in the Reports Review section of this guide Reservation Email The Reservation Email area of Email Messages provides a tool to select which email template will be used for Reservation Property Email Reservation Guest Email Cancellation Property Email and Cancellation Guest Email The Default Email Template will be selected if you have not created additional templates to select For more information on using Email Templates see the Email Template section of this chapter Reservation Property Email Template Default Property Reservation Email Reservation Guest Email Template Default Guest Reservation Email Cancellation Property Email Template Default Property Cancellation Email Cancellation Guest Email Template Default Guest Cancellation Email Vizergy Customer Support 800 201 1949 customersupport vizergy com gv ZC rgy 7 36 RESERVATION TERMS Disclaimer Terms mg Cancellation Polic
3. 3 Select an email address to send the report to If the email address you wish to use is not displayed select the Add new email address link to add a new address 4 Schedule your report by selecting the Monthly or Weekly Option The Monthly Option will allow you to select the day of the month to run the report The Weekly Option will allow you to select the day of the week to run the report 5 Select a Delivery Method The Send HTML Now button will send the report to the selected email address now The Screen Only HTML button will display the report on screen but not send it via email The Schedule button will setup the report to be delivered according to the time frame you selected Vizergy Customer Support 800 201 1949 customersupport vizergy com VIZE OY 2 36 REPORTS REVIEW Summary Reports m Summary Package Reports m Retrieve Emails m Ad Tracking m Look to Book m Dynamic Packaging Custom Report Generator m Travel Agent m Schedule Reports Denials Report MANAGING YOUR SCHEDULE REPORTS To manage your Scheduled Reports that have already been setup navigate to your Schedule Reports page in Reports Review You will see a list of reports that are scheduled Sched uled Reports Scheduled Report Hame Last Sent Inventory Remaining for 60 Wisten s vizergy com kristen sivizengy com philip favizengy com 4 1 2011 Run missy vizergy com Inventory Remaining for 60 bristen sivizengy com kristen s ivizergy com philip faivi
4. digital travel marketing x V ZC IO Yaron More TABLE OF CONTENTS LOGGING INTO THE SECURE RES RESERVATION SYSTEM Page 2 Accessing Your Account Vizergy Client Login EDIT SETTINGS Selecting the Secure Res Reservation System Page 3 Setting Up Your Property Information Property Information Reservation Modules Promotional Tools Setting Up Your Email Messages Vizergy Customer Support Page 3 Basic Information Customizations Fees Rooms Travel Agents Page 7 Corporate Negotiated Rates Discount Rates Promos Dynamic Packaging Group Rates Package Rates Retail Page 25 Low Inventory Messages Rate Display Order Step Promotions Page 32 Courtesy Email Email Harvesting Email Templates Property Email Information Reservation Email 800 201 1949 customersupport vizergy com Reservation Terms Page 37 Disclaimer Terms Cancellation Policies m Online Cancellations Additional Options Page 41 m Integration Links m Language Translations ROI Ad Tracking RESERVATION REVIEW Page 44 Reservations Management New Reservations m Search Reservations Cancelling a Reservation RATE ADMINISTRATOR Page 47 Setting Up Your Rates and Seasons Setting Rates View Print Rates Inventory Minimums Edit Current Data Edit by Room Type Without Seeing Current Data Setting Package Rates REPORTS REVIEW Page 51 Producing Reports Summary Reports Ad Tracking Look Book Report
5. This screenshot shows how a rate might be displayed to your guests who enter the pass code Standard View R A RoomPrice Details 443 90 SELECT You can display the rate by itself with no other rates visible or you The Special rate is displayed may allow other rates to display Jacuzzi Suite along with the rate description Room Price Details 907 20 SELECT along with them You can also control the order in which rates Honeymoon Suite RoonvPrice Details 904 00 SELECT types appear All of these options are controlled through your Rate Display Order option which is found under Promotional Tools Standard View in Edit Settings Other rates can be displayed along with this rate if desired RoomPrice Details 479 00 SELECT Jacuzzi Suite This would be controlled in the Room Price Details 259 00 SELECT Rate Display Order settings found on the Edit Settings Honeymoon Suite section Room Price Details 255 00 SELECT Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZE OY E 9 RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo Dynamic Packaging m Groups m Packages m Retail Discounted Rates Promotional Rates Discount and Promotional rates are almost identical to the Corporate Negotiated Rate plan However without the addition of the Corporate Negotiated Rate plan the booking engine will only allow two 2 Discounted Rate Promotions Discount Rates or Promotional Rates do not requ
6. inventory remaining statistics so that you don t miss reservations due to your inventory running low The following reports are available to be delivered automatically to any email address that you specify Year to Date Summary Reservations by Date Placed Year to Date Consumption by check out date Previous Month reservation by Date Placed Previous Month Consumption by Check out Date Group Leads Past 30 days Inventory Remaining 30 60 or 90 days Inventory with Rates 30 60 or 90 days Each of these reports can be delivered via a PDF document or as an html document You will find that the PDF document is best for printing or emailing E Helpful Hints To View PDF versions of reports you will need to download Adobe PDF reader To View graphs in HTML versions of revenue reports Adobe SVG Viewer is required if you do not already have them installed Get Adobe Reader SETTING UP A SCHEDULE REPORT If you have scheduled reports already you will see them listed when you first click on the Schedule Report navigation link To add a report select the Add a Report button to access the page where you can configure your report The process will be the same as described in the steps below If you do not have reports already configured you will see a page with a list of available reports To configure a new report the following steps are needed 1 Select the report you wish to schedule 2 Select the Report Format PDF or HTML
7. Packages m Retail MAKING CHANGES TO YOUR GROUPS 1 Navigate to the Groups page in Edit Settings Choose the group you want to work with and click the submit button 3 You can edit information on this page like general group information or changing meeting dates You may only edit information until the first group member logs in using the password an Helpful Hints If changing meeting dates or cutoff dates please be sure to click on the Change Meeting Dates link It is important to note that if you do change this information it will reset your rates and inventory to zero and would need to be added again in Rate Administrator 4 Group Room Edit allows you to add or remove rooms to be available for use in this group 5 Cancellation Rate Description options for allowing online cancellation changing your short or long rate description and option for showing low inventory remaining message Agenda adjustments to the Agenda typically handled by Group Coordinator Group Image upload an image to the group login page Group Manager brings you back to the page where you can select another group to work with co N D MAKING CHANGES TO THE GROUP RATES You will need to navigate to the Rate Administrator page to make changes to group rates or inventory On the Rate Administrator page follow the procedure listed below 1 Click on Groups in the left navigation panel and then choose a Group to manage 2 Verify tha
8. Promo F Corp Negotiated Rates F Groups 800 201 1949 customersupport vizergy com CVI ZOTOY suo 77 RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo m Dynamic Packaging m Groups m Packages m Retail 6 Show Low Inventory Remaining Message This option will allow the guests to be alerted to the number of rooms remaining in a specific room type By selecting the NO option this feature will be deactivated 7 Rate Search Display By checking any of the boxes below this new package will appear with the selected rate when a guest searches availability By Keeping all boxes unchecked it will not display during a search ADDING ROOMS TO YOUR PACKAGE After filling in all of the information on the package setup page you will click the Associate Rooms link on the confirmation page to add your rooms to this package In the Associate Rooms screen you will be offered the ability to select the room types you want to use for the package IMPORTANT When done select the Click to save Changes button to save changes If you do not click this button changes will not be recorded If successful the screen will report The changes have Iw Standard Single been made Associated Name E Standard Twin Frame this package directly Each package when created is given a unique URL that can be used to send a guest directly to the m Superior Single package to make a reservation This link is found at the bottom of th
9. customersupport vizergy com vize rgy 14 gia travel make ng Achieve Mare RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo m Dynamic Packaging m Groups m Packages m Retail ADDING IMAGES Each Dynamic Packing item can have multiple photos In the Dynamic Packaging Administration page main page click on Photos Select the item from the drop down that you would like to add photos to Click on the Upload Photos link Choose the Browse button to find your photos and the click on upload You may upload multiple images ee acl a ea Helpful Hints File types allowed are jpg jpeg gif png and bmp Maximum image size is SOMB LIST PRIORITY You can control the order of the items in your Dynamic Packaging list 1 Inthe Dynamic Packaging Administration page main page click on Change Priority 2 Onthe next page you can sort the items by numbers from 0 1000 The highest priority number will be listed first and the lowest number at the bottom of the list Here is an example of how your item will display to your guest Add items to your reservation Enter any quantities you would like and click Update When done click proceed atthe bottom of the page Breakfast in Bed Breaktast in Bed 20 00 Welcome Basket Basket of treats upon check in 15 00 Strawberries dipped in chocolate for two Strawberries dipped in chocolate for two Cverniew Endulge your senses with the complex
10. for you and is a great way In Edit Settings select Calculate a deposit at booking Cancellation Policies from the Reservation Terms section P Select the Add New Policy ja aaa button to add a policy DEPOSIT qm Select Policy Name or Code Deposit Guarantees Select Calculate and display deposit information Custom selea anm text may still be used for display 1 Enter the type of deposit or card guarantee purposes Credit Card Hold Percentage fo Stay Deposit Type Pernightcharge s i Fill out the form to define your Poe h ne r Dolley oun policy See instructions in this 9 U nts g g example Cancellation No Show Policy Select Cancellation Cutoff 1 Enter cancellation cutoff time if you allow Same Day Cancellaions or Select 2 What happens before cutoff number of Days prior to e arrival that cancellations must No Charge a be made This tool will write to avoid the issue of creating the correct Amount OoOo Select whether there will be a charge even if the wording for your policy You may use cancellation is made according to your cutoff time this tool to allow the booking engine to write your policy for you even if you choose not to include a deposit Amount Wy ni 3 What happens after cutoff or no show Per night charge e m os if the cutoff date or time is not followe C Check here to enter a custom policy below If you leave blank a text descript
11. guests feel that they are seeing your internet rate rather than your standard RAC rate Additionally you can give your rate a short description which will display next to the rate name on your booking pages Lastly you will want to give your rate a description These fields allow your guests to view details about the retail rate while making their selection Here is an example of how it will appear on your website In this example the Retail rate name was edited to display as Internet Rate You can change the name to display any name or description you choose Internet Rate Overview Our Internet Rate is available to you to book online Book here for the Best Available Rate Promotional rates are available from time to time but our internet rate amp a constant in our offerings Take advantage of booking online to receive this always discounted rate Standard View RoomPrice Details 495 00 SELECT Vizergy Customer Support 800 201 1949 customersupport vizergy com gvi ZC OY m 24 PROMOTIONAL TOOLS Low Inventory Messages s Rate Display Order m Step Promotions Low Inventory Messages Low Inventory Messages allow you to inform your guests who are looking at rates on your website booking engine pages when there are a limited number of rooms available for a specific rate room combination This feature helps to make your guests aware when there is limited availability and it might be advisable not to wait to place the reservation You
12. have a field added to your booking engine search box page for entering promotion or corporate password codes No Results Rate Available Text You can configure the message displayed when no results are found for a search on the booking engine Reservation Form Custom Fields You may add up to 5 additional fields to be added to your reservation form You can also mark which fields will be required to complete the reservation lf your property has additional fees in addition to your taxes that may apply to any or all of your room types you may configure the fee as a currency amount You will need to add a price select the room or rooms that it applies to and whether or not any taxes apply You will also set the frequency that the fee will be charged Room Types Standard View Price Jacuzzi Suite Description L Honeymoon Suite Fee Name Housekeeping Fee Our housekeeping fee provides full service housekeeping 24 hrs a Tax Frequency O Room Cc Stay Sales Per Night O None Cc Per Day NOTE Fees cannot be a percentage Any fees that are a percentage of the room price should be added to the Total Tax field on the Basic Information page Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZC OY m 4 PROPERTY Basic Information m Customization m Fees m Rooms m Travel Agents Rooms Selecting the Rooms link in Edit Settings will bring you to the Room Admin page On this page you can select a room to
13. m Ad Tracking m Look to Book m Dynamic Packaging m Custom Report Generator m Travel Agent m Schedule Reports m Denials Report Look to Book Report The Look to Book Report counts visits to your booking engine number of rate searches No Availability results Reservations and Unique Visits to Reservations Ratio Unique Visits This number reflects the number of visitors who came to your booking engine pages during Data for the period 4 25 2009 to 4 25 2011 the timeframe you are reporting on A Unique Visit is one visit per half hour So if a guest comes back within a half hour after leaving it will not be counted again However Unique Visits 47911 if they return later after the half hour cutoff they will be counted again as a Unique Visit Rate Searches 78018 Rate Searches This number shows how many rate No Availability Results 3856 searches were performed during the time frame that you have selected Most visitors perform more than one rate Sh a ae aa 4104 search and the rough rule of thumb is two rate searches per visitor so this number will be generally twice as big Unique Visits to Reservations Ratio O57 a as the Unique Visits number In this example it is a bit less than twice and you will see some variance to this rule Unique visitors who performed a rate search No Availability Results This number is always a concern to hotels and can be a bit confusing especially if you know you always had rooms available duri
14. nights 225 225 450 for the two night stay A Package Using Package Rates the rate you added would be charged once for the two day stay Example Golf Package using Package Price for a two nights package would be charged 225 for entire stay Extra Nights If your Package allows extra nights your guest could stay past the Package Length however the Extra Nights would be charged the Retail rate This will apply to both daily and package rate structures Example Golf Package using Package Price for a two night package would be charged 225 for the package length plus the retail rate of 145 per night for the remainder of the stay OR Example Golf Package using Daily Rates for two nights would be charged 225 225 450 plus 145 per night for the remainder of the stay CLOSING OUT YOUR PACKAGE RATES You already know that closing out your Retail Rates will close out your Packages also However there will be times when you only want to close out your Package This is easily done by adding a zero price 0 for your package Without a price your package is not available Simply change your price for each room type in the package that you wish to close out to zero set the date range and your package is closed As always check your work in the View Print tool at the top of the page Vizergy Customer Support 800 201 1949 customersupport vizergy com g9 V ZC OY iz 30 REPORTS REVIEW Summary Reports s S
15. reservations cancellations and pre and post stay emails to look like your website or contain your logo To convert the email template to html simply check the HTML Template check box below the Subject line You will see a new set of tools appear that allow you to easily insert images links tables horizontal rule as well as to format your font type size boldness etc Here is an example of a customized html template an Helpful Hints You could insert a table center it and then copy and paste your text into it This will allow you to create a margin on the left and control where the text is positioned by resizing the table Add a logo to the top of the page Change the header text for each section to bold The Vizergy Design team can create a custom html email template design for you or your own webmaster can login and create templates for you It s easy and available to anyone with a login to your account Vizergy Customer Support 800 201 1949 customersupport vizergy com CV ZG OY i See 35 EMAIL MESSAGES Courtesy Email m Email Harvesting m Email Templates m Property Email Information m Reservation Email Property Email Information The Property Email Information page is a place to set up your important email address information for reservations and reports The sections on this page include Contact Information Reservation Delivery and Additional email contact addresses Contact Information
16. tax required to guarantee this reservation Cancellation cutoff is 4PM day of arrival No show or cancel after cutoff is 2 night tax charge Deposit of 1 night s tax required to guarantee this reservation Cancellation cutoff is 1 day s before arrival No show or cancel after cutoff is 1 night s tax charge Full payment required at the time of booking Cancellations not allowed Click Here Deposit of 1 night tax required to guarantee this reservation Cancellation cutoff is SPM day of arrival No show or cancel after cutoff is 1 night tax charge One night deposit required to confirm reservation Must cancel 7 days prior to arrival to avoid losing deposit All cancellations are subject to a 20 cancellation fee Cancellation No Sho 1 Enter cancellation cutoff 4PM Arrival Day 2 What happens before cut No Charge w Amount o 3 What happens after cutol Fer night charge Amount nts gt Include Tax customersupport vizergy com MARA RESERVATION TERMS Disclaimer Terms m Cancellation Policies m Online Cancellations After creating a policy you must select which rates to apply it to in the Update Policy Assignments for Room Reservations section at the bottom of the page Update Policy Assignments for Room Reservations Select the Policy Name u Apply the Policy to a Rate Group Policy Promotion or Package or All Apply To a ppy L Check All Sele
17. the Rate Display Order page If your Packages are not selected to display with any of your rates then when they are linked to directly no other packages will display see Packages for details on direct links If all of your Packages are grouped to display together under the Package Rate Type then any package that is linked to directly will display along with the other packages selected You can see now how you can mix and match which rates display with other rates and which rates do not display at all unless a direct pass code or link is used to find them Helpful Hints If a rate is not displaying on your booking engine check your Rate Display Order page to ensure that the rate is selected to display with the rates that you want it to display with Vizergy Customer Support 800 201 1949 customersupport vizergy com CV ZC OY iz 21 PROMOTIONAL TOOLS Low Inventory Messages m Rate Display Order m Step Promotions Step Promotions Step Promotions allow greater flexibility in the way that you can offer discounted rates to your guests You might want to offer a free night stay with a minimum length of stay Or perhaps you want to display strike through pricing on a promotional rate or package to show your guest the savings that they are receiving Adding a step promotion allows those options plus a number of other options also SETTING UP A STEP PROMOTION To add a step promotion to an existing rate or package you can select Manage S
18. the child rate or stay free if that is your policy A person that is 17 or older would be considered to be an adult and be charged according to your adult occupancy rules The last option on this page is the Currency Code You will need to select the currency that you accept This selection will display your rates in the correct currency for your country Vizergy Customer Support 800 201 1949 customersupport vizergy com VIZE OY E 3 PROPERTY Basic Information m Customizations m Fees m Rooms m Travel Agents Customizations The Customizations page allows you to configure options for the following items Fees Require Terms Conditions Acceptance This area allows you to require that your guests accept the terms and conditions you specify in order to make a reservation Newsletter Opt in You may select an option to display an email newsletter opt in and whether or not the newsletter opt in is checked by default Package System Header You can specify header text to appear on your Packages page Unit Type Select what type of units you have at your property Example Rooms Cabins Villas Suites Condos or Houses Default Language Select the default language that will be used for the booking engine Language Translation Status This must be turned on if you wish to setup translations for your booking engine Enable Corporate Promotion Code Text Box on Check Availability Form Check this box if you wish to
19. to enter rates and inventory initially as it requires an edit for every day for every room type Using this method to enter multiple rates or close out large segments of dates does have the potential to miss a date which could result in an an Helpful Hints unwanted reservation This tool is best used for small changes only 1 To begin editing your current data select the type of data that you wish to edit from the Rate Inventory or Minimum Length of stay options 2 Enter the dates that you wish to edit data 3 Edit the data directly in each day and each room type that needs editing If you are editing inventory adding a zero will close out the room for the date you edit Fri Sat Sun Hon Tue Wed Thu Room Type 4 23 11 4 23 11 4 24 11 4 25 11 4 26 11 4 27 11 4 28 11 Room Type smiri 179 e oo e 179 179 170 tnd Jacuzzi Suite Jacuzzi Suite Honeymoon Suite Honeymoon Suite 4 Click to save your changes Be sure to check your work using the View Print Rates tool Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZC OY n 48 RATE ADMINISTRATOR Setting Rates m View Print Rates Inventory Minimum Length of Stay m Edit Current Data m Edit by Room Type without Seeing Current Data m Setting Package Rates Edit by Room Type without Seeing Current Data This section of Rate Administrator is located at the bottom portion of the page It is the tool that you will use to set all of
20. to the inventory rates calendar to enable the item for booking ADDING DYNAMIC PACKAGING ITEMS TO YOUR RESERVATIONS Dynamic Packaging is found in Edit Settings under the Reservations Modules section of the Navigation bar Select Dynamic Packaging from the Edit Settings page 2 Click Add a new product Service 3 Give the product a name price tax if applicable short description and extended description which may include an image 4 Select the radio button to specify whether the item is Static Inventoried or Fully Inventoried 5 Set the minimum amount bookable and maximum bookable 6 Enable the item by checking the Enable box 7 Save your product by pressing the Add new product button ADDING INVENTORIES Once your new item is added you can add rates and inventory for inventoried items It is not necessary to perform this step if your item is created as a Static item that does not require an inventory 1 Return to the Dynamic Packaging page 2 Click the inventory rates link next to your new item If all Days within a Range are priced the same and with the same inventory you can easily set the rate and inventory by adding a rate and inventory amount to the Fields to Update fields Then select the date range to quickly save the data to all days within the selected range You can further restrict your entry by selecting the days of the week to apply your entries to If you want to offer an item on some days and not o
21. type To ADD an increase instead of a discount enter a minus before the amount The booking engine will add that amount to the rate you select Booking Window This area allows you to select the dates that you want to allow your guests to begin and end making reservations Even if the availability will be in the future you can allow those future reservations to be made in advance by configuring the booking window to start allowing the reservations to be booked Availability Window These are the dates that the rates will be offered Guests will be able to make reservations for anytime during the start and end date in the time frame you set Advanced Booking You may set a unique advance booking lead time for this rate plan If you do not set a specific advance booking time frame in this field the booking engine will use whatever advance booking setting you have created in your Basic Information page Minimum Length of Stay You may set a number of nights that is required in order to book this rate If you do not set a minimum length of stay then your default settings will be used a Default Cancellation Policy You must select a default cancellation policy to be used with this rate plan From the drop down field select an existing policy to assign to this rate plan If you wish to use a new cancellation policy for this rate you will need to set up the cancellation policy before creating this rate plan You will not b
22. were made by travel agents based on guest check out date You will see the Agency Name address IATA phone number fax number email address and contact name Below is an example of a reservation made by a travel agent and reported in the Travel Agent Report Agent Harmon Travel IATA 13684985 1529 W Washington PH 208 388 3000 Boise Id 83702 FAX 208 388 3003 United States Email maryellenc harmontravel com Contact Bob Harmon PUA aes Status Total Name Name n ME Danma ia Cree aui ee 3 4 2011 2 1 080 00 1 080 00 Package i i Total 1 080 00 1 080 00 You will only be able to pull up a report for the previous 3 months You will Helpful Hints not be able to see a report for the current month Be sure to run this report monthly to allow you to pay out any commissions applicable to travel agents who placed a reservation during the previous month Vizergy Customer Support 800 201 1949 customersupport vizergy com VIZe OY 55 igital travel marketing A Achieve More REPORTS REVIEW Summary Reports m Summary Package Reports m Retrieve Emails m Ad Tracking m Look to Book m Dynamic Packaging Custom Report Generator m Travel Agent m Schedule Reports m Denials Report Schedule Reports Schedule Reports allows you to setup reports that are automatically delivered via email according to a schedule that you specify These reports are designed to keep you informed on the status of your generated revenue as well as your
23. yet simple flavors of juicy fresh fragrant strawberries dipped in tine chocolates Proceed Vizergy Customer Support 800 201 1949 customersupport vizergy com g9 V ZC OY iz 15 RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo m Dynamic Packaging m Groups m Packages m Retail Group Reservations Module The Groups Module allows you to setup Group events with rates and rooms that are created especially for individual groups In addition the Group s Coordinator can post announcements and agendas that can be seen by the attending guests during the reservation process This makes the online reservation process very individualized to the group and enhances communication between the attendees and their coordinator THE GROUP COORDINATOR HAS THE ABILITY TO LOGIN TO VIEW THE FOLLOWING ITEMS Current Rooming List shows all reservations that have been made and which rooms have been booked as well as the guest name Inventory Remaining this area shows all rooms that are available to their group listed on a day by day basis This is helpful in ensuring that enough rooms are available for the group Agenda the group coordinator can post an agenda for the guests to see during their reservation process This allows the group coordinator to communicate information or a schedule of events if desired Announcements this is an area to offer information to the group attendees which can be edited by the group coordin
24. 1 you will then see the Step 2 page to continue adding the needed information Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZG rgy 16 RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo m Dynamic Packaging m Groups m Packages m Retail STEP 2 CREATING A GROUP 1 Select the Credit Card option Max number of rooms that can be booked at one time online option to allow online cancellations send a copy of the reservations to group coordinator and the default cancellation policy 2 You will also select the room types to be offered the group rate allotment inventory and Minimum length of stay if required 3 Click the Submit button to save your changes STEP 2 Rooms options policies Rest Credit Cards Take a credit card C Do not take a credit card Hax rooms that can be reserved at one time Allow Online cancellations F If you allow online cancellations check to o add back inventory at cancellation Send a copy of reservations made to group s o coordinator Default Cancellation Policy Minimum Stay Room Type Allot Requirement Days C Standard View C Jacuzzi Suite d Honeymoon Suite After submitting this page you will see a summary page confirming that your new group has been setup Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZC OY z 17 RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo m Dynamic Packaging m Groups m
25. 1949 customersupport vizergy com Mvizergy 4 RATE ADMINISTRATOR Setting Rates m View Print Rates Inventory Minimum Length of Stay m Edit Current Data m Edit by Room Type without Seeing Current Data Setting Package Rates Setting Package Rates Setting Package rates are only slightly different than entering other rates The only difference is that you are not setting inventory or minimum night stay data You are only setting rates For Packages your inventory will always pull from your available retail inventory So if there is available inventory in your retail rates it will be available to book a Package also This will make it easy to close out Retail rates as well as packages by closing out your Retail rates Your minimum night stay is set when you create your Package and specify a package length This leaves only your rates that need to be set PACKAGE RATES vs DAILY RATES When you created your Package you had an option to select Use Daily Rates If you selected this option the rate you would be entering would be the rate that applies to each day of the stay for the entire Package length If you did not select Use Daily Rates then the rate you enter is the rate for the Package length The rate that applies on the day of arrival will be used for the Package rate A Package Using Daily Rates with a Package Length of 2 nights the rate you add will be charged for each of the 2 days Example Golf Package with Daily Rates for two
26. 2 2011 Canceled 4 7011 Canceled Total Canceled Total Full Website View Y Mobile Website View 2009 Gross Net Net Gross n Sales Reservations Nights Nights 4 525 000 SERER o 0 00 j 525 00 1 155 00 0 00 1 155 00 716 00 F es 0 00 716 00 252 00 20 0 00 252 00 a 3 429 00 3 077 00 3 077 00 50 00 Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZG Q on Achieve More REPORTS REVIEW Summary Reports m Summary Package Reports m Retrieve Emails m Ad Tracking m Look to Book m Dynamic Packaging m Custom Report Generator m Travel Agent m Schedule Reports m Denials Report Retrieve Emails The Retrieve Emails Report allows you to access all of the emails that have been submitted for reservations The guest s email address will show along with the date that it was provided You will also see a field for Type If the email address came in through a reservation the type will display as Res If the email came in through the Email Harvesting tool the type will show as Req It is important to note that there is an Opt In field for guests to specify whether or not they choose to receive emails from you or not It is important that you only send emails to guests who select Yes in the Opt In option Ad Tracking Report If you setup an Ad Tracking link in the Secure Res Booking Engine you will be able to access the Ad Tracking Report to view the results of your l
27. 44360 Rate Type in this case a m Package was booked GUEST INFORMATION Name Mary Cosmo Address 123 Taylor Ave City Nashville t State TH Zip 12345 Country UNITED STATES Day phone 904 555 5555 Fax Night Phone i Email address Company Crazydog Productions RESERVATION DETALLS Status pending Arrival 5 17 2011 Adulte F E Night i 3 l Children o Rooms 1 Smoking l Package Shopping Tour Extravaganza i Beds 7 Room Type Sta adn View How did you oa about us Comments Internal Comments Reservation Made 4 22 2011 10 22 09 AM RATES AND FEES AN rafec are US Dollar Extra Items Qty 2 Strawberries dipped in chocolate m wwo 15 each Fees Fee Resort Fee 15 00 per night Room stay total 429 00 Daily Room Rate 125 00 5 17 2011 125 00 5 18 2011 179 00 5 18 2011 Credit Card CREDIT CARD y
28. 9 customersupport vizergy com VI ZG rgy 32 EMAIL MESSAGES Courtesy Email a Email Harvesting Email Templates m Property Email Information m Reservation Email ADDING THE FORM TO YOUR WEBSITE Click to Save Changes after completing the form On the confirmation page you will see a link for Email Capturing integration Click on the integration link Copy and paste the code in Step 1 into a document to forward to your webmaster Copy and paste the code in Step 2 into the document to forward to your webmaster The step 2 code is the direct link to the form you created Your webmaster should be able to easily implement the code into your website You will then be able to immediately begin gathering email addresses from guests who fill out your form Vizergy Customer Support Below is an example of how the form might appear online Sign up today to be entered in our Suite Weekend Get Away We will keep you up to date on our Interet Specials Register to win a Suite Weekend for 2 Prize includes a two night stay and breakfast buffet for 2 Email Submit Ask about our holiday specials CALL FOR RATES ACCESSING YOUR SUBMISSION INFORMATION You will be able to view all of your email submissions either via a reservation or through the Email Capturing Form in your Emails report in Reports Review You can view more information regarding this report in the Reports Review section of this guide 800 201 1949 customersupport vizerg
29. C OY m 42 ADDITIONAL OPTIONS Integration Links m Language Translations m ROI Ad tracking ROI Ad Tracking The ROI Ad Tracking link allows you to ensure that you never have to advertise with other websites or send an email blast without Knowing exactly how much revenue was earned for your efforts The ROI Ad Tracking tool allows you to create a link that will re direct to your website or booking engine that will track the reservations that were made by people who clicked on the link It s easy and convenient to use and you can create as many links as you will need In Additional Options click on the ROI Ad tracking link to open the tool Select the Site name This name will appear Add Generate a new ad tracking link Giaa es TA reate a cookie name to help you identify the results from this link in the tracking on your tracking report to help you identify the results for this link report site Upto 10chars You can describe this ad ee io View In your report Name ai c l a Inthe Name field up to 20 chars describe this promotion URL to redirect to This is handy when you might have multiple links on one site iavw secure res com res vn4 ch must start with http Add the URL for the page that this link will connect to a Add the page link that you wish to have your visitors directed to This could be a page on your website or a direct link to your booking engine page
30. Child Standard Occupancy should be the total number of children allowed without incurring extra child charges Your Max Occupancy should be the total number of people Adult and Children allowed in the room The Extra Adult Charge and Extra Child Charge would be the amount charged for any number exceeding the Standard Occupancy number Editing an Existing Room is easily done by clicking the Edit button on the Room Admin page You will see the room displayed just as it did when you were creating it and all fields will be available for editing Room Photo Management From the Room Admin page select Room Photo Management Ram Standard View Upload Photos Select the Room that you wish to upload photos for from the drop down Click the Upload Photos link to add photos f Update Photos Delete Select Photos scrapie otos link to add photos trom your Click and drag a photo to sort it The first photo is the default photo The Uploading page will give you specifics on the preferred width and file size You can drag and drop the photos to re sort the order of appearance To delete a photo check the box on the left and click the Delete Select Photos To save changes click the Update Photos button To add or update photos for another room select the correct room from the dropdown field to switch to another room ROOM SORT PRIORITY From the Room Admin page you will see a link for Change Priority This area allows you to chang
31. Dynamic Packaging Custom Report Generator Travel Agents Reports Scheduled Reports Denials Report _ ae em LOGGING INTO THE SECURE RES RESERVATION SYSTEM Accessing all of your Vizergy provided services is easy and available to you anywhere that you might have internet access You have one password to access everything from your reservations systems form submissions website page management email marketing Social Mentions and many more useful tools You will simply login to our Vizergy Client Login portal site You can find a login link at the top right corner of the Vizergy com website If you do not have a login you can ask someone at your property that does have a login to add you as a User If no one at your property has a login please contact Vizergy Customer Support at 904 389 1130 x0 to request a login or you may request one from your Vizergy Account Executive After logging in to Vizergy Client Login you will select the Reservation Systems navigation tab and then you will select the Secure Res Website Reservation System link DATASI Mer Achieve More lv D a SECURE RES Website Reservation System Website Perfa Visits 1 2011 2012 Visits by Source Current Year 2012 on omnia m If you forget your password for the Vizergy Client Login you can reset it by going to the Vizergy Client Login screen and selecting the Forgot Your Password link A new password will be sent to your email address If you do no
32. a wl Follow the options listed on the right Effective Night Aina ans leg using your specific requirements Effective Length 4 applies through the next 13 ays This setup will offer 20 off to guests who stay AE zE 20 a E E a 3 nights or more ERTE ib EC Monday exclude from discount Tuesday wed nesday CI thu rsday LJ rid ay C Saturd ay lsu nday olay 3 nights and get 20 off Room Price Details 143 20 SELECT Strikethrough Promo Message Stay 3 nights and get 20 offl Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZO OY i 30 PROMOTIONAL TOOLS Low Inventory Messages m Rate Display Order m Step Promotions The step promotion setup page allows you to also control the arrival days as well as to exclude certain days So if you did not want to offer the promotion to guests who arrive on a certain day check the box for that day and the promotion will not be displayed for guests arriving on that day an Helpful Hints If you wish to exclude a day whether or not it an arrival date you may select it in the Weekdays to exclude area These exclusions allow you to keep your prime days from receiving a discounted rate Low Inventory Messages Rate Display Order and Step Promotions can all work together to make sure that your promotions are displayed just the way you want them to The strike through feature and descriptions make your guests aware of the savings that they are receiving whil
33. ages m Rate Display Order m Step Promotions Rate Display Order Rate Display Order is a powerful tool that allows you to control which rates show in searches and which rates do not While Rate Display Order is a great tool in managing how your rates are displayed it is an often forgotten step in the rate setup process This section should help you to fully understand its functionality so that you have ultimate control of which rates are displayed and in which order they appear On the Rate Display order page you will see a Rate Type drop down menu and two columns Rate Type 4 Fackage Fishing Package Retail Package test Disc Promo AAA and AARP Package Shopping Tour Extravag Package Summer Romance Pacl Disc Promo Fall Special Package Golf Package Disc Promo Thanksgiving Special Package Cruise and Park Disc Promo Jacuzzi Special Rate Type Rates that will not display with the Rate Type selected Add y Rates that will display with the Rate type l TET selected M Bottom You can order the list to display rates in any order you specify J only show additional rate plans if search rate is not available The example above shows that in a general Retail rate search the Disc Promo rates will also show along with the selected Packages The column on the left shows that rates that do not show up with Retail rates in a search So keep in mind that the right hand column shows the rates that will display
34. ates Inventory Minimum Length of Stay This report located at the top of the Rate Administrator page allows you to view the Rates Inventory and MLOS that have been entered This is a very useful feature that allows you to check your work or verify where your last season s dates left off Below is an example of a report that was run for the following dates It shows Rate Availability Inventory and Minimum Length of Stay for each of the room types associated with this rate NOTE It is not necessary to set a MLOS for one night One night is assumed Standard View Honeymoon Suite Rate Avail MLOS Rate Avail MLOS Rate Avail MLOS 4 22 2011 Fri 179 4 23 2011 Sat 179 Vizergy Customer Support 800 201 1949 customersupport vizergy com gvVI Ze OY m 47 4 24 2011 Sun 179 4 25 2011 Mon 179 4 26 2011 Tue 179 4 27 2011 Wed 179 4 28 2011 Thu 179 4 29 2011 Fri 179 Bee O Bee oO Ben OC Fe mn UW Wo U U wo A A UI N N N N N N N N N O Bean O Ben O POR Oo Re 4 30 2011 Sat 179 RATE ADMINISTRATOR Setting Rates m View Print Rates Inventory Minimum Length of Stay m Edit Current Data m Edit by Room Type without Seeing Current Data m Setting Package Rates Edit Current Data The Edit Current Data tool allows you to make edits to existing rates inventory or MLOS This tool was intended to allow you to make small changes to existing data It is not however the most efficient way
35. ator Book a Reservation the group coordinator can also book a reservation from the group administration screen THE GROUP ATTENDEES CAN LOGIN WITH AN ATTENDEE PASSWORD TO VIEW THE FOLLOWING Group image or logo on their group page Announcements Agenda a E E Rooms and Rates that are offered specifically to their group All of these features are accessed by the group via a password for the attendees and a separate password for the Group Coordinator STEP 1 CREATING A GROUP 1 In the Group Module click on Add a New Group 2 On the Group Information form you will see a form to add the details of the group information including reservation password Group Coordinator information and password Hotel Contact Information Meeting Dates Dates to Offer Rates as well as a Cutoff date for making reservations 3 You can also create rate descriptions both short and long and the low inventory remaining threshold 4 Click the Submit button when you have added all of the group information to save your changes Helpful Hints Group Coordinator Password and Group Password should be different passwords or it will cause errors in the booking engine Passwords should be at least 6 characters Meeting dates typically include shoulder dates if you want to offer the groups rates a day or two prior to arrival or after departure The meeting dates and dates to offer rates can also be the same time frame After completing Step
36. ave additional rate tiers added to your booking engine and only have your retail rate available this process will be skipped and you will be moved directly to the next step On the next page you will select the rooms you wish to use for this rate Selecting the Proceed button finishes your selection process Your rate plan is now completed and you can now add rates to your rate tier on the Rate Administrator page and your inventory tier if needed See the Rate Administration section for information on adding rates and inventory VIEWING THE CORPORATE NEGOTIATED RATE ON YOUR WEBSITE Step 2 Select Step 3 Reserve Your Corporate Negotiated Rate plan will be accessed via a password on the main search page of your booking engine or through your custom search box Check in MMIDOYYYY on your website 04 19 2011 Check out April 2011 When logging in your guests 04 24 2014 who have a password will see Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa the rates you have enabled for oo Pe PBR them The password is entered in imma o emam pooo the Corp Promo Code field in EEE E 15 16 17 18 19 20 21 order to access the rates If you MEJ 2 gt 2 BB BEBEEBEJEJICIE configured a minimum night stay E ee EAESIEIE x EVEN either in the rate plan or in Rate a ee Administrator your guest will m eneciaLrates need to meet the minimum stay Check Rates MB availabe BM Unavailable aly aes ay requirement to view the rates April 2011
37. can configure your Low Inventory messages to not display at all or to display when thresholds of 1 2 3 or 4 rooms are available for a particular rate Each rate promotion and package in the Secure Res booking engine offers the ability to set a Low Inventory Message The setting can be selected in each rate setup page You can also set the Low Inventory Message from the Low Inventory Messages page in the Promotional Tools section of Edit Settings On this page you can select a rate to apply your Low Inventory Message You may also select a general threshold to apply to all rates by selecting a threshold from the Change All field instead of using the rate specific drop down field Update Low Inventory Thresholds Rate Type lt slertths Rate to apply a Low Inventory Threshold Change All Low Inventory Threshold Retail Low inventory messages will look like the following example when displayed on your website reservation pages In this example the Jacuzzi Suite has only 3 rooms available Since the threshold for this rate was set to 4 the Low Inventory Message will be displayed as there are fewer than 4 rooms available Standard View to0mPri tai SELECT Jacuzzi Suite oe i SELECT Honeymoon Suite oom Pri j SELECT Vizergy Customer Support 800 201 1949 customersupport vizergy com vize OY 25 fayil tray kesng Achieve More PROMOTIONAL TOOLS Low Inventory Mess
38. concerns Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZC OY n 34 EMAIL MESSAGES Courtesy Email Email Harvesting m Email Templates m Property Email Information m Reservation Email HTML EMAIL MESSAGES LAKE VIZ HOTEL amp SUITES Reference 2531102 Thank you for choosing Lake Viz Hotel and Suites We look forward to your visit and hope to have an opportunity to make your stay pleasant and enjoyable Below are the details of your reservation If you have any questions please feel free to contact us directly at 904 389 1130 Reservation Details Rate Retail Check In Monday March 17 2008 Nights 3 Rooms 1 Room Type Standard View Adults 1 Children 0 Comments Special request Guest Information John Public 123 Test St Jacksonville FL 32216 UNITED STATES Daytime phone 904 123 4567 Evening phone 904 123 4568 Email john p test com Total before tax 177 00 Additional Items 1 each Bottle of Champagne 200 00 Room Tax 6 00 22 62 Sales Tax 7 00 0 00 Total 399 62 Deposit 0 00 All rates are US Dollar USD In addition to customizing the content that is displayed in your email templates you have the option of converting the template to an html format that allows you to add images logos and any other options that might be possible on a web page While it is best to keep the design simple it is an added plus for your emails that confirm
39. ct a date range that the policy will be Retail in effect Disc Rates Promo C AAA and AARP C Fall Special Select the days of the week that will apply to this policy C Jacuzzi Special _ Thanksgiving Special d Corp Negotiated Rate Helpful Hints IMPORTANT NOTE Dell Computer Employee Rate If you do not assign a policy to a rate and add Wigs heal effective dates the default cancellation policy that Start Date was set when you created the rate will be used Days of Week Sun Mon Tue Wed to Update Thu Fri Sat Online Cancellations You may choose whether or not to allow guests who book online to also cancel online The Online Cancellations section of Reservation Terms offers the ability to turn this feature on or off by checking the Allow online Cancellations box Secondly you will allow the option of allowing the booking engine to add back inventory into your available inventory for each reservation that is cancelled This second check box can be selected to enable this feature Threshold You may select a threshold to add back inventory only if a certain level of available inventory is available This allows you control when inventory will be added back into availability If you fall below that threshold no inventory will be added back Advanced Cancellation Time You may set the number of days prior to arrival that cancellations will be enabled You may choose Same Day and up to 30 days I
40. d a Package from the Package Admin page to begin setting up your new package Package Name Package Length Short Rate Description Rate Description Vizergy Customer Support 800 201 1949 customersupport vizergy com CV ZG OY is See 19 RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo m Dynamic Packaging m Groups m Packages m Retail 2 Package Name Enter the name of your package Maximum length for package names is 30 characters 3 Package Length Enter the number of minimum number of nights required to book the package The maximum package length is 14 days Guests can still book additional nights past the standard package length if you choose that option see Accept Extra Room Nights below 4 Short Rate Description Enter the short description of the package here This text will appear directly to the right of the package name on your website reservation page Maximum length for the package short rate description is 50 characters 5 Rate Description Enter the description of the package here This text will appear when the guest clicks on the name of the package to open up a description window Maximum length for the package description is 1600 characters OCCUPANCY RULES 1 Adult Standard Occupancy Specify how many adults can stay at this package rate in the room selected If the number of adults exceeds the standard occupancy for the room the extra adult charge will be added for each adult ov
41. d translations for the following fields Disclaimer Terms Room Names a Room Descriptions Package Disclaimer Terms Package Names Package Descriptions gt Helpful Hints All translations must be loaded before enabling the language The following fields are optional for translation Package System Header Reservation Email Header Reservation Email Footer a Prior To Arrival Courtesy Email Subject a Prior To Arrival Courtesy Email Message After Departure Courtesy Email Subject a After Departure Courtesy Email Message Vizergy Customer Support 800 201 1949 customersupport vizergy com gvi ZC OY m 41 ADDITIONAL OPTIONS Integration Links m Language Translations m ROI Ad tracking ENABLING LANGUAGE TRANSLATION FUNCTIONALITY On the Customizations page in the Property section of Edit Settings you will find a Language Translation Status option To enable the use of the translation pages you will need to first enable the Language Translation option by selecting the On option Return to the Language Translations page under Additional Options in Edit Settings At the bottom of the page select the language that you wish to enable by clicking on the translation link This will begin the translation process You will be presented with fields showing all of the text that needs to be translated with the English version in a shaded field and an empty field below it to allow you to add the translatio
42. e Above is an example of how the Reservations Terms box will display on your booking engine page Below is an example of the Cancellation Policy Display discounted rate One night deposit required to confirm reservation Must cancel 7 days prior to arrival to avoid losing deposit All cancellations are subjectto a 20 cancellation fee E have read and accept all terms and conditions ki Vizergy Customer Support 800 201 1949 customersupport vizergy com MAN AT RESERVATION TERMS Disclaimer Terms m Cancellation Policies m Online Cancellations Deposits and Cancellations Whether you have a single cancellation policy or a deposit requirement and many cancellation policies you will be able to configure policies to suit you needs CREATING A SIMPLE POLICY WITH NO DEPOSIT REQUIRED 1 In Edit Settings select Cancellation Policies from the Reservation Terms section Select the Add New Policy button to add a policy Select the Do Not Calculate a Deposit option one text field only Click the Submit button Assign your Policy a Code or name a limit of 10 characters applies You can change the name of your policy at any time If you have policies that have assigned numbers it is easier to recognize which policy you are selecting if you give it a descriptive name Add your policy to the Policy Text field then click the update button CREATING A POLICY THAT INCLUDES A DEPOSIT a Helpful Hints your policy
43. e able to save your rate plan without selecting a cancellation policy Short Rate Description You will need to create a short rate description for your rate You may use up to 50 characters for your description This description will show next to the rate name on the booking engine when guests view your rate This is a required field Rate Terms This is a required field that allows you to specify custom rate terms for this rate Show Low Inventory Remaining Message You can select a number that is a threshold that will cause the number of remaining rooms available at this rate to display once that threshold is met This feature helps your guests determine whether they need to put in the reservation soon if there are a limited number of rooms left that are available If you wish to disable this feature simply select NO to turn it off Select the Add button at the bottom of the form After completing the above information you will then select the rate tier and inventory tier that you wish to use for this rate plan You will be asked to choose a rate tier to use select the rate tier you wish to use and click the Proceed button Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZE OY E 8 RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo m Dynamic Packaging m Groups m Packages m Retail Next you will be asked which tier to use for your inventory and click the Proceed button again If you do not h
44. e Package setup page after the package is saved om SETTING THE PRIORITY ORDER On the Package Admin page you have a Sort Priority option This option allows you to set the order in which your packages display when they display as a list You can use this feature to show your seasonal or promotional packages at the top for maximum visibility SETTING AND CHANGING PACKAGE RATES In Rate Administrator there will be a section called Packages on your navigation bar There you will select the package you want to set rates for You will see the familiar View Print Rates report tool at the top of the page as well as an Edit Current Data section These are used exactly in the same way you would in your Retail Rate Administrator page The Edit by room type without seeing current data section is where you set your rates This area will also look very similar to the page you see when adding other rates There is a big difference however After choosing a room type in the Select the type of room section you will notice that the Fields to Update section only contains a field for the rate Here you enter the rate for the entire package or the nightly rate dependant on whether you opted to check the Use Daily Rates box during Package setup You will not need to select inventory because your Package inventory is controlled by your retail availability Your minimum night stay is controlled by your package length settings Vizergy Customer Support 800 201 1949 cus
45. e the Low Inventory messages encourage booking sooner and Rate Display Order ensures that your rates display together with other rates or alone without other rates Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZC OY zi 31 EMAIL MESSAGES Courtesy Email Email Harvesting Email Templates m Property Email Information m Reservation Email Courtesy Email You can easily setup automated messages to be sent out to guests who book prior to their arrival and after their departure This feature allows you to make your guest feel welcomed and appreciated To enable messaging select Courtesy Email from the Email Messages section in Edit Settings From the selection tool you may select the number of days prior to the guest s arrival to send the Pre Stay Courtesy Email and how many days after departure to send the Post Stay Courtesy Email If you wish to disable this feature select NO instead of the number of days option PRIOR TO ARRIVAL How many days before arrival 3 am Helpful Hints Keep in mind that for last minute reservations you guest would not receive the Prior to Arrival email if the lead time is less than the AFTER DEPARTURE number of days that is set Email Template How many days after departure Email Template Default Post Stay Courtesy Email This section enables or disables the Courtesy Emails You will customize the content in the Email Templates area shown later in this section Y
46. e the order that the rooms appear in searches So if you wish to highlight a particular room you can change it to be listed at the top or make other changes to your list order Travel Agents You may opt to allow or disallow Travel Agents from using your booking engine to place reservations for their clients If you opt to allow it you will want to add a message for Travel Agents so that they know what to expect from you in regard to commission or any other information that you wish to add The Travel Agent Administration page will offer you the ability to allow travel agents or not and to add a Value Message to agents who use your system If you allow travel agents to use the booking engine to place reservations you may run a report in the Reports Review section to view all travel agent reservations This will allow you to pay commissions as needed Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZE OY E 6 RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo m Dynamic Packaging m Groups m Packages m Retail Your Reservation Modules allow additional features that expand the rate types that you can offer your guests The Corporate Negotiate Rate Dynamic Packaging Groups and Packages modules are optional and can be added to your booking engine Please contact Vizergy Customer Support to inquire about adding these powerful modules Corporate Negotiated Rate The Corporate Negotiated Rate module allows yo
47. edit manage your photos or change the priority order of the rooms list You can also add a new room by selecting the Add a new room link my Current Rooms Add a new room Room Photo Management LEWIS edit Standard View edit Jacuzzi Suite edit Honeymoon Suite ADDING A ROOM clicking the Add a new room link will open a new screen to add your room description occupancy rules and Smoking and Bedding options Room Name Description Smoking Add your room description Use this space to really SELL your room and amenities Make the room description attractive and informative Check to activate this room type for retail Internet reservations Adult Std Occupancy Extra Adult Charge Max Occupancy Amount 0 00 Child Std Occupancy people Extra Child Charge Amount 0 00 children Vizergy Customer Support 800 201 1949 customersupport vizergy com Bedding Smoking and Bedding Options are provided for you to specify the following Smoking select Yes to specify that this is a Smoking room Bedding select Yes if this room offers a choice between a King bed or two single beds If this room does not offer that option select No to turn it off OV ZErg i Achieve More PROPERTY Basic Information m Customization m Fees m Rooms ag Travel Agents Your Adult Standard Occupancy should be the total adults allowed without incurring extra adult charges Your
48. elect here will be the cutoff time for accepting same day reservations Please be careful when selecting noon time This should display as 12PM and not 12AM If you select 12AM you will actually be forcing the system to not allow same day reservations because 12AM is midnight so essentially as soon as it becomes a new day your cutoff comes into effect Tax Rates allows you to set your Total Room Taxes and your Sales Tax In the Room Tax field put the total of all taxes that are to be applied to each reservations as a percentage This will include your Sales Tax In the Sales Tax field put only your Sales Tax When the booking engine calculates the taxes it will pull from the Room Tax field If additional items are added at the point of sale if you use Dynamic Packaging or taxable fees the Sales Tax field will be used for the calculation If you wish for taxes to be applied to your package rates check the Include taxes for packages option Promotion code is an optional item to turn on or off by selecting No or Yes from the dropdown This option when enabled will add an additional field to your guest reservation form The following field to customize the promotion field allows you to select the text or label next to the field so you actually can use the field for any purpose by changing the label Child Age is the age limit that you consider a person to be a child So if your Child Age is 16 any child 16 years or younger would be charged at
49. ept Extra Room Nights Check the box to accept room nights past the standard package length Rates for extra nights will be drawn from the retail room rates This feature can be turned on or off for each package 4 Use Daily Rates This feature allows you to load your package rate at a nightly rate rather than a total package price So rather than adding the total package price you would need to add a nightly rate instead Options Enable Package Check the fox to activate the package for LI view Package interne reservations Check the box to display the package an the At Packages Page Check the fox to accept room nights past the F Accept Extra Room Nights standard package length Rates for extra nights Wii be drawn fron the retail room rates Cheek the box to use daly rates for the package otherwise the rates for the package use daily rates Wii be inausi Click bere for helo on package rate calouwletons 5 Default Cancellation Policy You can select the cancellation policy you would like associated with this package from the dropdown By doing this the selected policy will automatically be assigned to the rate Vizergy Customer Support Default Cancellation Policy Show Low Inventory Remaining Message Le Onle x noone remain Rate Search Display Select the rate types pou would ke thts new package to display with as an acaitiong rate F Retail F Packages Fi Disct Rates 7
50. er the arrival date as well as the date the item is to be offered A Summary Report will total all similar items into a single line item rather than by each order separately and will not include the reservation number or guest arrival dates Custom Report Generator The Custom Report Generator allows you to select the fields that you wish to include in your own custom report This report is completely custom in nature and allows you to build a report that includes only the data that you need Select a field from the 5 categories to setup your custom report Customer Information Reservation Information Rate Information Tracking Information View Report by Dates Be sure to select all of the information that you need A maximum time frame of one year can be entered The report will open on your screen when you submit your desired report You will be able to print your report or you will have the option to open your report in Excel if desired Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZE OY 7 54 REPORTS REVIEW Summary Reports m Summary Package Reports m Retrieve Emails m Ad Tracking m Look to Book m Dynamic Packaging Custom Report Generator m Travel Agent m Schedule Reports m Denials Report Travel Agent Reports If you have opted to allow Travel Agents to book reservations on your booking engine you will see a Travel Agent Report This report allows you to view reservations during the previous 3 months that
51. er the standard occupancy Occupancy Rules Adult Standard Extra Adult Child Standard Extra Child Charge Occupancy Charge Occupancy Amount Amount jo adults lo children E For daily rate tE Eor gaily rate packages the packages the charge is Der might charge is per might For inctus ile For fnctus ile non datp rate non dalp rate packages the packages the change is far the charge is for the package length package length 2 Extra Adult Charge Enter the total charge to add an extra adult 3 Child Standard Occupancy Specify how many children can stay at this package rate in the room selected If the number of children exceeds the standard occupancy for the room the extra child charge will be added for each child over the standard occupancy 4 Extra Child Charge Enter the total charge to add an extra child Vizergy Customer Support 800 201 1949 customersupport vizergy com CV ZE OY a 20 RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo m Dynamic Packaging m Groups m Packages m Retail OPTIONS the following options are available 1 Enable Package This feature allows you to activate or enable your package on your booking engine by simply checking the box A package that is not enabled will not display on the booking engine and cannot be used to book a reservation 2 View Package This option allows this package show on the page that displays all of your packages together 3 Acc
52. etup page for your new Corporate Negotiated Rate Plan Fill in all of the fields presented which will include the following Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZE OY im 7 RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo m Dynamic Packaging m Groups m Packages m Retail Name this is the name of the Rate Plan This is the name that your guest will see when logging in with the password that you supply to them It should describe the promotion or the name of the company if this is a corporate rate Password this will be the password that your guest will enter to access this rate plan Require Credit Card If this is checked your guest will be offered fields to add credit card information during the reservation process In the instance where other arrangements for payment have been made and guests will not be paying directly the box should be unchecked so that credit card information will not be gathered Discount Type If the rate tier that will be used is going to offer the exact rate you wish to use your discount amount would be 0 zero and discount type would not matter If this rate plan will be configured to discount off of an existing rate tier then your discount type would be either a dollar off or percentage off Select the appropriate type a Discount Amount You will enter the amount either percentage or dollar off depending on what you selected for the discount
53. f you select Same Day you may set a cutoff time to stop taking Same Day reservations Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZE OY 7 40 ADDITIONAL OPTIONS Integration Links s Language Translations m ROI Ad tracking Integration Links From time to time you might wish to distribute direct links to particular areas of your booking engine The Integration links page makes it easy to find the links that you need The integration links page shows links for the following areas Standard Booking Engine Retail IBE Engine Reservations Modify this is the cancellations link Travel Agent Entry this is the login link for travel agents Packages each package will be listed separately so that you can use a link that goes to a specific package if desired Discount Rates Promotions each promotion that you have created will appear with its own unique link and can be used in banner ads emails Call to action banners or anywhere you want to link back to a promotion Corporate Negotiated Rate Logins this link goes directly to the login page for password protected corporate rates If your also have the Group Reservation Module a link for your Group Login will also be included Language Translations The Secure Res booking engine can enable the following language translations German Spanish French Italian Japanese To enable a new language to be used from a retail booking engine you must ad
54. gines Vizergy Customer Support 800 201 1949 customersupport vizergy com gvi ZC OY m 46 RATE ADMINISTRATOR Setting Rates View Print Rates Inventory Minimum Length of Stay m Edit Current Data m Edit by Room Type without Seeing Current Data m Setting Package Rates Setting Rates The Rate Administrator section is where all of your rates are stored and managed Your retail rate page will be shown by default If you have other rates like Package Rates Group Rates Corporate Rates or other Rate Tiers you will need to select the rate that you want to work with before proceeding If you do not have any additional booking engine modules added to your booking engine you will only have a Retail Rate and no additional selection is necessary If applicable select the rate that you wish to edit from the left navigation bar Once the rate is selected verify that you are seeing the correct rate on the gold Rate Administrator header area This helps to ensure that your correct rate is selected The three sections on this page allow you to Run a report to view your rates inventory and minimum stay settings View Print Rates Inventory Minimum Length of Stay located at the top of the page Edit a short time frame for Rate Inventory or Minimum Length of Stay MLOS Edit Current Data Set your rates and seasons or apply blackouts to all of your rooms at one time Edit by room type without seeing current data View Print R
55. ies m Online Cancellations Disclaimer Terms The Disclaimer Terms page offers you the ability to list any terms or conditions for reservations You can type the information directly into the box provided or if you want to include a bullet list you can type them in a Word document and then copy and past it into the text box for Disclaimer Terms 7 Rates do not include 11 bedding amp state Tax 5 Rates are based double occupancy Extra person charges may apply 7 Reservations are subject to availability and must be made in advance z Check in time is 3 00 and check out time is 11 00 a m a Pets are permitted in Fet Friendly rooms The Disclaimer Terms will display on the reservation form page of your booking engine and will include the selected rate description and the Deposit Cancellation policy associated with the rate that was selected You have the option to require that the guest check the box stating that they have read and accept all terms and conditions before allowing them to proceed with the reservations This option is enabled in the Edit Settings Customization page Rates do not include 11 bedding amp state tax Rates are based double occupancy Extra person charges may apply Reservations are subjectto availability and must be made in advance Check in time is 3 00 and check out time is 11 00 a m E have read and accept all terms and conditions lt 4 requirement nal Optional acceptanc
56. ink From 4 25 2009 to 4 25 2011 Reservations Room Nights Amount CHCIRL EM1210 LMLCWEB SEQ You will see the cookie or Site Name Reservations Room Nights and Revenue Amount The example above does not show a Name description as it is not required however it is recommended that you describe your Ad for reporting purposes While this is a great way to identify reservations and revenue coming in when someone clicks this link it also has an additional benefit of identifying other Ad Tracking links that are setup by your competitors The reason for this is that any Secure Res Booking Engine will identify and report on any Secure Res Ad Tracking links So when your competitors who might also be using the Secure Res Ad Tracking link sets up a link potential guests who click on it will have the tracking cookie implanted on their computer When they look at your competitors booking page but decide to instead book a reservation with your hotel instead the tracking link is recorded on your booking engine So if you see a tracking site name that is not one that you setup it is one that was setup by one of your competitors and you essentially took that reservation instead So smile when you see them it means that you are more attractive to guests looking at hotels in your area Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZG rgy 52 REPORTS REVIEW Summary Reports m Summary Package Reports m Retrieve Emails
57. ion for additional steps Here is an example of how your package will be displayed complete with Package Name Description and Photo You can see how adding a photo and a full description can make your package more attractive to your guests Summer Romance Package 4 Days 3 Nights Our Honeymoon Suite will setthe stage for this package that is designed to rekindle the romance you felt when you first met You will enjoy a romantic rendevous in our 50s style soda shop a bicycle trip for two into the charming countryside a lazy afternoon floating down the St John s River in a canoe complete with a picnic basket filled with food and snacks for the day At night enjoy dancing your cares away on our exclusive dinner cruise or watch a midnight movie atthe outdoor ampitheater by the beach In no time you will feel like you re falling in love again All packages are for pre set minimum lengths of stay Additional nights can be added and will be charged at the regular retail rate per night Vizergy Customer Support 800 201 1949 customersupport vizergy com CV ZC OY iz 23 RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo m Dynamic Packaging m Groups m Packages m Retail Retail Description The last item in the Reservation Modules section is your Retail Rate On this page you will be able to customize the name of your Retail rate You may want to call it something other than Retail in order to make your
58. ion for tomorrow the booking engine will not allow them to book before your lead time requirement and a No Availability Result will occur Advance Searches If searches are done for a date that is well in the future you may not have entered availability for some dates yet This will cause a No Availability Result even though you may have availability later when you add your rates and inventory Keep in mind that an Exact Match for the search is required in order for rooms to be offered in the results page Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZC OY i 53 REPORTS REVIEW Summary Reports m Summary Package Reports m Retrieve Emails m Ad Tracking m Look to Book m Dynamic Packaging m Custom Report Generator m Travel Agent m Schedule Reports m Denials Report Dynamic Packaging Report lf you have added the Dynamic Packaging Module to your booking engine you will be able to run this report to track sales and revenue from your Dynamic Packaging items You may Search by Date Placed or Arrival Date and select either a Summary or Detailed Report Below is an example of a Detailed Report by Arrival Date From 4 25 2008 To 4 25 2011 2635430 3 Dolphin Games Shuttle 12 13 2008 12 13 2008 45 00 2637554 2 Chocolate Covered Strawberries 9 6 2008 9 6 2008 30 00 2648937 2 Champagne Breakfast for Two 11 22 2008 11 22 2008 50 00 Each order in the Detailed Report includes the reservation numb
59. ion will be created from the information above Deposit will still be calculated from the information above Save your selections above by clicking the Add New button then come back to this area to make any edits to the policy that are needed Vizergy Customer Support 800 201 1949 customersupport vizergy com VIZe OY 38 igital travel marketing A Achieve More RESERVATION TERMS Disclaimer Terms m Cancellation Policies m Online Cancellations ADDING TAX TO YOUR DEPOSIT OR CANCELLATION NO SHOW CHARGES After creating your calculated policy you can add taxes to your deposit or no show charges To add taxes to these charges follow these steps Re open the policy using the Edit link found on the Cancellation Policies page Edit Delete Policy Edit Delete 2Night Edit Delete DEPOSIT Check the Include Tax check box under either the Deposit or Cancellation No Show sections Edit Delete Pre Pay Checking these options will cause the booking engine to apply your Room Tax charges to your Deposits or Cancellations Vizergy Customer Support 800 201 1949 Edit Delete Standard Deposit Guarantees Liter Edit Delete Same Day Deposit Calculation Description Oe calculated calculated not calculated calculated not calculated 1 Enter the type of deposit or card guarantee Deposit Type Per night charge Amount nts Include Tax wt Deposit of 2 night
60. ire a password to access however when setting up a promotional rate you will add a promotion code even if you do not intend to require that your guests use a pass code The promotion code will give you the flexibility to configure a hidden promotion that is available only to guests who have the pass code To hide the promotion you would hide the promotion in the hidden column in Rate Display Order Entering the pass code would allow access to the hidden promotion SETTING UP A DISCOUNTED PROMOTIONAL RATE When creating a Promotional Rate you will need to decide how you want to configure your rate offering If you have the Corporate Negotiated Rate module you have the option to pull rates and inventory from your existing retail rate or any other previously created rate tier or by requesting a new rate tier If you do not have the Corporate Negotiated Rate module you will have the ability to discount rates off of your Retail rate In Edit Settings you will select Disc Rates Promo from the Reservation Modules section of the navigation On the Promotional Rate Plan Discounts page you will see any Promotional rates you have previously added You will also see a link to Add a new promotion discounted rate plan Clicking this link will bring you to the setup page Now you will see the Add New Promotion Discounted Rate Plan page Fill in all of the fields presented which will include the following gt gt STEP 1 Name this is the
61. ll be skipped Next you will be asked which tier to use for your inventory and click the Proceed button again If you do not have additional rate tiers added to your booking engine and only have your retail rate available this process will be skipped and you will be moved directly to the next step Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZC OY it 11 RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo m Dynamic Packaging m Groups m Packages m Retail DISCOUNT PROMOTIONS STEP 2 Select Rooms to Use On the next page you will select the rooms you wish to use for this rate Selecting the Proceed button finishes your selection process Your promotion is now completed and you can now add rates to your rate tier on the Rate Administrator page and your inventory tier if needed If this promotion is based on your existing Retail rates you will not need to add rates or inventory See the Rate Administration section for information on adding rates and inventory Step Promotions you may want to add Step Promotions to add additional features and functionality to your promotional rate See the section on Step Promotions for more information Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZC OY z 12 RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo m Dynamic Packaging m Groups m Packages m Retail Dynamic Packaging The Dynamic Packaging module allows guest
62. n select the Reservations button and click on SECURE RES Website Reservation System 3 After logging into the Secure Res Booking Engine click on the Reservations Review link 4 If the reservation is not showing in the New Reservations page you may search for the reservation using the search tool on the left Once the reservation is located click on the reservation number to open the reservation details 5 On the top right hand corner of the Reservation Details click on the Options button 6 You will have the option to cancel the reservation by selecting the Cancel Reservation button You may cancel reservations up to and including the date of arrival 7 Once cancelled the guest and Reservations Delivery contact s will receive the standard cancellation email from the booking engine and the cancellation number and time date cancelled will appear within the Reservation Details The status of the Reservation will also be changed to Cancel 8 To spot the difference between a guest cancelled reservation vs a property cancelled reservation the reservation cancelled by the property will not have information in the field labeled Cancel Reason 9 You may also de select the Pre Stay and Post Stay emails at the time of cancellation so that the guest will not receive these automated emails Helpful Hints You may cancel the Pre and Post Stay emails for both flat fee and transactional Secure Res booking en
63. n for the existing description Add your translations for each field presented on the page Each field will be labeled to identify where the area being translated is coming from At the bottom of the page Save your work first and then click the Next button to proceed to the next page of translations You may save the page and not continue if you need to stop without finishing the translations This will allow you to return to the page again and pick up where you left off On the last page of the translations there is a Check to enable booking engine check box You must check this box to enable the booking engine translation Save your changes on this page to complete the process SENDING YOUR TRANSLATIONS TO SOMEONE ELSE TO TRANSLATE If you are having a translation service or another person translating the booking engine fields for you you can create a report of all of the text that will need translation by selecting the Printable Version of English Translations link You can print this from your browser or highlight and copy the information on the report page and paste into a document or email Commonly Asked Questions The booking engine includes some pages with more information in our Commonly Asked Questions section of the Language Translations page Please take a few moments to review these pages for more details and information about translating your booking engine Vizergy Customer Support 800 201 1949 customersupport vizergy com gvi Z
64. name of the Promotion This is the name that your guest will see when viewing this rate Promotion Code the promotion is code required on this form however will only be necessary to use if you opt to hide the promotion from public view in Rate Display Order Require Credit Card If this is checked your guest will be offered fields to add credit card information during the reservation process The box should be unchecked if a credit card is not required before booking this rate Discount Type If the rate tier that will be used is going to offer the exact rate you wish to use your discount amount would be 0 zero and discount type would not matter If this rate plan will be configured to discount off of an existing rate tier then your discount type would be either a dollar off or percentage off Select the appropriate type Discount Amount You will enter the amount either percentage or dollar off depending on what you selected for the discount type To ADD and increase instead of a discount enter a minus before the amount The booking engine will add that amount to the rate you select Vizergy Customer Support 800 201 1949 customersupport vizergy com g9 V ZE OY a 10 RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo m Dynamic Packaging m Groups m Packages m Retail Booking Window This area allows you to select the dates that you want to allow your guests to begin and end making reservatio
65. ng engine when guests view your promotion This is a required field Rate Description When a guest clicks on the rate name in the booking engine a pop up window will display the description you enter here This is your opportunity to fully describe this promotion and make it sound attractive to your guest This is a required field Rate Search Display This is a quick and easy way to select which rates if any that you wish for this promotion to display on the same page with This will save the extra step of configuring this option in your Rate Display Order settings Show Low Inventory Remaining Message You can select a number that is a threshold that will cause the number of remaining rooms available at this rate to display once that threshold is met This feature helps your guests determine whether they need to put in the reservation soon if there are a limited number of rooms left that are available If you wish to disable this feature simply select NO to turn it off Select the Add button at the bottom of the form After completing the above information you will then select the rate tier and inventory tier that you wish to use for this promotion You will be asked to choose a rate tier to use select the a Helpful Hints rate tier you wish to use and click the Proceed button If you do not use the Corporate Rate Module the promotions you create will only use your Retail rate to discount from and these steps wi
66. ng the period you are reporting on In order to qualify as a No Availability Result there must be no rooms available that match exactly the search that the guest put into the booking engine Below are some reasons that will cause a No Availability Result even though rooms and rates are available in the booking engine Occupancy Rules Guests are requesting a room for more people than your room occupancy rules allow Consecutive Day Availability Guests are requesting a date range that no single room has continuous availability for For example if during a two week period there are always rooms available but no single room is available for 14 days in a row and the guests puts in a search for 14 days no availability will be displayed because a single room must be available for the full stay Even though other rooms would overlap a reservation cannot be booked that would require the guest to move to another room during their stay No Arrival Restriction If you have configured a No Arrival for the first day of the guests intended stay then a No Availability Result will display because they are looking for a stay that begins on a day that you have set as a No Arrival date Advance Reservation Restriction If you have an Advance Reservation Restriction that does not match the guest s request a No Availability Result will occur So if for example you have a 2 day lead time set on your booking engine and the guest wants to book a reservat
67. ns Even if the availability will be in the future you can allow those future reservations to be made in advance by configuring the booking window to start allowing the reservations to be booked Availability Window These are the dates that the rates will be offered Guests will be able to make reservations for anytime during the start and end date in the time frame you set Advanced Booking You may set a unique advance booking lead time for this rate plan If you do not set a specific advance booking time frame in this field the booking engine will use whatever advance booking setting you have created in your Basic Information page Minimum Length of Stay You may set a number of nights that is required in order to book this rate If you do not set a minimum length of stay then your default settings will be used Default Cancellation Policy You must select a cancellation policy to be used with this rate plan From the drop down field select an existing policy to assign to this rate plan If you wish to use a new cancellation policy for this rate you will need to set up the cancellation policy before creating this rate plan You will not be able to save your promotion without selecting a cancellation policy Short Rate Description You will need to create a short rate description for your rate You may use up to 50 characters for your description This description will show next to the promotion name on the booki
68. nt to pull rates and inventory from your existing retail rate or any other previously created rate tier you will only need to setup the rate plan CREATING A NEW RATE TIER If you wish to create a new rate tier you will need to contact Vizergy Customer Support to add a new rate tier to your booking engine for you You may call the number at the bottom of this page or you may simply send an email to customersupport vizergy com to request the new rate tier If sending an email please provide the following information Name of the Property Booking Engine number if you know it a Whether the Rate Tier you are requesting will need to be password protected corporate tier or whether it will be used publicly with no password promotional tier The name you would like to call the new rate tier This would be for your eyes only and not be visible to your guests Your rate tier will be created and a confirmation email will be sent to let you Know that your new rate tier is ready for use If you call us we generally will do it for you while we have you on the phone Please have the above information ready for us to create the tier BUILDING A RATE PLAN In Edit Settings you will select Corp Negotiated Rate from the Reservation Modules section of the navigation On the Rate Plan Management page you will see a small link to Add a corporate negotiated rate plan Select this link to begin setting up your rate plan Now you will see the s
69. ou may select the default template or create a custom template using the Email templates settings Email Harvesting When guests book a reservation on your booking engine it captures their email address for you However you may wish to increase the ability to capture emails from other visitors to your website even if they don t make a reservation Emails from both sources can be used to send newsletters email blasts or other announcements The Email Harvesting tool allows you to create an incentive for guests to provide you with their email address like an sign up for a newsletter or discount or giveaway of some kind Guests will register for the incentive by filling out the form Of course your incentive will need to be valid but is a great tool to provide something special in return for building your email database SETTING UP YOUR EMAIL HARVESTER Select Email Harvesting from Your Email Messages section of Edit Settings Create Header Body and Footer text to describe your offer Add your Thank You message that will be displayed after the guest submits the information Select Font face and color A field for email address will be provided in the form You may also select other fields you wish to gather information for such as Name Address City etc m You may also upload a background image for the form and you will see a field to specify the location of an online image to be added Vizergy Customer Support 800 201 194
70. our booking engine with the exception of adding your rates There is a lot of information to add here but you will notice that each feature is grouped into sections Property Reservation Modules You can navigate to any page in the Edit Settings Promotional Tools sections through the navigation panel on the left or as Email messages listed on the center of the page Reservation Terms Additional Options PROPERTY Basic Information m Customization m Fees m Rooms m Travel Agents Basic Information Basic Information is a page that allows you to edit property information which includes Property Name Address Phone Number and website URL The section at the bottom of the page under the Other Information header is very important to set your lead time how many days in advance that you require guests to book as well as your tax rates and other options Inthe Other Information section you will select your time zone The next option is the Advanced Reservation Time sometimes called Lead Time Here you will specify whether you accept Same Day reservations or if you require that guests book a certain number of days in advance Please keep in mind that selecting days in advance may cause you to miss some last minute reservations so this is a choice that you will want to put some thought into before deciding what you want to require Cutoff time for same day bookings is only needed if you select Same Day as a lead time The time you s
71. s After you have added your information click the Add button to create your tracking link You will see your tracking link appear on the next screen You can copy this link to use it wherever you wish to place a link to your website or booking engine pages Note You must give this URL to advertisers as is below with no spaces http wasecure res comy rch asp gobo htpsSA 02 eos Pwe 2Esecureto2Dres ho 2 Boom 2Fres a2 Pym Se Achecke So2 Faso SS FPhotelid s2D3142Rorig best If you wish to come back later to get the link just open the ROI Ad Tracking page again You will see your tracking links displayed at the top of the page To see your link click the generate link To change the link attributes click the Edit link to make changes You may delete the tracking link by selecting the DEL box and clicking the Remove selected button Generate You will be able to view Link the results of your tr tracking links in the generate di Yahoo Travel Loge A Gl onl nbs eS R rt Revi ti Fl inks 4m Yahoo promotion res com res wn4 checka aspx eport Neview secon link ikri hotelid 3142 of your booking engine Vizergy Customer Support 800 201 1949 customersupport vizergy com vize rgy 43 figital travel marketing W Achieve Mare RESERVATION REVIEW New Reservations m Search Reservations m Cancelling a Reservation New Reservations VIEWING YOUR RESERVATIONS Once your reservation system is set up you can manage and review all your online reserva
72. s who are placing a Secure Res reservation to select additional a la carte items during the reservation process The items are selected from a list offered after selecting a room and prior to the final charge detail page You can create a list of items that are offered all of the time which do not need a specific inventory to be managed called Static Items or items that are available on a limited basis called an Inventoried Item or an item that is available only on certain days called a Fully Inventoried Item Static items will be offered to every guest who books no matter when they book as they are always available Inventoried items must be given an inventory and price on the Item Inventory calendar to enable an item to be offered If an item has a price and available inventory on the day the guest arrives the item will be offered for selection Fully Inventoried items are offered at any point during the guests stay For example if a holiday meal basket of cookies or theater tickets are available on only certain days of the week or month and the guest s stay includes those days the item will be offered In another example if an item is offered on Wednesdays only and the Guest arrives on Thursday and leaves on Saturday the item will not be offered because the stay does not include a Wednesday This allows the hotel to manage items offered in accordance with their availability As in the inventoried items price and inventory must be added
73. t rate name is displaying the name of the Group that you wish to edit Yiew Print Rates Inventory Minimums You can update the Rate and Inventory in the Edit by Room Type without seeing current data portion of the page or if only a small change is needed you can edit either rate or inventory or minimum night stay in the Edit Current Data portion of the page Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZC OY z 18 RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo m Dynamic Packaging m Groups m Packages m Retail Creating amp Editing Packages Packages are a great incentive for guests to book with your property In this section you will learn how to create packages to promote online how to set descriptions associated with your packages and how to edit them later as your needs change You will find a Packages link to create and edit packages on the Edit Settings navigation menu Clicking the Packages link will direct you to the Package Admin page Current Packages Package Admin Add a Package Photos Sort Priority edit Standard Car Upgrade 3nts edit Valentine s Day Package i nts November Package f Snts From this Package Admin page you can select an existing package to Edit Add a Package Upload Photos for your Packages or Sort Priority of the display order From this page you will also have the ability to Add New packages CREATING A NEW PACKAGE 1 Click on Ad
74. t receive it please check your Spam Folder to ensure that it wasn t marked as a Spam email Adding a new user or changing your password can be done in the My Account section in the top right hand corner of the home page Now that you know how to access your Secure Res Reservation System let s take a look inside and review all of the tools available to you After selecting the Secure Res Reservation System link you will see the Database Home page This page offers you navigation to other areas of the booking engine You will also see your Revenue at a Glance summary report This is a quick look at the Month to Date and Year to Date revenue numbers HelpfulHints You will see some Helpful Hints to help you increase your revenue You also will see System Updates to learn more about any recent or past changes to the booking engine Our developers are always evaluating your requests for enhancements and are adding features and improvements that our clients ask for Don t forget to sign up for an upcoming training session if you have not yet attended a Secure Res Booking Engine Introductory Training Vizergy Customer Support 800 201 1949 customersupport vizergy com VI Ze OY p 2 EDIT SETTINGS Property m Reservation Modules m Promotional Tools m Email Messages m Reservation Terms m Additional Options Selecting the Edit Settings link will bring you into the Edit Settings page This page contains navigation to all of the setup areas of y
75. t you select the check box next to the reservation and click the Submit button to process the reservation This will move it out of the New Reservation queue This will ensure that every time you come into the Reservation Review page you will see only your new reservations The benefit of keeping this area clear of old reservations is that you can quickly identify new reservations and avoid possibly missing one because it was buried in a big list Search Reservations On the left hand search tool on the Reservations Review page you can search by New Date Placed or Arrival Date You may also search by guests Last Name Reference Number or Group Name if you use the Groups Module Vizergy Customer Support 800 201 1949 _customersupport vizergy com Qvizergy 4 RESERVATION REVIEW New Reservations Search Reservations m Cancelling a Reservation o EGUR E To the right is a screen shot of a reservation that was opened using the reference number link You can see that all of the reservation details are available to you NOTE This screen shot does not show the full credit card number however you will be able to see the full number until 30 days after the guest departs After that the number will be hidden so it is important that you capture that information before that time Vizergy Customer Support turning intannet marketing inbo ragenvations Package Reservation Lake Viz Hotel and Suites Reference 44
76. tep Promotions from the edit screen of the Promotion or Package You will see a section that looks like the example below Manage Step Promotions 0 Click Here You can also setup your Step Promotions by selecting the Step Promotions link in your Promotional Tools in Edit Settings Begin by selecting the rate package or promotion that you wish to add a step promotion to Click edit to change the rules Check Delete checkbox and click Delete Selected to delete entry gt Add a new step promotion 4 N Step 2 Click Add New Step Step Promotions successfully deleted Promotion link Rate Disc Rates Promo Jacuzzi Special Step 1 w Select Rate No step promotions found Delete Selected Click on Add a new step promotion link Choose Arrival Start and End Date for this promotion to be available during Select Weekdays on which the guest may arrive for this promotion Choose Length of Stay This area will allow you to set a minimum night stay as well as a maximum night stay Effective Night is the night during the stay that the discount will begin applying i e 1 for first night 2 for a night or Last for Last night Effective length is how many additional nights the discount will apply to Effective night and effective length can not add up to more then the Maximum Length of Stay If the discount applies for the full stay then the Effective night would be 1 and the effecti
77. thers uncheck the days that the item is not available See the examples below Vizergy Customer Support 800 201 1949 customersupport vizergy com g9 V ZE OY ii 13 RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo m Dynamic Packaging m Groups m Packages m Retail Fields to Update New rate Inventory Leaving a field empty will keep existing data Select Date Options Start date Sun Mon Tue Wed Thu Eri Sat End date Days of Week to Update If items are not uniformly available during a date range you can instead edit the calendar fields manually to enter in the price and allotment for each day individually SETTING PRICES INVENTORIES THAT DIFFER FROM DAY TO DAY You can manually add or adjust the prices and or inventories in the fields on the calendar Enter the information only on the days you want that price and inventory to be available you can leave days blank March 2011 MOAS Tickets SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY MARLI 3 21 2011 3 22 2011 3 23 2011 3 24 2011 3 25 2011 3 26 2011 Ss p0 p 80 pleo plo phoo pjoo sum alo Jeb laho lao Jais ats Sey 3 27 2011 3 28 2011 3 29 2011 3 30 2011 3 31 2011 NOVIi pf0 po ipo fpf lpo A2 NOTE The P signifies a price field and an A signifies allotment or inventory Vizergy Customer Support 800 201 1949
78. they were made 3 26 2011 Saturday 3 02 2 many months in advance possibly before 3 27 2011 Sunday your rates were updated 3 28 2011 Monday Vizergy Customer Support 800 201 1949 customersupport vizergy com Vizergy ss
79. tions When logging into the Secure Res booking engine select the Reservations Review section to manage your reservations After logging in you will see your new reservations displayed with a brief summary of the reservation details To open the reservation click on the reference number to see the full details of the reservation This will give you full access to guest contact information daily rates taxes credit card number extra items like additional fees dynamic packaging items guest comments travel agent information if booked by a travel agent and rate type Below is an example of your new reservation list New Reservations Arrive Nts Rims Amount Date F 4444360 Pending Mary Cosmo S172011 3 1 429 00 4 23 2011 F 4309095 Pending Suzanne Nygord 8 15 2011 252 00 2 10 2011 Es MANAGING YOUR RESERVATIONS Managing your Reservations is simple and with a very few steps you can keep your new reservation queue current and easy to manage When you arrive at the New Reservations section you will see reservations that have not been processed To view a reservation 1 Click on the Reservation number on the left This will open the full reservation for viewing 2 When viewing the full reservation page you may print a copy to have a hardcopy to use for reference or for copying into your property PMS system To Process a reservation an Helpful Hints After viewing and or printing your new reservation it is important tha
80. tomersupport vizergy com gv ZC rgy 7 22 RESERVATION MODULES Corp Negotiated Rate m Disc Rates Promo m Dynamic Packaging m Groups m Packages m Retail You will also see a check box to perform a full blackout for all rooms Fields to Update for this package Selecting this check box will erase all rates for all rooms in this package for the dates New rate you select in the select Date L Check to black out ALL rooms for these dates Options section To black out one room or only some of your rooms heaving a Held emoty wil keen existing date you would first select the room you want to black out and then enter a rate of 0 This will effectively make the room you selected unavailable for the date range you enter in the Select Date Options section Select Date Options and the Days of Week to Update Select dates and days of the week you wish to offer this package at this price Click Submit when finished to save changes If successful the screen will report The changes have been made If you do not receive this screen do not assume that the changes were made Check your work by viewing the View Print Rates section at the top of the Rate Administrator page You can make changes to any of your package rates by returning to Package Settings or Package Rate Administrator cm Helpful Hints Note For any packages offering a free night an additional step promotion would need to be created See Adding a Step Promot
81. u to infinitely expand your booking engine options to include the following Password Protected Rates this allows you to offer rates with a promo code or offer rates to a private group of guests who you have negotiated a special rate with that is accessed via a unique password Rate Tiers You may create stand alone rate tiers that can have separate rates and or inventory that are not connected to your other rates This would allow you to always offer rates to anyone with the password even if your other rates are closed out or discounted You may also mix and match rates and inventory from other rate tiers for example you might offer a discounted rate that offers a special rate to a specific corporate group but will pull the inventory from your retail so that if you close out your retail rates this rate would also be closed out The options are endless and allow you to configure your rates however you need them to be offered With no limit on rate tiers you can create simple to complex offerings Expanded Discount Promo Rates Your Secure Res booking engine comes with a limit of two promotional rate plans When you add the Corporate Negotiated Rate Module the limit is removed and you can have an unlimited number of Discount Promotional Rates SETTING UP A CORPORATE RATE PLAN When creating a Corporate Rate or other password protected rate you will need to decide how you want to configure your rate offering If you only wa
82. ummary Package Reports m Retrieve Emails m Ad Tracking m Look to Book Dynamic Packaging m Custom Report Generator m Travel Agent m Schedule Reports m Denials Report When you select the Reports Review navigation link you will see a page with 2 or 3 reports showing If you do not have the Package Module added to your booking engine you will see the Summary Report and the Retrieve Emails report If you have the Package Module you will also see a Summary Package Report also Summary Reports Your Summary Report allows you to create a reservation and revenue report of all reservations during a time frame You can run the report for the previous two years and for one year in the future You may configure the report to run by Date Made Arrival Date or Check Out date depending on the kind of data you are looking for If you have a mobile site you can also choose reservations from your Mobile Website or your Full Website or both If you have the Package Module you can include Package reservations in this report or you may runa Summary Reports separate report for packages by using the Package Date made Arrival date Check Out Summary Report Include package reservations Res System Start Date End Date The Summary report will show the number of reservations room nights and total revenue along with Gross the number of cancelled Taos reservations 8 2010 Canceled 10 2010 Canceled 1 7011 Canceled
83. ve length remaining nights would be 13 for a total of 14 nights Vizergy Customer Support 800 201 1949 customersupport vizergy com g9 V ZC OY E 28 PROMOTIONAL TOOLS Low Inventory Messages m Rate Display Order m Step Promotions Choose Discount type or and enter amount or percent in the text box A positive number gives a discount Do not enter a negative sign here This number must be a full number and cannot contain decimal points Choose weekdays to exclude the discount from if applicable a Check Strikethrough box if you would the guest to see the original price crossed out with the discounted price below Enter Promo Message i e Stay 3 Nights and Get 1 Free EXAMPLE CONFIGURING A FREE NIGHT PROMOTION Below is an example of configuring a free night stay for guests who stay 4 nights or more Length of Stay would be 4 14 Effective night would be the 4 night Effective length would be 0 No additional nights would receive the discount Discount would be 100 arrival Start ure apr il 15 B2011 EE Arrival End Date Apr 30 2011 E Your promotion may have different Arrival Weekdays Monday rules but you can use the same Tuesday process to set up discounts or free IF Wednesday nights Thursday Friday Saturday Sunday From To Length of Stay s Effective Night Effective Length Enter a percent as numbers 0 through 100 eee ae L Monday exclude from o discount Tuesday Wednesd a
84. w as the subject line of the email that the guest receives You will also see a tool to select a Data Field to insert automated text into your email template This tool makes it very easy to add information about the reservation guest or property that will automatically import into your email template Body Hotel City To insert a data field choose an option from the drop down select field Once a field is selected you will see the code to insert displayed in the right hand column Simply place your curser in the location on the page that you wish to insert the code and then click the Insert button to add the code to the page Alternately you can simply copy and paste the code also This procedure allows you to add information automatically to the email that is specific to each reservation You will note that the default emails already contain the information that is generally needed for each email template But if for example you wanted to remove the Total and Tax information from a cancellation you can simply remove it from the page or add other information instead You can also customize each email template with your text Perhaps on the reservation email you would like to include a welcome paragraph or links to your local visitors bureau website You can add this information just by typing in the text you wish to add You may also want to include a signature at the bottom so that the guest has a name to contact with any
85. while the left hand column shows rates that do not display with the selected rate type Vizergy Customer Support 800 201 1949 customersupport vizergy com g9 V ZE OY a 26 PROMOTIONAL TOOLS Low Inventory Messages m Rate Display Order m Step Promotions When creating a new Package or Promotional Rate you will need to assign the rate to display in the Rate Display Order page p Helpful Hints When creating a promotional rate or package you will see a Rate Search Display tool that allows you to set the Rate Display option without having to set it on the Rate Display Order page However subsequent changes to the rate display order can only be done in the Rate Display order page Corporate Negotiated Rates can only be displayed if the guest enters the password associated with the rate and will not display otherwise however you may opt to have other rates display with the corporate rate after the password is entered Promotional Rates can be displayed in a variety of ways If you want a specific promotion to only display to guests who have a pass code make sure that the promotion does not display with any other rate types This will ensure that only a pass code will display the promotional rate Package Rates Some hotel websites have links on the website to specific packages and only wish to display that package alone while others prefer to present all of their packages together for comparison Either scenario is controlled through
86. y Ll Thursday Below you will see how the promotion L Paay with the free night shown above will L Saturday look to the guest when they select a Ll Sunday stay of 4 or more nights Strikethrough Promo Message stay 3 nights and get the 4th night free Submit Vizergy Customer Support 800 201 1949 customersupport vizergy com VI ZC OY z 29 PROMOTIONAL TOOLS Low Inventory Messages m Rate Display Order m Step Promotions Example 4 Night Free Step Promotion Jacuzzi Sule ice Details gman SELECT This screen shot shows how the a night free step promotion would display to a guest who I Jacuzzi Suite meets the requirements of the stay Stay 3 nights and get the 4th night free Overview A luxurious two room suite with one king bed jacuzzi and 2 flat screen TW in the master bedroom The living room offers a sofa Seating area dining table wet bar and 27 flat screen 2eTing j color TY with game console Deposit Cancellation 259 00 259 00 259 00 Free 259 00 259 00 259 00 Afval Start Date apr a5 w201 E Arrival End Date May 30 w201 E Arrival Weekdays Monday Tuesday Example Setting Up a 20 discount for Wednesday stays 3 nights or more of the Retail Rate M Thursday Friday To add a step promotion to your Retail Y Saturday Rate select the Retail Rate on your M Sunday ee ae oe en 0 ay i5 a Minimum g Step Promotions page Eror Eriet dr mr Length of Stay ms n
87. y com CyVIZe OY Si 33 EMAIL MESSAGES Courtesy Email Email Harvesting m Email Templates m Property Email Information m Reservation Email Email Templates Email templates are available for you to customize the email messages that your guest and property will see when reservations are made or cancelled You will also be able to customize the message in your Pre Stay and Post Stay emails You can also customize the copy of the reservation email or cancellation email that is delivered to your reservations desk if desired You can also create your own custom templates instead of using a default template if desired CREATING AN EMAIL TEMPLATE Click the Email Templates link in your Email Messages section of Edit Settings Here you will view a list of the available email templates Add a new email template Mame Type Delete Default Guest Cancellation Email Guest Cancellation Email Delete Default Guest Reservation Email Guest Reservation Email Delete Default Post Stay Courtesy Email Post Stay Courtesy Email Delete Default Pre Stay Courtesy Email Pre Stay Courtesy Email Delete Default Property Cancellation Email Property Cancellation Email Delete Default Property Reservation Email Property Reservation Email aaa a ae Select an email template using the Edit link You will see a field for Name and Subject The name of the template is just for your identification and is not displayed to the guest The subject line however will sho
88. your rates For Retail Rates Rate Tiers and Group Rates the process is identical See the image below for details Edit by room type without seeing current data Choose a room type fill in fields to update and the dates to change Select the type of room e Select a room type to edit Standard View Jacuzzi Suite D Honeymoon Suite Fields to Update Add the rate for the room selected above add the daily New rate inventory and minimum length Inventory of stay if more than 1 night is Minimum Length of lf you need to black out _ required L Check to black out ALL rooms for these dat amp kL rooms for a date ge select this box and then select the date range and days of the week Leaving a field empty will keep existing data Select Date Options below You can apply data to some days of th Select your date range to week and not others by deselecting apply the rate and anlan days to not include Days of Week to Update Start date Sun Mon Tue Wed End date Thu Fri Sat If your weekday rates are different than your weekend rates you would enter your weekday rates de select the weekend days from the Days of the Week Update add your date range and submit Come back to enter your weekend rates de select your weekday rates and enter the same date range This will give you weekend and weekday rates for the same date range g Helpful Hints Vizergy Customer Support 800 201
89. zerngy com Run missy vizengy com Internet Reservations YTD Trend Analysi Wisten sivizengy com kristen sGivizergy com philip favizergy com 4 1 2011 missy avizengy com You may Delete Edit or Run a specific report To delete check the box on the left and click the Delete Selected button E To Edit the details of the report click on the name of the report to open the editing page Torun the report click on the Run link on the right Denials Report The Denials Report is a day by day breakdown of the reservation searches that resulted in a No Availability and is based on the check in date This is an extension of your Look Book Report discussed earlier The same reasons that would cause a No Availability Results would apply to your Denials Report See the Look to Book section of this chapter for a description of No Availability causes The Denials Report breaks the data down into a daily report with the data for each day plus the added field of Potential for Lost Room Nights It is important to remember that if guests are requesting something that cannot be offered it will result in a Denial If you had rooms and rates for each of the dates listed the reason would be one or more of the reasons listed in the above Look to Book section an Helpful Hints Potential Check In Date Denials o gt Denials Lost Room Searches Searchers This data is cumulative Nights and will include ALL BE Friday searches for each date even if

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