Managing hotel services

This manual includes:

1.Location of the services database
2. Adding new services fixed services
3. Adding a fixed service in a reservation window
4.
Adding new services one-time services
5.
Adding a one-time service in a reservation window
6.
Describing the Services module

1. Location of the services database

To view the list of services, proceed to Tools > Configuration > Services.

The list includes all active services, used in this property.

Here you may find the most basic information, such as a service name and its` availability.

2. Adding new services fixed services

The manual below describes adding a new fixed service. We will use a parking spot rental as an example.

Step 1. Press the “Add” button.

Step 2. Insert a service name- “Parking spot rental”.

Step 3. Now you need to select a stock for this service. Press the “Manage stocks” button.

The stock allows to define, how many units of the given stock will be available for rent in your property. In our case we will include the “Parking” stock and assign 10 parking sports to it.

Step 4. Create the “Parking” stock and insert a number of parking spots. You may save the changes after that.

Step 5. From the list, choose the newly created “Parking” stock.

Step 6. Select a service type. There are two options to choose from:

One-time service – it`s an hour-based service (i.e. Conference room rental).

Fixed service – it`s a daily service. Its` value will increase and decrease with the length of reservation. The only place where you can rent fixed services, is in a reservation window > Meals tab.

In case of parking spot rental, these are usually rented for a duration of the whole stay, not a specific hour. Because of that, we will select the “fixed service” option.

Step 7. Select time when this service can be rented. In our case we will select the “During check-in” option. In total, the following options are available:

During check-in – service will be available on the day of arrival
During check-out – service will be available on the day of departure
Only between – service will be available only during the specified time range.

Additionally, you can limit the availability of this service to the currently selected hotel. Such feature is useful when you are running multiple properties on the same KWHotel database.

Step 8. Insert an amount that will be deducted from stock when you rent the given service. In our case this means the number of parking sports which will be “taken” from the stock when someone rents such service in a reservation screen.

For the sake of our example, the value of “1” will be optimal.

However, there might be situations when your customers visit you by trucks. In this scenario, you can create a separate service- “Parking- truck”, assign it to the same “Parking spot” stock and assign the larger number of units to be taken (i.e. 2). This will ensure that the limit of 10 parking spots is still valid but cars will take only one spot while trucks- two spots.

Step 9. Insert a tax value.

Step 10. It is time to insert a price for our service (rate plan). Press the “Add rate plan” button. A new window will be opened.

Step 11. Insert a rate plan`s name- for example “Standard”.

Step 12. Select a rate plan`s validity date. If you would like it

 to be available at all times, do not change the default “From” and “To” values.

Step 13. Select a service`s duration. In case of a fixed service, it is not required to change anything here.

Step 14. Insert a gross price for this service.

Step 15. Set intervals, between which a service will be available. In case of a parking spot rental, we want them to be available at all times. Insert a value “1” (available every 1 minute).

Step 16. Save your rate plan

You may now save your changes. Service will be added to the list of active services.

3. Adding a fixed service in a reservation window

Step 1. Open a reservation which you wish to assign a service to.

Step 2. Proceed to the “Meals” tab.

Step 3. Your service will appear as one of the options to choose from. More on the “Meals” tab can be found here.

Step 4. Assign a parking rental service to this reservation. In this scenario we will assign one parking spot for each day of a reservation.

Attention! If you exceed the number of vacant parking spots in the given time range, KWHotel will show you a message.

4. Adding new services one-time services

The manual below describes adding a new one-time service. We will use a bicycle rental as an example.

Step 1. Press the “Add” button.

Step 2. Insert a service name – “Bicycle rental”.

Step 3. Now you need to select a stock for this service. Press the “Manage stocks” button.

The stock allows to define how many units of the given stock will be available for rent in your property. In our case we will include the “Bicycle” stock and assign 5 bicycles to it.

Step 4. Create the “Bicycles” stock and insert a number of bicycles.

Step 5. From the list, choose the newly created “Bicycles” stock. Step 6. Select a service type. There are two options to choose from:

One-time service – it`s an hour-based service (i.e. Conference room rental).
Fixed service – it`s a daily service. Its` value will increase and decrease with the length of reservation. The only place where you can rent fixed services, is in a reservation window > Meals tab.

In case of a bicycle rental, we want to rent them on hourly basis. Because of that, we will select the “one-time service” option.

Step 7. Select time when this service can be rented. In case of one-time services, the following options are available:

Only between – service will be available only during the specified time range.

Additionally, you can limit the availability of this service to the currently selected hotel. Such feature is useful when you are running multiple properties on the same KWHotel database.

In our case, we do not want to limit our rental to a particular season. Thus we do not select any option.

Step 8. Insert an amount that will be deducted from stock when you rent the given service. In our case this means the number of bicycles which will be “taken” from the stock when someone rents such service in a reservation screen.

For the sake of our example, the value of “1” will be optimal.

Step 9. Insert a tax value.

Step 10. It is time to insert a price for our service (rate plan). Press the “Add rate plan” button. A new window will be opened.

Step 11. Insert a rate plan`s name – for example “Hourly”.

Step 12. Select a rate plan`s validity date. If you would like it to be available at all times, do not change the default “From” and “To” values. In our scenario, we want to rent bicycles from 08:00 to 20:00.

Step 13. Select a service`s duration. In case of renting bicycle for one hour, insert a value of 01:00 (one hour).

Step 14. Insert a gross price for this service.

Step 15. Set intervals, between which a service will be available. In case of a bicycle rental, we want them to be available at all times. Insert a value “1” (available every 1 minute).

What does it mean? If we rent bicycles from 08:00 – 20:00, each subsequent bicycle can be rented at 08:00, 08:01, 08:02, etc.

Step 16. Save your service. It will be added to the list of active services.

ADDITIONAL EXAMPLE – renting bicycles for a whole day.

In such case we name our rate plan “Daily”. We set its` validity from 08:00 to 20:00. We set its` duration for “Day”.

We insert a price for the whole day rental. We set the availability every 1 minute.

What does such configuration give us?

For example, our guest can rent a bike at 10:00, for a price of 30 EUR, and use it the whole day.

5. Adding a one-time service in a reservation window

Step 1. Open any reservation.

Step 2. Go to the “Services” tab.

Step 3. Press the “Add” button.

Alternative – you may also press the calendar icon (A) to open the Services module and manually select a term to rent bicycles for.

Step 4. Select a service type – Bicycle rental

Step 5. Select a rate plan which you want to use (Hourly or daily). In our example we will select the hourly version.

Step 6. In the “Reservation term” section choose a duration of renting a bicycle. Let us select two hours here.

Step 7. In the “Customer data” section insert your guest`s data.

Step 8. Save your service.

6. Describing the Services module

The Services module consists of the following parts:

The “New service” button – allows you to insert a new service to the calendar.

Today – sets calendar for the current day.
Display filter – allows to set a time period which will be displayed on the calendar.
Time filter – lets you adjust, using a slider, the hour (or minute) range that will be presented on the calendar.

To add a service to the services calendar, just press the “New service” button and select a date when you want to perform the rental.

Alternatively, you can select a time period on the calendar and then press the “New service” button.

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