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Accommodations - is lodging capabilities you can create for allocating your tourists. In the system this section is called 'Hotels' but within it you can create different kinds of accommodation - hotels, villas, apartments, etc.
The peculiarity of creating self-operated accommodations is that you can have multiple contracts for the same hotel with different suppliers. So you can create one description of the hotel and link it with multiple contracts. It is shown on the following picture and influences the process of accommodation creation (as described below in the following sections).
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Creating a New Accommodation
To create a new self-operated accommodation,
If you haven’t yet created supplier of it – please, first go to menu Suppliers and create the supplier of accommodation (it can be hotel itself or group of hotels or apartment owner, etc.). If you have already created this supplier earlier – just skip this step
Go to menu Self-operated products and click Hotels.
🗒 Even if you’re going to create apartments or villas, they are created as “Hotels” and you will be able to specify the type of accommodation within settings.
On the Hotels page click Create a new hotel in order to create a new accommodation description.
The new hotel description page appears:
Fill in consequently all tabs. Pay special attention to configuration room types and meal types – without them you won’t be able to configure prices. Each tab is described in more details in the following sub-sections.
Once the description is made – follow the link Prices&Availability.
Consequently fill in and save other sections within Information tab (Additional services, Tourists, Prices and Availability).
Let us have a closer look at each sub-section within Information tab and examine the peculiarities of filling accommodation description.
Creating a New Accommodation Description
The Accommodation Description is an essential part of configuration that aims on configuring both general information about hotel (where it is located, what room types and meal types are being offered), as well as marketing description (available services, photos, etc.).
This information is presented within a set of tabs:
General description
Detailed description
Services
Location
Room types and meal types
Sport, leisure and kids services
Photo
History
General Information
On the General information tab specify the following information:
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General info and address:
Name - type here the hotel's name.
Source of description - here the default option Own description is selected, since this is your local hotel description.
🗒 In case of integration with external suppliers via API they usually provide their own descriptions, so this parameter is important for differentiation of them.Code – for external hotels the code is assigned automatically by a supplier. For self-operated hotels however, you need to assign the code on your own. Locate mouse pointer into the Code box, and enter the sequence of Latin letters and numbers. Your hotel codes should be unique.
Hotel chain - select the hotel chain to which the hotel belongs.
Hotel type - select type of accommodation (e.g. Hotel, Recreation Center, Sanatorium etc.)
Category - select the hotel category of the hotel.
Country - select the country of hotel's location. After you have determined the country, select the city of hotel's location from the City drop-down. Then locate mouse pointer into the bar and type the factual postal code of the hotel. Select the district of hotel's location from the drop-down. Finally locate mouse pointer into the Address bar and type the address of the hotel's location.
Upload a hotel logo (if it has any and you want to use it) using the Upload file form.
Contacts:
In the Contacts form, locate mouse pointers into the corresponding bars and type:hotel phone numbers
fax number
URL-link
contact e-mail addresses
🗒 All the boxes in the group are optional.
Classification:
Select the check boxes of your choice to specify the hotel classification. The parameters are classified in several groups. The information identified in the Classification group will be displayed on the Information about hotel page. With this additional logic you can specify & see whether hotel is near the beach or mountains, whether it’s modern or historical, budget or luxury and for what target audience is aimed.
Characteristics:
The Characteristics group is used for entering basic information on accommodation (build year, territory area, quantity of floors, etc.). This group is used mainly for describing villas, but you can also add such a description for self-operated hotels. All information specified in this group is displayed on the Information about hotel page.
The number of tourists specified in the Number of people box is used for informative purpose only and is displayed on the Information about hotel page. Maximum number of travelers who can actually stay in the villa/hotel is determined by the number of rooms and places in the room. For more information see Room types and meal types.
Detailed Description
The Detailed description tab contains the description of the hotel properties and infrastructure. On the Detailed description tab you can see the number of bars each standing for a particular property. Click the bar of your choice to expand the form.
The only mandatory information to be specified is Check-in/Check-out. The other bars are optional.
As soon as the required information is specified, click Save to continue.
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Services
On the Services tab specify all the services available at a hotel.
When editing the services of a previously created hotel, first, switch to the editing mode by clicking Edit at the bottom of the page.
The Services tab includes the following groups of check boxes:
Board type
In the Board type group select the public catering facilities available at the hotel, their cuisine and menu. Select the check boxes opposite the services available.
Business services
Select the infrastructure options for business talks and meetings, conferences, presentations, etc.
Child services
Select the services and amenities available for children (playground, playroom, etc.)
Credit cards
Select the payment systems available for credit card payment.
Health care services
This group is mostly oriented to health resorts and sanatoriums. Select the treatment and healing procedures available at the hotel.
Hotel amenities
Select the standard services, offered by the hotel.
Room
Select the room services, amenities and equipment available.
Security
State the security measures provided by the hotel to protect the guests and their property.
Sport and recreation
Select the facilities provided by a hotel for sports and active recreation.
Location
On the Location tab configure the display of hotel location on the map and the facilities in the neighborhood.
From the group of check boxes select the facilities located in hotel's vicinity:
In the Coordinates group enter the Latitude and the Longitude of hotel's location. The coordinates will be used to display the hotel on the map in the Results Representation form and on the Information about hotel page.
When entering a hotel description you can use Yandex or Google maps. The map type is selected during the system installation. In the Google map box enter the direct passageway to the hotel's location starting with the frame tag.
To find the coordinates of a hotel on Google maps,
Open Google maps and search for the hotel by address.
In the address bar, the coordinates are displayed in the following way:
Creating Room Types
You need to specify the room types that will be available to tourists in a self-operated hotel. For each room you can define it’s description, as well as limitations on how many travelers can be allocated in this room (on main beds, extra beds or sharing places).
To add a new room type:
On the Room types and meal types tab, in the Room types group, click Create. The New room window appears:
Enter the necessary information:
Name: full name of a room type as provided by a hotel (for example, Double Standard Room, Double Deluxe Room, Family Sea View).
Accommodation: the allocation of guests a room is suitable for (for example, Single or Double).
Category: the category of the room (for example, Standard or Deluxe, etc.)
Short description: brief description of a room type. It will be shown in the search results.
Description: detailed description of a room type. It will be shown in the separate window with room details.
Room capacity: the boxes in the group are filled in by default when you select accommodation type (e.g. for a single room it will be specified that there is 1 main bed within it; for a double room there are 2 main beds, etc.), but you can specify the number of available main beds, extra beds and sharing places manually.
While creating your own hotel, you can specify the acceptable number of guests: children and adults separately. Also, for children, you can specify the age.Bed types: specify the bed types that are available in the room (if supplier provides this information). Click the option of your choice.
Room services: select the room services that are available for the room type.
Click Save.
It’s very important to correctly specify room capacity, because based on it system automatically identifies what rooms should be offered for the requested quantity of travelers.
For example, if it is configured that Single Room is for 1 guest and Double Room is for 2 guests – then when user makes search for 1 traveler, system will only propose Single Room among available options. In case when rooms have both main beds, extra beds and sharing places, please, be aware that while searching for available accommodation, the system always calculates the accommodation capacity of the room in the following sequence:
Main beds
Extra beds
Sharing places
The system first checks the availability of beds to accommodate adults and then checks the allocation availability for children. The total accommodation capacity consists of all main beds, extra beds and sharing places put together. According to the current rule, the system checks up available bed spaces in the following sequence:
First, the system checks if the mail beds are available. In case the rates for them are specified in a price-list, these beds are considered available. You can book them for 2 adults.
After this, the system checks the availability of extra beds and then - their rates. If the rate is specified in a price-list, this bed space is considered available. You can book the extra bed for an adult.
Finally the system checks the availability of the sharing place along with its rate. If the rate is specified in a price-list, this accommodation type is considered available. You can book a sharing place for a child.
Since you can accommodate 4 persons in the room and the price-list features all the respective rates, this option is considered available and the room is displayed in the search results.
🗒 Please note that the allocation options are only available for booking if the rates for each accommodation type are specified in a price-list. Otherwise, such accommodation types are not displayed in the search results.
🗒 To see the example go to Calculating Accommodation capacity
Creating meal types
You also need to include all board types that are available for tourists in your own hotel. By default the Room Only option is created, but you can create more options (if provided by hotel).
To create a new board type,
On the Room and meal types tab, in the meal types group, click Create. The New board type window appears:
In the window, fill in the required information:
Name: enter the name of the meal type as it is specified by hotel (e.g. “Vegetarian Breakfast”)
Type: select the meal type from the drop-down
Default: select the default check box to apply the meal type under configuration as default.
Description: locate mouse pointer into the Short description and Description boxes and enter the meal type description.
Click Save and click Close.
At the moment the descriptions of meal types are available only for inner management and are not displayed for platform users upon creating a reservation. The display of meal types will be implemented in future releases.
Sport, leisure and kids services
As part of the description you can specify the list of bars and restaurants, sport, SPA and kids amenities and that are available in the hotel or nearby.
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To add the amenities available at a hotel,
On the Sport, leisure and kids services tab, in the required group, click Create.
Let us consider an example of adding a restaurant. The New restaurant window appears:
Enter the necessary information into the form:
Name: name of the facility
Type: type of the facility: restaurant or coffee-shop
Location: where a restaurant is located: inside the hotel or near it
Cuisine: type of the cuisine: for example, European, oriental, etc
Short description: a couple of phrases about the restaurant
Description: more detailed information about the restaurant
Click Save.
Adding images to a hotel description
You can demonstrate exterior and interior of your hotel by showing it with the images. To add the images to the description of your hotel, do the following.
To upload an image from your PC,
On the Photo tab, in the Upload File group, click Add.
Browse to the image you want to upload, and click Open.
Click Download.
Select the respective image category from the drop-down list below the image.
For those images that relate to rooms or sport or leisure activities you can additionally specify what is depicted on the image (room type or restaurant, etc.)
You can additionally specify the image title (enter text description for the image).
If you want to show photos within the photo galleries in a specified order – indicate the display order number.
To display the uploaded image as a thumbnail on the hotel search results page, click the radio button opposite the required image.
Click Save.
🗒 The saved image is displayed on the hotel search results page. You can also see it in the Detailed hotel description window.
To upload an image from the Internet,
On the Photo tab, click Upload via link to expand the form.
Locate mouse pointer into the box and enter the web source where the required image is stored.
Click Add if you need to add several images.
Click Download. The image is uploaded and displayed on the Search results, as well as in the Detailed hotel description window.
Edits made to information about self-operated products
On the History tab you can view the list of changes made to the information about a self-operated hotel.
Using the Filter form at the top of the page you may filter the list of changes to display:
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You can use the following filtering criteria:
Time period: Define the time period during which the edits were made.
User: From the User drop-down select the user who made the edits.
Section: from the drop-down, select the hotel contract section to which the edits were applied.
Type of change: Select the required check boxes to filter the list of edits by type: changed, added or deleted.
Creating a New Contract for Existing Accommodation
In case the description of a self-operated hotel is already stored in the system you can associate the contract of a newly created hotel profile with it.
To connect a hotel profile to an existing description,
On the Navigation bar point to Selfoperated products, and click Hotels.
In the list of self-operated hotels click the one of your choice.
On the Contract tab, in the Information group, click Associate with an existing hotel:
The Associate with an existing hotel window appears:
In the window search for a hotel description using the search form at the top. Specify the following search criteria:
Source of description: from the drop-down, select the source to import the description from. You can choose either any of the connected external suppliers, or select Own description to search for descriptions already stored in GP Travel Enterprise.
Country: from the drop-down, select the country where the required hotel is located.
City: after you have chosen the country, select the city of the hotel’s location from the drop-down.
Category: select the hotel category (the number of stars) from the dropdown.
Name: locate mouse pointer into the box and enter the name of the hotel description you search for.
Click Search. The list of hotel descriptions fitting your search criteria is displayed below the search form:
Click the required hotel description. The hotel contract is now associated with the selected hotel description.
you can create different kinds of accommodation - hotels, villas, apartments, etc.
The peculiarity of creating self-operated accommodations is that you can have multiple contracts for the same hotel with different suppliers. So you can create one description of the hotel and link it with multiple contracts. It is shown on the following picture and influences the process of accommodation creation (as described below in the following sections).
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Configuring Accommodation Contract
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Conditional Commissions for Hotels —
is an alternative way of tracking commissions being obtained from suppliers for selfoperated products. To the contrary of regular commissions that can be specified as a part of tariffs and are calculated for every reservation, the conditional commissions depend on turnovers – the more you sell, the higher commission you get.
To create Conditional commissions,
Open the profile of the required self-operated product.
On the Information tab, in the Conditional commissions group, click Create. The New conditional commissions window appears:
In the New conditional commissions window, specify the following information:
Name: locate mouse pointer into the box and type the name of the commission.
Commission amount: specify the amount of the commission.
The commission is active: specify the active period of conditional commission.
Description: locate mouse pointer into the text field and describe the category you are creating.
Click Save and Close.
Prices
GP Travel Enterprise allows you to set prices for self-operated services in 2 different ways:
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Several price-lists can be useful, when some of your suppliers apply complicated pricing schemes. In this case the gross price of the seat can’t be set by adding a common mark-up to a net price as usual, but is set separately for different service classes, tourist categories, etc. For better distinction of your price lists and price types we recommend to add "gross" and "net" to their titles correspondingly. You can set the price-lists that are used for working with clients and suppliers in the tariff settings.
If you want to include taxes for customers and suppliers, then in tariff settings you can select the option "Taxes included":
If you want to create a new tariff that differs little from existing ones, then in tariff settings you can select the option "Inherit prices from the following tariff" and add only some changes to new tariff.
If you want to set daily rates, click Use daily rates.
If you use the same price-lists for both a customer and a supplier, click Use the same price-lists for both customer and supplier.
If you use different price-lists for customers and suppliers, click Use net price-lists for supplier and gross price-lists for customer. Separate forms for net and gross price-lists appear:
If initially you click Use the same price-lists for both customer and supplier, add the price-list to the tariff and click Use net price-lists for supplier and gross price-lists for customer, your price-list is displayed in the Net price-lists group.
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The net-price of the service (the amount that is paid to a supplier) is equal to the price in the price-list after minus the supplier’s discount and tour operator’s commission, which is calculated according to the actual commission plan:
Net price = The price in the price-list – Supplier’s discount – Tour operator’s commissionThe gross-price (the price for a tourist) is equal to the net-price with the tour operator’s mark-up minus supplier’s and tour operator’s discounts:
Gross price = The price in the price-list + tour operator’s mark-up – supplier’s discount – tour operator’s discount
If you click Use net price-lists for supplier and gross price-lists for customer when editing the tariff, the price calculation will be implemented in the following way:
The net-price of the service (the amount that is paid to a supplier) is equal to the price, specified in the "net" price-list minus supplier’s and tour operator’s discounts:
Net price = The price in the price-list with net-prices – Supplier’s discount – Tour operator’s commissionThe gross-price (the price for a tourist) is equal to the price, specified in the "gross" price-list with the tour operator’s mark-up minus tour operator’s discount:
Gross price = The price in the price-list with gross-prices – Tour operator’s discount + Tour operator’s mark-up
If you choose Use net price-lists for supplier and gross price-lists for customer and the price-list does not affect certain dates, all offers for this date are not displayed in the search results.
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On the tariff page, click Penalties to expand the form. The following form appears:
Click Add. The Penalties window appears:
From the Name of the penalty to be applied within the indicated tariff drop-down, select the item of your choice. Specifically,
In case you have previously created a separate penalty plan on the Prices tab, select the required one from the drop-down.
In case you create a tariff first, click Create. The New penalty window appears.
Fill in the required information the way it is described in Penalties.
Click Save. The new penalty plan is added to the tariff.
Board types
In the Board types group, define which of the previously created board types should be displayed on the Search results page and which should be displayed as alternatives.
To specify the board types for the tariff,
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To make any corrections to a created discount, select the required one from the dropdown and click 🔎. The Discount window appears where you can make the required corrections.
Sub-allotments: There is no Sub-allotments in Tarriff anymore
Tags
Every new product or tariff has a “public” tag by default. This means that they are available for search and booking for all customers.
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Go to Selfoperated products and click Hotels.
In the list of created self-operated accommodations, click the required one.
On the Prices tab, click Price-lists, and then click Create.
While creating price-lists for accommodation, the first step is to select a price-list type.
There are the following price-list types to choose from:Original(price per pax, board type inclusive): prices are calculated for an adult tourist, the board type is already included in the allocation price. Prices for allocating different tourist types on extra places are calculated from the price per an adult with the same board type and accommodation.
Pensionate (price per pax, board type inclusive): prices are set per tourist, the board type is already included. Prices for allocating different tourist types on extra places are calculated from the price per the same board type for an adult on the main place.
Pensionate (price per room, board type inclusive): prices are set per room independently from the number of tourists, the board type is already included. Allocation prices for different board types are calculated from the prices per basic board type of the room.
Hotel (price per room, extra charge for board type): prices are set per room independently from the number of tourists. Boarding prices are set separately from allocation prices.
Hotel (price per pax, extra charge for board type): prices for different board types are calculated per tourist and are set separately from the accommodation price. Allocation prices for different tourist types on extra places are calculated from prices per an adult on the main place.
Click the required price-list type and click Continue. The New price-list window appears:
In the New price list window, the information to be specified is arranged ontwo tabs:
General Information;
Prices for accommodation.
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With GP Travel Enterprise you can calculate the total price of accommodation in two different ways depending on the accommodation unit:
Let’s examine the difference between two pricing approaches on the following example: For example a tourist books a single room for the period from April 1 to 5. The price of every single night here is:  When the total accommodation price is calculated by addition of all nights, the total accommodation price for a tourist is calculated by addition of the prices of every night: If the total accommodation price is calculated by the price of the first night, the total accommodation price for a tourist is calculated by the price of the first night multiplied by the number of nights of stay: The price calculated on this stage is displayed to a tourist on the hotel search results page. Let’s examine the way each pricing method works. |
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Fill in the general information for such a price-list specifying its name, applicable tariff, the period and description (optionally):
Configure prices for the surcharges:
Meal types depending on the board plans indicated in the hotel's contract.
Additional surcharge for room types. Due to the fact that setting prices for hotels can often depend on surcharges or reductions to / from the base price, for example, a surcharge for a category or discount for single occupancy, it is possible to calculate price per room based on chosen room type.
Go to Daily rates and open the Room types tab. It is needed to indicate the base room type and assign it to the rooms that are meant to inherit its price:
Following this step, the surcharges have to be specified in the price-list:
Extra charge for extrabed or / and sharing place:
Discounts / surcharges for special accommodations at main beds and length of stay:
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Assume that, you create an accommodation discount for the Early booking tariff, where the discount is not applicable to meals. Here the following conditions should be met:
The accommodation discount for adults that book main bed in a double room - 20%. The discount calculation is based on accommodation price only. A tourist books main bed accommodation in a double room with breakfast. We need to calculate the amount of the discount.
Thus, if the RO board type was set by default, the system still views it as one of the board types that can also be used to calculate a discount. |
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Assume that we need to create a board discount meeting the following conditions:
The board discount for adults who book main bed accommodation in a double room - 20%. The discount is calculated on the basis of the price of the meals. A tourist books a double room with breakfast and main bed accommodation. We need to calculate the amount of the discount:
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Assume that we need to create an accommodation discount that is based on the accommodation price as well as on the board price and should meet the following conditions:
The board and accommodation discount for adults who books main bed accommodation in a double room - 20%. The discount is calculated on the basis of the prices of meals and accommodation put together. A tourist books a double room with breakfast and main bed accommodation. We need to calculate the amount of the discount.
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Calculating discounts for the Pensionate price-list
When using the Pensionate price list, meals are included in the accommodation price. In view of that, the discount, based on the "Accommodation + meals" calculation, is applied to the hotels with the Pensionate price-lists in most cases.
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Assume that, you create an accommodation discount for the Early booking tariff, where the discount is not applicable to meals. Here the following conditions should be met:
The accommodation discount for adults that book main bed in a double room - 20%. The discount calculation is based on accommodation price only. A tourist books main bed accommodation in a double room with breakfast. We need to calculate the amount of the discount.
Thus, if the RO board type was set by default, the system still views it as one of the board types that can also be used to calculate a discount. |
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Assume that we need to create a board discount meeting the following conditions:
The board discount for adults who book main bed accommodation in a double room - 20%. The discount is calculated on the basis of the price of the meals. A tourist books a double room with breakfast and main bed accommodation. We need to calculate the amount of the discount:
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Assume that we need to create an accommodation discount that is based on the accommodation price as well as on the board price and should meet the following conditions:
The board and accommodation discount for adults who books main bed accommodation in a double room - 20%. The discount is calculated on the basis of the prices of meals and accommodation put together. A tourist books a double room with breakfast and main bed accommodation. We need to calculate the amount of the discount.
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Calculating discounts for the Hotel price-list
In the Hotel price-list the board and accommodation prices are set separately.
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Assume that we need to create an accommodation discount for the Early booking tariff. It is based on the accommodation price only and should meet the following conditions: Tourist type: adult Room type: double, main bed accommodation (1 000 RUB) Board type (by default): BB (300 RUB) Early booking tariff settings: do not offer RO board type The accommodation discount for adults who book main bed accommodation in a double room - 10%. The discount is calculated on the basis of the accommodation price. A tourist booked a double room with breakfast, main bed accommodation. We need to calculate the amount of the discount.
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Assume that we need to create a board discount, that should meet the following conditions:
The board discount for adults who book main bed accommodation in a double room - 10%. The discount is calculated on the basis of the board price. A tourist books a double room with breakfast and main bed accommodation. We need to calculate the amount of the discount:
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Assume that we need to create an accommodation discount that is based on the accommodation price as well as on the board price and should meet the following conditions:
The board and accommodation discount for adults who book main bed accommodation in a double room - 20%. The discount is calculated on the basis of the prices of board and accommodation put together. A tourist books a double room with breakfast and main bed accommodation. We need to calculate the amount of the discount: Board and accommodation price: 1 000 RUB + 300 RUB = 1 300 RUB The amount of the board and accommodation discount: 1300 RUB * 20% = 260 RUB The accommodation price minus accommodation and board discount: 1 300 RUB - 260 RUB = 1 040 RUB
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Room price for a tourist (amount that a tourist pays to a tour operator): | 1 000 RUB – 10% = 900 RUB |
Amount to be paid to a supplier: | 900 RUB – 20% = 720 RUB |
The tour operator’s revenue: | 900 RUB – 720 RUB = 180 RUB |
Calculating tour operator’s discount
Assume that the supplier offers a double room at 1 000 RUB with no discounts, but the tour operator provides a tourist with a 25% discount at his own expense. The tour operator’s commission here is 20%.
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Room price for the tourist (amount that the tourist pays to the tour operator): | 1 000 RUB – 25% = 750 RUB |
The amount due to be paid to the supplier: | 1 000 RUB – 20% = 800 RUB |
Expenses of the tour operator: | 750 RUB – 800 RUB = – 50 RUB |
As we see, such a great discount costs only 50 RUB to the tour operator.
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Room price for the tourist (amount that the tourist pays to the tour operator): | 1 000 RUB – 10% – 25% = 675 RUB |
Amount due to the supplier: | 1 000 RUB – 10% – 20% = 720 RUB |
Expenses of the tour operator: | 675 RUB – 720 RUB = – 45 RUB |
Penalties
For self-operated accommodation, you can set cancellation charges and the terms of their application. Cancellation charges can be set for all the selfoperated products. The cancellation charges for all the products are created according to common scheme with minor differences. We will cover the process of creating cancellation charges in the subsequent section.
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Go to Self-operated products and click Hotels.
In the table of results, in the name column, click the required accommodation. The accommodation contract appears:
In order to edit accommodation contract,
Go the required tab and click Edit to switch to editing mode.
Make necessary corrections.
Click Save.
In order to edit accommodation description,
click View the hotel description.
The accommodation description page appears:
On the accommodation description page, go to the required tab (e.g. Detailed description, Location, etc.) and click Edit to switch to editing mode.
Make necessary corrections.
Click Save.
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Go to Self-operated products and click Hotels.
In the table of found entries, click the required one. The accommodation contract appears:
Click Edit to switch to editing mode.
Click Associate with a new hotel description in order to create a new description for the accommodation contract. Fill in the information on the tabs as it was described in Creating a New Accommodation Description.
Alternatively, click Associate with an existing hotel description to select a new description from the list of previously created or import a hotel description from external suppliers. To search for description follow the steps described in Creating a New Contract for Existing Accommodation.
Click Save.
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Open the contract of a required accommodation:
Click Edit.
Clear the Active check-box. The accommodation will be moved to archive.
Click Save.
The deactivated hotels are not deleted permanently. They are moved to archive and can be restored. To view archived entries, in the table of selfoperated accommodation, click Archive:
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