Promo Codes allow you to invite your guests to enter a code as they start their booking which will entitle them to some sort of benefit or reward. These instructions are for offering a free extra - this could be free wifi, or free breakfast.


You will only be able to use this functionality if you have the Agents PMS option, and also the Extras PMS option.

Please contact your support team to activate the functionality if it is required.



Standard iBex User Example


Click here to view live example


In the example we have set up a Free Breakfast promotion.
This can run for any specific dates, and can be applied to specific rooms/rates.


Once added to your website, your customers will be able to enter a code on your booking screens to be able to book accommodation and receive their Free Breakfast.


In our example customers will need to book for 2 nights, and only between May and July.


A promo code link will be added to your booking screens:



Customers can then enter your code:



Any specific rates/rooms will then be available to book:




CMSWebsite2Go Example


Click here to view live example


In the example we have set up a Free Breakfast promotion.
This can run for any specific dates, and can be applied to specific rooms/rates.


With CMSWebsite2Go website, we can add a form to any page of your website so that customers can enter a promo code.


In our example customers will need to book for 2 nights, and only between May and July.



Once the customer enter the promo code they will be redirected to book your special rates




Instructions


Not all the steps below are necessary, such as setting up a selling group or creating new rates. It really depends how you would like to set up your Promo Code.

Please contact us for advice, or if you would prefer the iBex Support Team to set this up for you, just scroll down and fill out the form at the bottom of the page.




Register An Agent


First we will need to set up an Agent in iBex.


To do this go to New Agent (under the Customers, Companies & Agents section in your menu)

  • ID: Enter a short code (between 4 - 8 characters) for you to identify this agent in your iBex system.
the Agent ID is what will be used for your Promo Code, and given to customers to receive their discount/special.


  • Name: Enter the name of the agent here.

  • User Code: If you have your own reference or code system, you can enter this in this field. If not, ignore.

  • Type: Select what type of agent they are

  • Notes: Add any notes about the agent here.

  • Reporting Group: If you have created any Reporting Groups, you can assign the company to a certain group.

The Contact and Address details are not important when setting up an Agent for the purposes of Promo Codes,


Rules: Please see below for explanations of each field.

  • Selling Group: If you have a group set up under which this agent would fall, you can set it here, for example, Agents.


You can add new Selling Groups if you wish, just follow the instructions in the next tab.


Only the rooms and rates that this selling group has been set to use will be bookable by this agent. You can view this by checking the selling groups settings in the Search selling groups option in the menu and clicking on their ID.


  • Rate Modifier and Extras Modifier: This refers to the rate percentages that are set up for the selling group that you have added this agent to. You may wish to have this agents rates the same or at a percentage higher or lower than you sell on your own website. You set the Rate Modifier at the appropriate value (ie Rate 1, 2, 3, 4, 5 or 6) according to the percentages set up in the selling group’s settings. If the percentage is not one of the options available, save it at a different Rate Modifier which you can change after saving the agent to your database.


To change the rate modifier’s value after saving the agent, click on the link to the selling group you’ve registered it to (on the right hand side in the Actions box) and amend the values in the Details tab. Once you’ve changed the values, you can easily go back to the company’s details by clicking on their name at the bottom of the Details tab for that selling group


Whenever you set a company or agent a Rate Value, the rate modifier is always applied to all rates that the company or agent uses/books.


  • Allow P/Order (Purchase Order): If the agent/sales channel has their own system of reference numbers they would like you to quote when you invoice them, you can enable this functionality by clicking Yes. If selected, any time they make a booking through their own booking screen, they can enter their reference number rather than a credit card number to confirm the booking as the payment screen will be omitted from their booking process.

  • Multi-booking Invoice: If you want to be able to invoice the agent/sales channel for more than one booking on the same invoice, select Yes here.
    For example, if you want to send them an invoice once a month with all the bookings for that month on.

  • Sell Extras: If you want to the agent/sales channel to be able to sell your extras (which are registered in your account), select Yes here.

  •  Commission and Commission Extras Code: Most agents/sales channels will charge you commission for selling your property. iBex can automatically calculate what that commission is allowing you to report on the commissioned amount as well as invoice the agent/sales channel with that commission taken from the total (with it broken down and displayed on the invoice).


In order for iBex to do this, the commission will be added to any booking as an extra (as a negative amount), so you first need to have the extra registered in your account.
Once the extra is registered in your account, enter the percentage that they charge for their commission and the Extras code that you want the commission to be assigned to.


Policies: If you want the agent to have different Payment and/or Cancellation conditions to your standard conditions you can add them here and these conditions will be shown on any bookings for this agent.


You can hover over ‘property policy’ to see what your standard payment policy and cancellation policy’s are.


Be sure to click the Save Agent button down at the bottom before you leave this page so any changes are saved.


After saving the new agent/sales channel, 3 more tabs will appear allowing you to view any payments, invoices and bookings made by them.



Create A Selling Group


The advantage of having a separate selling group for your promotions is that you can map specific rooms and rates that are only available to this group.


You can add as many Selling Groups as you require. When you register a company, an agent or a sales channel in your iBex account, you will need to register them to one of your Selling Groups (with the Default selling group being Main).

Only the room types and rates mapped/assigned to the Selling Group can be used or selected by the companies or sales channels that are registered to that selling group.


Instructions

  • Select New Selling group in the menu (in the Selling Groups section)

  • Fill in the details as required (please see the information below to explain each field)

  • Save the Selling Group details by selecting Add Selling Group

  • Assign the room types and rates that you want this selling group to be able to use/select

  • Save Mapping

New Selling Group Details

General - Enter your Selling Group name (for example, Regular Companies, Sales Channels, OTA's, etc)


Rate Modifiers – Here you can set the values for this Selling Group so whenever you set a company/agent a Rate Value within this selling group, it will follow these rules.


For example, if you set Rate 2 as -5% and Company X to use the Rate Value Index 2, every time that company makes a booking, the suggested price would be 5% less than the rates loaded in your system (ie so 5% less than your own rates).


Once you have completed the above fields, click the Save Selling Group button.
After saving a new Selling Group, 3 more tabs will appear that you must complete in order for any companies or Sales channels registered to that Selling Group to be able to make any bookings.


Room / Rate Mappings Tab

This screen governs what Room Types can be booked by this Selling Group and what rates it can use for that room type.


Simply tick the cells that represent the room types and rates that you want this Selling Group to be able to use and click Save Mapping.


You can select multiple rates for the same room type and multiple room types for the same rates.


Extras Tab

This screen governs what registered Extras can be booked by this Selling Group. Simply select the extra's that you want this Selling Group to be able to book and click the Save Extras Mapping button at the bottom of the screen.


You will now be able to add companies and Sales Channels to that selling group and once registered to that group, iBex will list them in the appropriate sections shown in the bottom of the Details tab for that selling group and also advise if their rates are any different to Rate Value 1.


Rate Modifiers

Features of the Selling Groups function include:

  • Assigning specific rates, rooms, and extras to selling groups. Which in turn is applied to specific agents / sales channels.

  • Set price rounding (eg to the nearest $1 for percentage modifiers which are calculating decimals).

  • Set a rate modifier / price offset for a specific date range, or indefinitely, for each Rate Value subset.

  • Set an availability limit (by means of percentages) for a specific date range, or indefinitely.

  • Changing the names for your selling group subsets (up to 6 for each selling group).

You can assign specific rooms, rates, and extras to different selling groups. Each selling group can have up to 6 different rate values (subsets). This enables you to provide different companies and/or sales channels different pricing values and availability, dependent on the Selling Group and the Rate Value that they have been designated.


The Base Rate and Rate Value 1 is usually the same value, and is set on your Rates & Minimum Stays Calendar. Pricing will adjust automatically for Rate Values 2 - 6, depending on what percentages and offsets have been set up for each Rate Value. For example, Rate Value 2 may be set at -10%, Rate Value 3 at -5%, Rate Value 4 at +$5, Rate Value 5 at +$10 and Rate Value 6 at +15%.



Create A New Rate/s


Depending how you would like your Promo Code set up, you may wish to create a new rate or rates.


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).


TIP

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.

TIP 

You can open and close any sections within the tab by clicking the + or - sign at the end of each section
                               



General 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.


A couple of examples of why you may use a linked rate ...
  1. You might want to offer a Membership Rate that is 10% less that your Nightly Rate. If set, iBex will automatically calculate the true value of the Membership Rate according to whatever the value would be for the Nightly Rate.

  2. You want to provide your Nightly Rate to your own public booking screen but an increase of $10 to any sales channel.



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:
  • Enter a negative amount if you want these rate values to be less than the copied values.

  • If an amount is selected, the amount will only be added to the Base rate value (so not the additional person charge), where if the percentage is selected, both the Base rate and the Additional guest values will be calculated.

  • Linked rates are not valid for Package Rates or automatically applied to child or infant rates - these must be set as a new rate.


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:
  • You do not need to create a separate rate for each of your room types. Any room types with the same base rate can use the same rate because even if the rate has additional guest pricing, the maximum number of occupants charged is always controlled by the maximum occupancy set for a room.

    For example, if you have a standard room that allows 1-2 occupants for $100 and a suite that allows 1-2 occupants for $100 but also an additional guest for $25, the 2 room types could use the same rate. The rate would be set up to allow Base Guests to 2 with Additional Guests set as 1. Since the standard room only allows 2 occupants, the room will only ever be charged for a maximum of 2 occupants (so $100). Since the suite allows 3 occupants, they would be charged $100 if 1 or 2 occupants booked but $125 if 3 occupants booked.


  • If you select the Copy From Other Rates button, a pop up will appear where you can select the iBex rate name in a drop down option and see what mapping is set for that rate.

    You can amend the mapping for the rate selected by ticking or un-ticking cells is required. If you want to use the same mapping for the new rate, select the Apply Mapping to xxx button.

  • 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)



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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.

TIP 

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.

TIP - 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.



Create Your Free Extra


Your promotional free extra could be Free Wifi, Free Breakfast.


You can set  different charge types for each extra (for example, Per Person, Per Day, Per Booking, etc)and whether the extra is mandatory, available to all bookings, or restricted to specific rates and rooms. The price of the extra can also be automatically calculated as a percentage of the room value.


Once an extra has been registered in your iBex account, it can be booked by your customer's online or manually added to a booking at any stage.


Instructions:


  1. Select New extra in the Extras section in the menu

  2. The Extras Code field will advise that you are Registering NEW Extra

  3. Fill out the fields as necessary using the field descriptions below...


TIP - There are many enhanced features for extras but for a standard extra, we recommend that the fields in bold below are the minimum completed.


Select Extra: Ignore as setting up a new extra.


Name: Enter what the extra is called. This is what the customer will see and select on your booking screen (for example, Continental breakfast)


Short Name: This is what the extra will be referred to in your iBex system so enter something that tells you what it is (for example, bfast)


Category: Select the category that you want the extra to belong to.
Pre-defined Type: This option will only be shown to users with certain options - Only select if the extra is directly related to this type as it controls additional functionality.
Supplier Name: This option is only shown if you use Vouchering within your system. Enter the supplier if the extra is provided by an external provider.


Description: Add a full description of the extra. This will also appear on your booking screen when the customer opts to view the extra's details.


Instructions: Only required if necessary (for example, Please be at the pick up point 15 minutes before departure)


Tax Code: Set the tax that applies to your extra (eg. GST, VAT)


Charge Method: Set how you want the extra to be charged to your customer

  • Each - Your customer can select as many as they want. If Each is selected here, the field Percentage Charge will show enabling you to set a percentage as the amount to be charged (or discounted) with a maximum amount - please see Percentage Based Extras for further details

  • Per Hire - The charge will be for each hire

  • Per Booking - The extra will be charged once per booking

  • Per Person - The extra will be charged once per person and once selected allows you to select who the extra can be applied to

  • Per Person Per Day - The extra will be charged once per person and once selected allows you to select who the extra can be applied to and the number of days it can be charged

  • Per Week - The extra will be charged once a week and once selected allows to set the number it can be charged

  • Per Day - The extra will be charged once a day and once selected allows to set the number it can be charged

  • Per Night - The extra will be charged once a night and once selected allows to set the number it can be charged

Max Per Booking: You would use this if you have a limited number of the extra (for example, cots per booking)


Max Booking Period (Days): Add if you have a maximum period that the extra can be booked for


Non Refundable: Select if this extra is not refundable if booking cancelled.


Individual Sale: Select if this extra can be sold individually


Prevent Past Bookings: If enabled and the extra's from date is before the current date/time, it will be changed to the current date/time.


Mandatory Front Screen Bookings: We will select this option, as we want our extra to be automatically applied to bookings that are made with our Agent


Mandatory All Bookings: This will not be applicable for the purposes of a Promo Code


Show unavailable: This will not be applicable for the purposes of a Promo Code


Available with public bookings: This will not be applicable for the purposes of a Promo Code


Cost of Sale: Select if this extra is to be shown in the sales and occupancy reports


Valid for Properties: Applies to Multi-Property accounts only - Select the properties that can use this extra


Valid for User Groups: Select which Selling Groups can use this extras


Report Groups: Add as required


Only Valid for Rate Codes: This section will show any Rate ID's that you wish to exclusively be linked to this extra.



Valid for New Rate Code: Add any Rate ID's to this section and then Save the Extra. To add multiple Rate ID's, you will need to save the extra each time. (the iBex Rate Code is on the Search Rates option in the menu)


Not Valid for Rate Codes: This section will show any rate ID's that you wish to be excluded from selling this extra


Exclude for New Rate Code: As above, you can add the iBex Rate Code for any rates that you do not want to use this extra (the iBex Rate Code is on the Maintain Rate Rules option in the menu)


Comments: Add your own comments here. They are not shown to customers.


Status: You can make an extra inactive at any time by selecting here.


  • Once completed, click Save

You have now added the Extra to your system so you can now load the prices that you want to charge for the extra


For our example we are offering a Free Extra, so we can set our price as 0.

  • At the bottom of the screen, select the Create New Rate Period option

  • This will bring up a new pop up screen Set Extras Rates

  • Select the Extra that you are adding the rate to (if it's not already selected)

  • Select the Minimum stay required (usually 1)

  • Select the Valid from and Valid to dates (or tick the box to set the price to indefinitely)

  • Enter the required price you want to charge

  • Click Save


You have now completed setting up an extra so we recommend that you check that it works as expected in your system and on your public booking screen.

  • In iBex, open a booking and go to the Extra's tab and add the extra to the booking. You can easily remove it after.

  • On your public booking screen, the extras options are shown after a customer has selected the room that they wish to book.

If you make any changes, you will need to re-open your booking screen in a new tab so that it has been refreshed and show any new changes.



Create New Booking Screen Template


You can create booking screen templates for your accommodation, where you can have control over multiple settings; such as selling extras, amending the guests required fields, hot deals, limited rooms, amending colours and fonts, as well as using CSS for additional customisations.


Templates can be created for single properties, single property mobile, multiple properties, and item only sales.


Other reasons you may wish to create multiple booking templates is to provide an agent or company with a direct booking screen link preset with their custom pricing.


We recommend you view the booking screen overview prior to commencing creation of a booking template as it will aid you in understanding the booking screen components.


The instructions below will show you how to create an accommodation booking screen template. For other booking templates types see related articles at the bottom of this page.


Instructions

  • From left menu, Website Bookings group select 'Website Booking Templates'

  • Click New Template button

  • Select from options presented 'New Template (Single)'

  • Template creator will open, starting at General Fields Tab - please toggle section headings below in order for information to complete.



General Fields Tab


GENERAL SECTION



Field completion instructions below.


Template Name: This will be displayed on the front booking screen (if set to on the styling tab) the customer will see and also the previous overview screen


Property: Select which property this template will apply to


Display Summary: Select position of top, bottom, both or hide.


This is the overview screen which is on the extras, visitor details and payment screens on the front booking screen, it shows dates booked, amount of guests, price, extras total, accommodation total and then the overall total.


Adult Label: Amend default text as required.


Child Label: Amend default text as required.


Infant Label: Amend default text as required.


Show Extra Category: Select option of First Expanded, All Expanded or All Collapsed.


On the extras screen when first opened you can choose whether to have the categories to be expanded, collapsed or just the first expanded - i.e Transport and all running transports could be expanded but you could have a subsequent category of Miscellaneous items (guide books, tT-shirts, etc) collapsed.


FILTER OPTIONS SECTION


Click + adjacent to section title to expand if required (see image below).
                                                        



Field completion instructions below.


Order Selector: Select option for room ordering.


This controls the order you would like your room types displayed on the booking screen. Choose to Show or Hide (which will set random ordering).
Selecting show will use the room order set in iBex as a default, or you can over ride by selecting in the drop down selector (see image below).



Room Selector: Set options as required.


This field controls the maximum units allowed to be booked in a booking. Select to Show or Hide this option. The subsequent numeric entry fields set the maximum bookable by Public and then Agents.


Promo Code Field: Set to show or hide as required.


The Promo Code field will show at the bottom of the Guest Details page of the booking process. To set up a promo code, you will need to ensure that this iBex Add-On is enabled in for your account. Please contact Seekom Support directly for Promo Code activation. For help setting up a Promo Code, please go to the following link: http://seekom.freshdesk.com/solution/articles/231565-promo-codes


ADDITIONAL OPTIONS SECTION


Click + adjacent to section title to expand if required (see image below).



Field completion instructions below.


Credit Cards: Set as required.


If set as ‘Unticked’ the payment screen will be bypassed. If set as ‘Ticked’ one of the following options will be presented

  • No deposit:  iBex Vault screen will be displayed for credit card entry.
  • Deposit or full payment:  Payment gateway screen or iBex Vault screen will be displayed for credit card entry- depending on whether or not you have a payment gateway connected (eg. DPS, SagePay, etc.).

Combine Min Stays: Set as required.


Combine minimum stays on the calendar into one row rather than having all minimum nights stays on separate rows on the front booking screen.


 Full Rate: Set to show or hide as a required.


Often known in the industry as a rack rate, this is the rate at which the room is sold at it’s highest price (ie. full occupancy and peak season or event pricing).
The rate is set in the Rack Rate field on the Property Maintenance > Search/Maintain Room Types > then select a room.


Hot Deal Flags: Set to show or hide as required and then configure (if show is selected).


There are 3 options of different ‘Flame’ styles to choose from, these will appear on the front booking screen once the rate has ‘dropped’ the set % below the full room rate set (refer full rate field above).


Promo Text: Enter as required.


Replaces the current Lead in Special field which was set on the property page. Styling and images entry (through HTML) is supported.


You can include tags to automatically pull through information from iBex by clicking on <> (top right in example image above) and selecting required tag to insert.


How Found?: Set to show or hide as required.


Click here for instructions to set how found sources.


Offer Newsletter?: Set to show or hide as required.


Limited Space: Set to show or hide as required and then configure (if show is selected).


Setting a number in the spinner and then choosing either percent or fixed will display the ‘limited space’ message on the select accommodation page if the limit is meet.


AVAILABILITY OPTIONS SECTION


Click + adjacent to section title to expand if required (see image below).



Field completion instructions below.


Show Availability Remaining: If set as ‘ticked’ an availability row will be added to the front booking screens, allowing potential guests to see how many of each room type you have left.


Remaining Label: By default, if none is specified, it will default to “left”. Operators have the option to rename to another label which will display alongside the ‘availability remaining’ row.


Show Grouped Pax Selectors: Selecting the ‘Adult’, ‘Children’ and ‘Infants’ boxes will add in a select box to the front booking screen, allowing potential guests to easily book a per pax unit eg Bunk Beds


Maxed Grouped Pax Selectors: Sets the maximum amount allowed to be selected in the grouped pax selector on the front booking screen.


Default Grouped Pax Amounts: Allows the template to indicate the initial value for the Adult/Children/Infants pax selectors


On completion of all fields, select 'Next' button to proceed to Guest Fields tab.



Guest Fields Tab



Field completion instructions below.


LEAD GUEST SECTION


Confirm Email: Select from options of Optional, Mandatory or Hide.


Mandatory means email address must be entered twice, optional means email address can optionally be entered a second time, hide means no field for second entry of email address is presented.


First Name: Select from options of Optional, Mandatory or Hide.
Last Name: Select from options of Optional, Mandatory or Hide.
Daytime Ph No: Select from options of Optional, Mandatory or Hide.
Mobile Ph No: Select from options of Optional, Mandatory or Hide.
Fax: Select from options of Optional, Mandatory or Hide.
Postal Address: Select from options of Optional, Mandatory or Hide.
Suburb/Town: Select from options of Optional, Mandatory or Hide.
City/Town: Select from options of Optional, Mandatory or Hide.
Post Code: Select from options of Optional, Mandatory or Hide.
Country: Select from options of Optional, Mandatory or Hide.


All above in reference to lead guest making the booking.


The less fields you can make compulsory the less booking bail out you are likely to experience. Consider sending an auto email after booking to collect further information. See Create Email Templates and Scheduling Email Templates.



GUESTS BY ROOM SECTION


Guest Names: Select from options of Optional, Mandatory or Hide.
ETA: Select from options of Optional, Mandatory or Hide.


On completion of all fields, select 'Next' button to proceed to Confirmation tab .



Confirmation Tab


Field completion instructions below.


CONFIRMATION SCREEN SECTION



Enter/amend text here to display on the final booking stage -  confirmation. Styling and images entry (through HTML) is supported.


To add any further tags to automatically pull through information from iBex click on <> (top right in example image above) and select required tag to insert.


CANCELLATION SCREEN SECTION



Here you can enter/ modify text displayed on the booking cancellation screen (if you have enabled online cancellation).


FACEBOOK LIKE BUTTON SECTION



Your facebook URL is your facebook page address commencing with https:// - for example Seekom's is https://www.facebook.com/seekomibex


TWITTER FOLLOW BUTTON SECTION



To enable your Twitter follow button you enter only your Twitter account ID (not your full Twitter URL) - for example seekom


CONFIRMATION EMAIL SECTION



Brochure Link: Check if you wish a link to your brochure to be sent with booking confirmation email.


Unit details on receipt: Check if required.


Confirmation Email from: Set as to whom the confirmation email will show as coming from.


On completion of all fields, select 'Next' button to proceed to Styling tab.



Styling Tab


GENERAL STYLES SECTION


Field completion instructions below.



Click + adjacent to section title to expand if required
                    




Loading Message: Set text you wish to display while the booking screen is loading.


Booking Screen Title: Select from options Hide, Use Property Title, Use Template Title (per General fields tab).


Pages to Show Title: If the Booking Screen Title has not been set as hidden, select on which booking screens you wish the title to appear.


Alter other fields in this section to set colours and font styles as desired.


CALENDAR STYLES SECTION


Click + adjacent to section title to expand if required (see image below).



No of Days to Display: Set how many days you wish to appear.


Alter other fields in this section to set colours and font styles as desired.


EXTRAS SELECTION STYLES SECTION


Click + adjacent to section title to expand if required (see image below).



Extra Default View: Set initial style as required.


Your website visitor can change extra layout to suit their viewing preference. If you have loaded extra images we would recommend selecting list & grid, or grid view as providing a better wow response to aid in up-selling extras.


Alter other fields in this section to set colours and font styles as desired.


BUTTON STYLES SECTION


Click + adjacent to section title to expand if required (see image below).



Set button labels, hover tips, colours and font styles as desired.


ADDITIONAL WIDGETS SECTION


Click + adjacent to section title to expand if required (see image below).



All fields in the Additional Widgets section style the booking progress indicator at the top of the booking screen.


Step Widget Line Thickness: Adjust as required (units are px).


Step Widget Line Colour: Adjust as required.


Step Widget Line Colour: Adjust as required.


Pages to Show Steps: Select pages on which progress indicator should be displayed.


Show Step Widget: Select to show or hide booking progress.


On completion of all fields, select 'Next' button to proceed to Advanced Filters tab.



Advanced Filters Tab


Field completion instructions below.



Restrict Agent/Promo Code: Select if you wish to restrict the booking screen to a specific agent or promo code.


This is very useful to tell where bookings are coming from if you operate secondary websites and/or landing pages and you wish to track/compare their success.


Rooms: Select which rooms you wish to appear in the booking screen (default will be all selected).


Rates: Select which rates you wish to appear in the booking screen (default will be all selected).


Days Offset: Set how many days from today as the start date for the booking screen.


0 = today. Your prospective guest can alter dates to suit.


Allow Same Day?: Check if you wish to allow same day bookings.


Bypass Extras: Check if you wish to hide the extras selection screen.


Repeat Calendar Header: Set number of rows after which date headers should repeat.


If you have lot of room types/rates this will aid prospective guest in not having to scroll back up to check dates.


Adult is Required in Every Room?: Default state is checked.


De-checking means you will allow rooms to be booked without an adult. You can still specify that there must be an adult in each booking (see below).


Required in Booking: Select 'Adult' (default state) or 'Adult or Child'.


Use Address Auto-Complete: Select Yes to use the Google address auto complete option


Accepted Credit Cards: Click the drop down and tick the credit card options you wish to accept


Agent Login Message


The Agent Login Message is what will display to your customers when they click the Promo Code link.



Display Agent Login: You will need to have this option ticked in order for the Promo Code link to show on your booking screen.



If you are a CMSWebsite2Go customer, then you can use a form to enter promo codes instead if you wish. Please contact us to help you set this up.



On completion of all fields, select 'Next' button to proceed to Custom Scripts tab.



Custom Scripts Tab


Field completion instructions below.


CUSTOM FIELDS SECTION




Complete custom fields if you wish to add further fields to the booking screen which will be included in the booking record.


SCRIPT/TRACKING CODE SECTION



Google Analytics ID: Enter if applicable and check 'Ecommerce Tracking'.


Customise CSS: Custom CSS will need to be added to style the Promo Code link - please contact us if you are unsure about adding this. CMSWebsite2go customers can use a login form created on their website, and will not need to worry about this step.


Copy and paste the following code to your Custom CSS field in your booking screen template:

 

/* REPLACE AGENT LOGIN WITH PROMO CODE */
#container-bookable
.seller-entity-login.agent-login-row.row a.agent-login-link.pull-right {
text-offset: -900000px!important;
display: block;
visibility: hidden;
}



#container-bookable
.seller-entity-login.agent-login-row.row a.agent-login-link.pull-right:after {
content: "Promo Code";
visibility: visible;
border: solid;
border-width: 1px;
border-color: #299597;
padding: 10px;
color: #FFFFFF;
background: #299597;
border-radius: 5px;
font-size:16px; }



#agent-user-login-model.modal.fade.agent-login-modal.ibex-modal-alert.in h4.modal-title {
display: block;
visibility: hidden; }



#agent-user-login-model.modal.fade.agent-login-modal.ibex-modal-alert.in h4.modal-title:after {
content: "Promo Code";
visibility: visible; }



.form-group.agent-login-name label.control-label {
text-offset: -900000px!important;
color: transparent;
display: block; }



.form-group.agent-login-name label.control-label:after {
content: " / Promo Code";
}

.agent-login-form.row .sv-error-msg {
-900000px!important;
display: block;
visibility: hidden;
}



.agent-user-login-wrapper .col-xs-12.error-invalid {
text-offset: -900000px;
visibility: hidden;
}


.agent-user-login-wrapper .col-xs-12.error-invalid:after {
visibility: visible;
content: "Invalid Promo Code";
}



/* END */

 

Entry of custom CSS should not be attempted unless you have at least a fundamental knowledge of CSS.

View our library of commonly requested CSS script.


On completion of all booking template tabs click Save button (top right of screen) or Save Desktop Template button (lower right of screen)



Final Steps


You are now ready to add your new booking screen template to your website. Please click here to view instructions to obtain the booking screen code that you can add to your website.


You may need to contact your web developer to do this for you.


For CMSWebsite2Go customers, we have help instructions online for you, or please contact us if you would like a quote to set this up for you.

 

The iBex Support Team can set this marketing promotion up for you - just fill out the form below.


Please note that if you require any booking screens added to your website, that this is not included.