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Manual Corporate Module

In this article you find instructions for using the corporate module of hoteliers.com. You can follow this manual if you using the corporate module. For more information about the corporate module you can click here.

The corporate module is an upgrade of the booking engine. With the corporate module you can create codes for extra discount on a guests reservation. This article contains the following subjects:

1. What is the corporate module
2. How do I activate the corporate module
3. How do I use the corporate module?
4. How do I create Corporate Rates?


1. What is the corporate module?
This corporate module is a module that allows guests to book discounted rooms in a password protected part of the website. The module is ideal for online bookings by business guests, but can also be used by leisure guests. 

The users will mostly be regular guests , or guests using a promotion or advertisement with a login code providing them with a discount. Consequently, guests will be motivated to return to the website and book again.  The results of an advertisement can be measured, providing the hotel with statistics of the advertisement’s success. Since hoteliers.com does not work with commission the profit per night, including the discount, is often higher than with websites that do ask for commission. 

But the best is yet to come..! With this module, the rate parity requirements of other third party websites do not need to be taken into account, providing both your hotel and your guest a great advantage!

 

2. How do I activate the corporate module?
Your hoteliers.com account manager can activate the corporate module for you. Once it is activated the module can be found in the back-office system of hoteliers.com Please log into http://login.hoteliers.com, and click on the “Corporate Module” tab.

On the front, on your website, there are different options to implement the Corporate Module, something you can discuss further with your account manager. 

 

 

3. How do I use the corporate module?
Once you have logged in you will see three menu items:

  1. Show users.
  2. Add user
  3. Corporate profile

Corporate Profile
Let us first insert the general settings. For this you need to click on Corporate Profile (in the grey field on the left site of the screen). You will subsequently be asked several questions:

Credit needed for corporate HBE bookings
Do you require a credit card to guarantee the bookings via this module? Click Yes or No.

Place ‘Corporate account log-in’ link on white label listing
Would you like to have the booking with access code link on the booking page of your website? Click Yes or No.

Display normal rates on corporate listing?
Would you like guests to see both the standard BAR rate and the special corporate rate upon logging in? This can prevent you from sometimes having a lower BAR than an agreed upon rate with a different company.  By clicking on Yes the BAR rates will also be shown, providing the guest with a choice. Click Yes or No.

Display packages on corporate listing
This setting enables to put a corporate module discount on packages. You can enter the packages discount in the package field. Click yes or no.

The settings are now correctly set. We can now start adding users. To do so, please click on:

Add User
This will allow you to add users, either a specific user or a group user. You  will be asked to enter the following information:

Username*
This field is required. Here you can create a user. The name is necessary in order for you to easily recognize a group or a user. You can, for example, use the company name or the name of the discount. 

User description (not seen by user)
This field is optional, and allows you to write a brief description for the user, but is also for your own use. It is also possible to insert the date of meetings or guest preferences here.

Billing instructions
This field is optional. It can be used to add invoice instructions with the booking, for example: a monthly invoice. 

Send copy of booking e-mail (leave empty if not used)
This field is optional. Here you can insert an e-mail address to which a copy of every booking will be sent, for example the finance department of a company.

Access code*
This field is required. This is the password for guests to log into the module. You can use any combination of number/letters. We recommend at least three characters, but it can also be a word, for example : discount. 

Show account-edit link*
This field is required, and allows you to decide whether or not to have a link in the module allowing the user to always customize their name and address information. It is always possible to change the name and address information manually during the booking process, however this is setting about the default name and address information. It is advised to set this to Yes for individual users and No for groups. Click Yes or No.

Corporate userdata (not required – if filled in, these will be preset in step 2 of the booking process).
This field is optional, it allows you to insert the standard name and address information for users. This can only be used if you create an individual user or a company, such as a secretary whom makes all the bookings. This data is automatically used in the booking process, but can still be manually adjusted during the booking. It is therefore not advised for groups with different bookers, and advisable to keep this field blank.

The user has now been created and we can now start by adjusting the prices and availability.

Show users
Once you have created a user he/she will become visible on the module. Per user you can do the following:

Edit/assign rates
Here you can assign corporate rates to every user, which we will do first. Once these are created you will be able see the corporate rates at the bottom of your screen  and assign them to the user by ticking the respective box and clicking on save.

Delete
By clicking on this button you will permanently delete a user.

4. How do I create Corporate Rates?
Creating a corporate rate is done by clicking on the tab Hotel data.

When you click on one of the room types, once clicking on Hotel data, you will see different options in the room information.

Corporate room only
It is possible to have a room type specifically for the corporate module. You can do so by creating a new room type and clicking Yes for this option. The room type can then only be seen in the corporate module. If instead you want to just apply corporate rates to this room, click No.

Add Corporate rate to this room
Here you can add a corporate rate to a room type. Click on a room type, for example Single Room, and then click on Add a Corporate rate to this room.

You will then need to fill out the following field:

Rate name
This is the name of the rate, here you can give the rate a descriptive name. You can now chose to link the rate to an already existing rate or create a new rate.

Linking to an existing rate
Following is an explanation of how to link a rate to an existing rate and on the next page you will find an explanation how to create a new rate.

Linking rates provides you with the possibility to link a rate, in terms of price and availability or just availability, to an existing rate.

Is connected rate
Here you can link a rate to an existing rate. This option provides you with the possibility to offer a fixed discount  to the linked rate. For example, 5% discount on the BAR rate or € 5.00 discount per night on the BAR rate.

We will now link a rate by selecting a connected rate. Next you will see the following fields: 

Discount
Here you can insert a discount percentage or price, after which you can choose whether this is a fixed price or percentage.

Discount or own rate properties
In case you have chosen discount, you can now activate the rate by clicking on Yes under Activate Rate. However, if you want to insert separate discount prices that are also linked to the availability of a certain room type you can choose to click on Own Rate Properties. The rate will then be given its own price, but will still be linked to the availability of an existing rate, for example with fixed contract prices. 

In case you have clicked on Own Rate Properties you will need to insert the following:

Is Active rate
Here you can activate the rate by clicking on Yes or No.

Close rate x nights before arrival (leave empty for autoclose)
This will let you close the room a specific (to be inserted) number of days before arrival.

Default rate and minimum stay for all months
Here you can insert the standard prices and restrictions for this rate.

Guarantee method
In the following screen you will see an overview of all the settings and you can change the guarantee method under Guarantee Method. You will be able to chose from:

  • Credit card or PM-hold
  • Credit card
  • PM-hold
  • No guarantee required

You will now be able to adjust the prices and availability the same way as you are used to on hoteliers.com. Now that you have created a corporate rate you can link it to the corporate users you created by clicking on Show users under the tab Corporate Module.

The users can now log into the website and book the special rates. In case you do not want to link a rate to an existing rate you can create a new rate.

Creating a new rate
In case you want to create a new rate and not link it to anything then you can also provide users with separate prices and availability. To do so you click on --NO RATE -- when asked Is rate connected.

Is Active rate
Here you can activate the rate by clicking on Yes or No.

Close rate x nights before arrival (leave empty for autoclose)
This will let you close the room a specific (to be inserted) number of days before arrival.

Default rate and minimum stay for all months
Here you can insert the standard prices and restrictions for this rate.

Guarantee method
In the following screen you will see an overview of all the settings and you can change the guarantee method under Guarantee Method. You will be able to chose from:

  • Credit card or PM-hold
  • Credit card
  • PM-hold
  • No guarantee required

You will now be able to adjust the prices and availability the same way as you are used to on hoteliers.com. Now that you have created a corporate rate you can link it to the corporate users you created by clicking on Show users under the tab Corporate Module.

The users can now log into the website and book the special rates.

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