Step 1 Conference rooms
Start by booking the conference rooms:
1. Click on '+' icon in top of the main menu to access the booking wizard.
2. Start by selecting 'Hourly'.
Select 'Arrival' and 'Departure' date (mandatory).
If you have rateable interval presets configured you can choose between them (in image below we have configured: 'Morning', 'Evening', 'Half day' and 'Full day') then they will suggest the times for you, or you can just select the time.
'Offer code' (optional) if you have a prebuilt conference package you want to use.
And click 'Search' to see available rooms.
3. You will get a list of all avaible room categories for the selected dates.
You can now filter which categories you see.
These are the conditions you can filter on:
'Adults': Specify number of persons that need to fit in the conference room.
'Seating options': If you have seating options configured you can filter on them.
'Categories': See only a specific category.
4. To select one room at a time:
Select number of 'Guests' (if you did not do this in previous step).
If you have 'Rate Options' configured you can check the option you want to book.
Click 'Book' button, this will book the first available room of this category.
You can book several rooms by clicking 'Book' again on another category.
To book another rooms on different date and/or time you start again by entering new arrival and departure date/time in the top of the page and search again for more rooms.
5. There is a 'cart' icon in the top right corner here you will see the number of rooms you have selected.
If you don't want to book hotel rooms just click 'Next' in the booking wizard to continue to Booking page.
Step 2 Hotel rooms
Then continue to book the hotel rooms by switching to daily, selecting dates and select rooms in the booking wizard.
Read more about booking hotel rooms here.
Step 3 Booking information
Fill in all fields as you would for an ordinary hotel reservation.
Note that:
-For statistics and lists to be correct it is important that you set 'Target group' to 'Conference'.
-If you want to work in rates excluding VAT uncheck the 'Show rates included VAT' checkbox.
You should also check 'This is an event' that will give you additonal fields:
Title: The title of the event, this information can be inserted in guest messages and be seen in some lists.
Responsible: the user responsible, this information can be visible in grid and inserted in guest messages.
Participants: Number of participants in the event, this information can be inserted in guest messages and be used in some lists and reports.
Start: the start date and time, this information can be inserted in guest messages.
End: the end date and time, this information can be inserted in guest messages .
Event Schedule: the ability to add a schedule to the reservation, read more here.
Add extras packages and extras to add meals and equipment to the reservation.
Times of the extras will show up in the lists, comments on the extras will also show up in the lists so they can for example be inform about allergies.
Step 4 Communicate with customer
Make the reservation Preliminary and send offer to customer or make it Confirmed and send confirmation to customer.
Set correct workflow if you use that function.