Bookings Engine and Schedule Configuration Guide

Configuring a booking engine is essential for efficiently managing service bookings in a hotel, restaurant, or spa. Below, we explain step by step how to set up and update a reservation engine within the platform.

1. Accessing the Reservation Engine

To access the reservation engines:

1. Go to the Reservations section in the system.
2. Select Reservation Engines.
3. A list of all created reservation engines will appear.
4. Select the engine you want to edit.

2. Basic Configurations

Within the reservation engine, you will see various configuration options:

• Title: An internal title, not visible to the customer.
• Provider: Defines who manages the reservation engine and the confirmation emails.
• Notifications: You can enable or disable email notifications depending on the number of reservations.
• Reservations Only: If the service includes complimentary options or is sold with an additional price, you must disable this option for prices to be displayed.
• Payment with Redsys: Enables the option for customers to pay with a credit card.
• Reception Ticket: If integrated with the PMS, a charge ticket will be automatically generated.

3. Seat and Quota Configuration

• Maximum Quota: Defines the total number of people allowed for the service.
• Quota per Schedule: You can set a quota per time slot.
• Search Type:
  • Single: Bookings for a single day.
  • Interval: Bookings for multiple consecutive days.
  • Single Interval: Customers can choose between a single date or a date range.

4. Cancellation and Availability Policies

• Cancellation Lead Time: Time limit before the service to cancel a reservation.
• Open Calendar Days: Determines how many days in the future can be viewed and booked.
• Share Across Chain: Shares the reservation engine across multiple hotels if applicable.

5. Advanced Configurations

• Restaurant Groups: Allows sharing complimentary options between multiple restaurants.
• Master Restaurant: A restaurant can manage complimentary options for others within a group.
• Force Customers: Defines whether the reservation is automatically created for all occupants in a room.
• Force Visit: Requires customers to rotate between different restaurants within the hotel.
• Daily Limit: Defines how many times a customer can book per day.
• Authorize Incomplete Reservations: Allows registering unfinished reservations.

6. Upselling Options

Add Extra Products:

• Offer add-ons like wine bottles or spa treatments.
• Apply discounts based on customer type or contracted package.
• Force mandatory extra products in the reservation process.

7. Schedule Configuration

• Define Schedules: Create schedules by shift (breakfast, lunch, dinner, etc.).
• Seats and Rooms: Set limits based on the number of people or rooms.
• Booking Lead Time: Determines how far in advance customers can book or cancel.
• Active Days of the Week: Select which days the booking will be available.

8. Integrations and Restrictions

• Available Plans: Configure who can book (e.g., only all-inclusive customers).
• Custom Messages: Informative messages before confirming a reservation.
• Complimentary Options and Limits: Define how many complimentary services each customer gets based on their stay.
• Price Adjustment: Apply automatic discounts or surcharges based on configuration.

9. Closures and Schedule Modifications

• Closure Days: Allows blocking specific dates.
• Copy Shifts: Duplicate existing shifts for faster setup.
• Quick Editing: Modify schedules, quotas, and prices without creating new shifts from scratch.

Conclusion

Properly configuring a reservation engine is key to efficient service management. By following these steps, you can customize it according to the needs of your hotel or restaurant, optimizing the customer experience and facilitating reservation administration.

If you have any doubts, review the configuration and adjust according to your establishment’s requirements.