Set up your bookable service

Field

Description

Name

Enter the name of your accommodation settings (usually 'Stay').

Short name

Enter an abbreviated name for places in Commander where space is limited (for example, reports).

Description

Enter a short description of your bookable service to be shown in Navigator, including important information for customers (for example, hours of service or purchase details).

Ordering

Choose the position you want your bookable service to occupy in a list of your property's services.

Housekeeping interval

Set the status of a space from Clean to Dirty after a specified amount of days.

For example, if the field is set to two days, the space will automatically be changed to Dirty after two days. Each unit represents a period of 24 hours, with automatic changes occurring between 04:00-05:00.

Note: A maximum of seven days can be set—the space status will then be automatically changed to Dirty due to regulations for the prevention of a Legionella outbreak.

Reservation assignment strategy

Choose how you want incoming reservations to be assigned:

Select Bottom up if you want reservations to be assigned to spaces in ascending order (i.e., from the lowest floor number to the highest).

Select Preferred space features if you want reservations to be assigned to spaces based on how well they match the customer's preferred space features. Note: If you set up the reservation assignment strategy for a space category, Commander will prioritize the space category's strategy first.

Select Random if you want reservation to be spread out equally across your property. Note: This option is not appropriate for properties that have a lot of business reservations, as it will result in groups being split up.

Select Top down if you want reservations to be assigned to spaces in descending order (i.e., from the highest floor number to the lowest).

Availability calculation strategy

Choose how overbookings will impact your availability:

Select Diffusive if you want overbookings in lower space categories to take availability from higher space categories. This option helps prevent overbooking your whole property.

Select Discrete if you want overbookings to affect only the availability of the overbooked space category. This option increases the risk of overbooking your whole property.

Note: For both options, you’ll still have to manually resolve overbookings—read our in-depth Timeline reference guide for more info.

Check-in type

Choose how guests will check in at your property (to determine which message they'll see at the end of online check-in):

Select Classic if you want to tell guests to pick up their keys at reception when they arrive.

Select Kiosk if you want to tell guests to check in at your Operator kiosk and create their keys with a key encoder.

Select Online if you want to tell guests that they'll receive an email with more information about how to collect their keys. Note: Mews doesn't send this email, so you'll have to.

City tax

Choose your city tax rate.

City tax mode

Choose how city tax is added to bills:

Select Excluded from price if you want city tax to be added to the price of reservations (for example, if a reservation costs 10, and city tax is 2, the guest will pay 12).

Select Included in price if you want city tax to be deducted from the price of reservations (for example, if a reservation costs 10, and city tax is 2, the guest will pay 10).

Field

Description

Channel manager segment

Choose a segment for reservations created through channel managers.

Distributor segment

Choose a segment for reservations created through Distributor.

Default segment

Choose the segment that will be preselected in the new reservation screen (you will still be able to change the segment from the default when creating new reservations in Commander).

Options

Select Bill as package to allow products to be bundled with the bookable service and show only the price of the total package on bills.

Select Has configurable business segment to include an optional field in new reservation screens.

Select Has expanded bill items to display each item on guest bills individually.

Select Has overridable price to let employees with billing privileges override the standard price for this product.

Select Has overridable tax to let employees with business privileges override the standard tax for this product.

Select New orders automatically processed to automatically process new orders without requiring manual confirmation by an employee.

Select Offer to employee to make the service available to employees.

Select Order generates email to send confirmation email to responsible employee and members of the responsible department on new orders.

Select Order requires a segment to require a segment for new orders.

Select Order requires completed notes to require guests to complete notes with details about order (e.g. flight details when ordering airport transfer).

Select Orderable only with products to make the service available only when some of its products are selected (e.g. cannot order room service without selecting menu items).

Visit options

Select Apply cancellation fee by default if you want cancellation fees automatically applied to canceled reservations.

Select Change inspected to clean overnight if you want the housekeeping state of vacant, inspected spaces to be automatically changed from "Inspected" to "Clean" overnight (to ensure they're checked by housekeeping before guests check in).

Select Check-in makes space dirty if you want the housekeeping state of a space to be automatically changed to "Dirty" when a guest checks into it.

Select Check-out makes space dirty if you want the housekeeping state of a space to be automatically changed to "Dirty" when a guest checks out of it.

Select Close balanced bills at check-out if you want bills with a balance of zero to be closed automatically when a guest checks out.

Select Enable automatic after end email if you want the "After end" email to be automatically sent to guests after they check out.

Select Enable automatic after start email if you want the "After start" email to be automatically sent to guests after they check in.

Select Enable automatic check-in if you want reservations to be automatically checked in at their arrival time. Note: If a reservation is made on the day of the stay, after check-in time, it will still be automatically checked in. Automatic check-in only applies to confirmed reservations, and will not work if the assigned space is not inspected or vacant.

Select Enable automatic check-out if you want reservations to be automatically checked out at their departure time.

Select Enable automatic check-out (for online check-outs) if you want guests who completed online check-out to be automatically checked out from the system on the selected time of departure.

Select Enable automatic no-show cancellation if you want no show reservations from the previous day to be automatically canceled every morning at 6:00.

Select Enable automatic option cancellation if you want optional reservations to be automatically canceled on the release date.

Select Enable automatic release reminder email if you want customers to be emailed when their unconfirmed reservations are released.

Select Enable online check-out if you want to provide guests with the option to complete online check-out via Navigator.

Select Send cancellation email by default if you want customers to be emailed when a reservation is canceled.

Select Send confirmation email by default if you want an email to be automatically sent to customers when their reservation is confirmed.

Select Send confirmation email to channel reservations if you want a confirmation email to be automatically sent to customers whose reservation was delivered via channel manager.

Note: These customers will also likely receive a confirmation email from the channel.

Select Send confirmation email to distributor reservations if you want a confirmation email to be automatically sent to customers who created their reservation in the Distributor booking engine.

Booking URL

Enter the URL for your property's website, where your Distributor booking engine is.

T&C URL

Enter the URL for the terms and conditions page on your property's website.

When a customer clicks Property T&C in Distributor and Navigator, they will be directed to this page.

Note: This field is only valid for Distributor and Navigator. If your property is using Operator, you will also need to fill out your T&Cs in HTML.

Privacy policy URL

Enter the URL for the privacy policy page on your property's website.

When a customer clicks Property Privacy Policy in Distributor, they will be redirected to this page.

Check-out instructions

Enter instructions for after the guest has completed online check-out with Navigator (for example, "Please leave your room and put your key in the box by the front desk. Have a nice afternoon!").

Field

Description

Responsible employee

Select the employee who is responsible for bookable services (they will be informed when new orders are received).

Responsible department

Select the department that is responsible for bookable services (each member of this team will be informed when new orders are received).

Notify responsible employee about

Choose if you want the responsible employee or department to be notified about orders from Distributor, Commander, or your channel manager.

Field

Description

Accounting category

Choose a default accounting category for your bookable service.

Rebate accounting category

Choose a default accounting category for rebate items.

Canceled item accounting category

Choose a default accounting category for canceled items.

Cancellation fee accounting category

Choose an accounting category for cancellation fees.

No show cancellation fee accounting category

Choose an accounting category for cancellation fees applied to reservations that were not checked in because the guest was absent.

Positive deposit accounting category

Choose an accounting category for positive deposit charges (this only applies to countries where VAT is paid at the time of consumption).

Negative deposit accounting category

Choose an accounting category for negative deposit charges (this only applies to countries where VAT is paid at the time of consumption).

Field

Description

Departure time

Enter the official departure time of your property, which will be the default departure time for all new reservations.

Arrival time

Enter the official arrival time of your property, which will be the default departure time for all new reservations.