This help document will also help if you trying to amend a rate's settings or details - please refer to the different steps below.|
You can create a new rate at anytime and apply it to individual or multiple room types.
You can also create rates just for specific customers by making it valid for specific selling groups (for example, a rate that you only want your online sales channels to use).
When you set up a new rate, it will appear on your public booking screen (if set to do so) alongside any other rates that apply to the room types that it is valid for (see the example in your booking screen options).
You can copy any existing rate so that iBex will pre-populate all fields (except for the name) in the Details tab to save you time from having to fill it in.
Copying the rate also allows you to either add or subtract a percentage or set amount from that rates prices. To copy a rate, just select the Copy option in the Actions box on the right hand side of the rate that you want to copy.
There are 3 steps to adding a new rate to your system:
Step 1 - Define the rate details and set the rules for it (such as it's description, the number of occupants it is valid for, etc)
- Select the New rate option in the Rates & min stays section in the menu.
- Fill out the Details for this rate type using the help below and any on screen hover tips (when you move your mouse over the appropriate field).
- Click the Save Rate button.
- Once saved, iBex will refresh the screen and you will see additional tabs have been added next to the Details tab.
You can open and close any sections within the tab by clicking the + or - sign at the end of each section
Marketing Name - This will show on your public booking screen and customer confirmations and receipts. It is recommended that you only add a rate name and not anything to do with the room types that will be using the rate. (Examples may be 'Nightly', 'Per Night', 'Extended Stay', 'Special rate', 'Room Only', 'Best Available Rate, 'Last minute Special', Early Bird Special', etc).
iBex Name - This is the name that will represent the rate in your system so anytime you see this rate in iBex, this name will be shown.
Only you (the user) will see the iBex rate name so it is important that it is named according to what the rate represents so that you recognise which rate it is and what room types it applies to so that you will know, at a glance, which rate it is. It could be the same as your Marketing Name followed by the room type Marketing Name but since it is restricted to 15 characters, you may need to use short codes to help.
For example, you could use 'nt' for Nightly rate and 'bb' for Bed and Breakfast. You could also use the iBex rate name or a short code to represent the room type that it applies to so for example, 'Std' for the standard room, 'Dlx' for the deluxe room.
'nt-Std' would then be nightly rate for the standard room, or 'bb-Std' would be the B&B rate for the standard room. Another example could be to use the code for the rate marketing name followed by the room numbers it applies to - for example, 'nt-1,2,3,4' or 'nt-5,6,7,8'.
Charge Mode - How do you want this rate charged? This is generally set as Nightly for accommodation providers.
Notes (Private) - add any notes you feel necessary (for example, when you want it valid for, when it was set up, who by). The information is shown in the Notes column when on the Search/Maintain Rates screen.
Which Tax Code is included? - select the tax that the rate includes.
Description/Inclusions - If a customer clicks on the Marketing Name when on your public booking screen, this information will be shown.
Examples may be 'Our nightly rate includes complimentary tea & coffee facilities and full use of our facilities', or 'Our nightly rate does not include bedding. If bedding is required, please select in the extras option'.
Guest Rules Section
Base Guests - Enter the maximum number of guests that can book this rate.
Additional Guests - Enter the maximum number of additional guests who can stay at an additional cost.
Total Guests - This will be pre-populated by iBex once you have entered the previous 2 values.
Min Guests - This is usually set as 1 but if the rate is for a set number of occupants, enter the minimum number here.
Rate Type - iBex allows 2 different rates to be applied to the same booking enabling you to offer different adult and child prices.
The Primary rate will always be the rate that is actually selected by the customer (which must always include an adult), and once selected, iBex would then apply a secondary rate if it is applicable (ie. if the customer selected children).
The number of guests always has to reach the maximum Base number required (set above) before the secondary rate will be offered.
For example, if you have a base rate for 1-2 guests and a secondary child rate set up, if 1 adult and 1 child booked, they would be charged the primary rate, where if 1 adult and 2 children booked, the first 2 occupants would be charged the primary rate and the 3rd occupant (the second child) would be charged the secondary rate.
Allowed Guest Types - select who the rate is valid for.
Linked Rates Section
Link Rate - Do you want to set specific rate values for this rate or do you want it to copy another rate's values and either add or subtract a specific amount or a percentage?
iBex allows both.
If you want to set specific rate values for this rate select Default Rate Value.
If you want this rate to copy another rate's values, select the iBex rate name that you want to copy from the drop down option. Once you have selected a rate to copy, you can set either an amount or a percentage that you want to add on or subtract (or use the same values).
Some Notes about Linked Rates:|
Child Rate - If you have a secondary child rate that you want to be charged with this rate (once the number of guests has reached the maximum base number set), select the iBex rate name here.
Infant rate - If an infant is included in a booking, they are not included in the guest count and no charge is added. If you wish to change this you will need to set up a new rate set as a secondary rate type and valid for infants only. Only then will it be an option to select here.
Advanced Rules Section
Deposit Required - iBex will advise the customer what your deposit is at the guest details stage on your public booking screen. PMS users will also be advised what deposit is required when adding a New booking into the system. If you want this rate to have different deposit conditions to your standard deposit conditions (which are set in the Deposit section in the Details tab for Property details), you can set it here.
Maximum Stay - If this rate can only be booked for a maximum number of nights, select here.
Account Tracking Code - If you use your own account tracking codes you can enter it here for reporting purposes.
Reporting Groups -If you use any reporting groups, select or add them here.
Package Rate - A package rate has a fixed price value and a variable secondary value. It is not required if this rate includes the same inclusions for any duration booked.
Please click here for more information about Package rates before selecting yes.
Available for Online Bookings - Only if you do not want this rate displayed on your public booking screen or at sales channels, select No here.
Early Bird Rate (Lead Time) - Do you want this rate only bookable if your guests are booking 'x' amount of time in advance? If so, add in the number of days after today when you want the rate to be bookable.
For example, if you want the rate to only be bookable if the guests are booking 6 months in advance, you would enter 182 - Click here for more information).
Last Minute Rate (Expiry Time) - Opposite to the Rate Lead Time, do you want this rate only to be bookable if your guests are booking last minute? If so, add in the number of days after today that you want the rate not to be shown (for example, if you want the rate only to be bookable if they book within 2 days of arrival, enter 2 - Click here for more information).
Once saved, iBex will notify you that it is not mapped to any room type or selling group so is not available for sale until this has been done.
Step 2 - Assign the rate to the room types and selling groups that will use this rate.
Any rates that you create must be mapped (assigned) to the room types that the rate is valid for. If not, iBex will not know which room types to charge which rates.|
You must also map the rate to the selling groups that you want to be able to use it (for example, your own booking screen, online sales channels, etc). You can map any rate to multiple room types and selling groups.
There is more help information about mapping room types, rates and selling groups by clicking the Help button when in this tab
- Select the Room Types/Selling Group Mappings tab,
- A table will appear where you set what room types and selling groups this rate will be for.
As instructed, tick the cell that represents the room type that will be charged this rate and the selling group that can use it. The rate can be used by multiple room types and selling groups so you can select multiple cells as required.
Some helpful tips:|
- Click Save Mapping when you have set your mapping.
Once saved, you will be able to add the actual values for this rate (as long as you did not use a linked rate in Step 1 as the linked rate would determine what the prices would be).
Step 3 - Set the actual prices that you want to charge.
If this rate is set to use a linked rate in Step 1, then the pricing will already be determined from that rate's pricing. If this is the case, the prices can be viewed in the Pricing tab but not changed.|
For more information about the functions in the Pricing tab on this screen, click the Help button.
- Select the Pricing tab
- Select the pricing method you want to use to set the prices - it will be highlighted green when activated (see further instruction below)
Once the pricing has been saved, it is recommended that you go to your public booking screen so that you can view it like your customers would. That way, you can amend any mistakes (such a spelling mistakes, assigning it to the incorrect room type, etc) and rectify it asap.
Click the link to My Bookings Screen in the Actions section (on the right hand side) and check that the new rate is as required.
Once you are happy with the new rate, you may also want to map it to individual online sales channels in the Channel Manager so that they are automatically updated with this rate and it's availability.
Using the Long Term Method
- Click on the cell that represents today and the iBex rate name.
- Set the minimum stay requirement that is required for this rate to be booked.
- Select the dates that you want this rate to be valid for.
Click the infinity sign at the end of the 'To' date if you want the rate to be valid indefinitely. If you enter any date range longer than 1 week, the days of the week will appear so that you can set the rate for specific days within that date range. This does not work if indefinitely is set.
- Enter the price you want to charge for the Base Rate and any additional guests (if applicable)
- Click Set Rates.
iBex will confirm that the rate has been saved so you can either Close the pop up and see the rates on the calendar, or add other rate value (for example, if you are setting a mid week price and a different weekend price).
Using the Short Term Method
- Click on the cell that represents the date and the iBex rate name you want to set the price for.
If the date is not shown when you want to set it for, select it in the mini calendar in the right hand side and the dates on the calendar will then refresh to that date.
- Enter the price for the Base Rate in the Base row.
- Enter the price for additional guests in the Addn Pax (if applicable).
- Repeat for all dates you want the price valid for.
- Click Save.
iBex will then confirm that the rate has been saved so you can see the rates on the calendar.