Manage Room Allocation Screen

Step

Action

Select Admin | Room Type from the upper Menu bar.

Click the Allocation button (towards the bottom of the screen).

Select the required room type from the Selected Room list box.

It will already have the room type selected that was being displayed prior to calling this screen.

Step	Action
4	Select the Allocation Pool (if more than one allocation pool has been defined) - refer sample screen shot above.
5	To record a new validity period, OR overwrite an existing period, complete room allocation details as follows: New Valid From – set start date as required New Valid To – optional field. Note this validity period may include any previously defined period and it will overwrite the allocation details of the previous record if this is the case. Allocation – set number of units to be allocated to this Allocation Pool Sell Method – select On Demand or On Request. For definitions, please see below. If Not Avlbl – set to Stop Sell or Sell On Request. For definitions, please see below.

6	To delete a validity period, click the Delete button for the selected period. This will delete the selected period by rolling it up into the previous period. For example, using the sample screen above, if we wanted to delete the period from the 12 Oct 05 to 3 Dec 05 then the Valid To of the previous period will be extended from 11 Oct 05 to 3 Dec 05. The allocation below the deleted record will be left untouched. See example below for changes:

Allocation Pool – when a property is registered, an allocation pool is automatically registered called “Main”. The availability of rooms for sale will be referred to the allocation levels in this pool where availability equals the allocation less the number of rooms booked.

In most cases, this will be sufficient but advanced users may require more than one allocation pool so that your wholesalers or agents can be assigned to operate from an independent allocation pool.

Allocation Period – An allocation can be provided for a specific time period consisting of a valid from date and valid to date. In this period, you can define the number of rooms of a particular room type that are available for sale. You can also define the sell method and what to do if all allocation has been used as defined below. Note that the valid to date is optional. If not defined, then this indicates that the allocation and other parameters are valid indefinitely.

Sell Method – During this period, users can make bookings either On Demand (instant confirmation) or On Request (bookings require your confirmation). You set which sell method is to be used on this room type during this validity period.

If Not Available – This only applies where sell method is set to On Demand. Once the allocation has been sold, you have the option of ensuring this room type is not available for sale or is still available for sale but On Request only. This allows you to oversell rooms but if you have defined room units in iBex, you cannot confirm more bookings than there are available room units to assign them to.

Room Exclusion (0 Allocation) Note that if the allocation is set to 0, then this is interpreted as the room being unavailable for any bookings (either on demand or on request) and will be marked in pink in the appropriate calendar cells of the Calendar Screen.