This information should be added to the system by hotel staff. During the setup training you will learn how to do each of these steps.
Inital setup
Employees -Adding users to the system.
Target groups -Target groups are the groups you can get separated statistics for, it needs to be properly added from start in order for you to get good filtering options in reports.
Booking channels -Booking channels are the channels you can get separated statistics for, it needs to be properly added from start in order for you to get good filtering options in reports.
Guest messages (mails and sms) -It is possible to add many types of Guest messages. For example: arrival mail, departure mail, sending invoice or payment link and cancellation confirmation. It is also possible to have for example different confirmations depeding on the type of reservation made. We recommend that at least a booking confirmation template is added from start.
Account plan
It is very important that VAT and accounts are corretly added before you start adding reservations to the system.
Read more about accounting here.
Tax accounts - Here you add the different VAT and corresponding accounts.
Payment methods -Here you add the payment accounts.
Products/services -Here you add the products and services accounts.
Setup the accounts like this.
Setting up units
Breakfast (optional) -If you include breakfast in your room rate the breakfast needs to be created before you create the rooms. Breakfast is added as an extra.
Unit preferences (optional) -If you want to be able to filter your rooms on specific attributes, for example: allows pets, accessibilty room or ocean view.
Unit categories -First add your room categories.
Units -Then add each room in the categories.
Setting up rates and availabilty
This part of the setup is optional, if you don't work actively with pricing it can be skipped.
The basic princing structure in Nitesoft is that you create several price levels, called BAR levels. Then for each day a specific level is selected, this selection is done in Bar mangement. For example you may build a "high season" level and select that this level should be used for guest staying in July.
BAR levels -First build your price levels.
BAR management -Then decide on which dates the price levels should be applied.
Availability - If your hotel is not opened at some days, these days needs to be closed out from booking. This setting is very important if you use online booking or have a connection to booking channels. The simplest way to close out booking is to use Restrictions. You can read more about all different ways to restrict availabilty here.
Rate options -For online booking you can have different price rules depending on how the guest pays. It can for example be, "pay directly", "pay at check-in", "pay a deposition at booking", "pay by invoice" or "get a payment link and pay later". It can also be dependent on whether or not the reservation is non-refundable or not.
If you need a more Advanced price setup please read more about Rate Mangement here.
Products and offers
This part of the setup is optional, if you don't work actively with selling products or having offers it can be skipped.
Extras -If you sell products.
Agreements and Promotions -If you want to setup Company Agreement codes or Promotion rates. Promotion rates can be used for offering guests discounts or packages.
Adverts -If you want to sell extras or promotion rates in the online booking engine. Read more on how to setup Extra Advertisment and Promotion Advertisment.