Reservations Swapping

All hoteliers are dreaming about the 100% occupancy. And we definitely wishing you that. But managing the rooms allocation in this cases became quite complicated. Each new booking, increase the chance of creating a new gaps between the previous and the new booking. As a result, when you are nearly 80% full, your agenda looks like this:

GapsInBookings

The longer the next booking, the more chances that it will be splitted between several rooms. 2 dyas in one room, 1 day in another one, then again back to the first room and then at the for 3 nights for another one. It’s a headache for a hotel, but much worse, that it’s very bad for a guests.

To avoid that, it’s always a good idea to reallocate existing bookings, so they will go one by one, without any gaps between them. When you have free rooms, then it’s not a problem, but when you are full like on the screenshot above, our new feature of Reservations Swap will help you a lot. With a few clicks, you can swap any booking with any other(s). Remove the gaps, and settle the problems.

 

 

Relocating the bookings from the OTA

Not quite often, but sometimes you need to amend the existing booking from the OTA without notifying the guests. So let’s say you need to close the room for the urgent repairing and the guest arrives in few days and there is no more rooms available in this category. In this case you just need to relocate the guests to another room, in most cases higher level. They way of official amendments for the bookings from OTA is a big headache. So with Effective Tours it’s very easy. Simply click on the existing reservation in your agenda, and change the type of room. As a result, the original room became available and you can close it for the bookings. And the new room type became busy and the amount of rooms available for the OTA and agencies will decrease.

It’s very important to understand, that this amendments will be valid until any updates for this particular booking will come from the OTA. In case of any amendments from the OTA, the booking will get back to the original position. You will be notified and can relocate it again if needed.

Choose your colors for the Agenda.

AgendaCOlors

By the request of our valuable customers, we add the functionality to amend the predefined colors for the channels and for the direct agents. Since now, there will be no problem after the migration from your old-school spreadsheets with reservations to the Effective Tours. Simply open your company configuration, and click the Colors Tab. And color your agenda as you wish

 

Virtual rooms – awesome solution for the villas and small hotels

Private villas and small hotels with an average capacity of 6 bedrooms, usually prefer to rent out the full property rather than individual rooms.
It’s much better to host one big group, instead of daily check-ins and check-outs.
There is many factors influencing your sales strategy – low season is the main concern. That’s when villas start selling on room basis rather than the whole villa.

It sounds simple to use Whole Villa option in Channel Manager Agenda, but if you are looking from the technical side – if you rent out at least one room from the property you can’t rent a whole villa for this period.
If you are dealing with different distributions channels, you have  to keep an eye on your reservation tab.

If you rent out one room on Booking.com, then you have to stop sales of the whole villa on AirBnb, and vice versa.
Everything becomes easier with a new feature of Effective Tours called Virtual Rooms!

Virtual Room – is a room which has nothing physical under it; Virtual Room depends from one or several physical rooms.

Let me break it down step-by-step:
1)So, you have a 5 bedroom villa.
2)During the off-season you want to rent out each bedrooom separately.
3)You have to enter this 5 bedrooms as a separate physical rooms inside the Effective Tours Rooms Configuration.
4)Add one more room (6), and call it for example “All Villa”
5)Tick the “Is Virtual” check box
6)Select the “Dependent Rooms” – basically all rooms what are inside the particular villa

VirtualROoms-2 As a result you will get a new Room called  All Villa , which depends from other 5 rooms as you can see on the screenshot.

VirtualROomsFrom now, you can sell All Villa and Rooms independently!

For example on AirBnb, you can offer the whole villa, but on Booking and Agoda, you can sell property by rooms.
If you will get a new booking, for one night, for one room, then the whole villa booking will be blocked for this one night.
However your property will be still bookable on the ramaining rooms, so 4 other rooms will be still available.

Same way, if you sell a whole villa for 1 night, then all 5 rooms, will be marked as sold out, and you will never have a double booking again.

ATTENTION!!! Please always remember that you can’t sell in one distribution channel Normal and Virtual rooms.
In a worst case scenario you will OVERBOOK your property.
It’s very important to understand this point.
IF somebody decides to book the whole villa and at the same time somebody else books 1 exta bedroom, it means that you will have overbooking for one room.

As you can see, with Effective Tours, you can create very complicated configurations, without any headache for you.
Feel free to ask us, in case if you feel any difficulties with configuration, we are always here to help.

Exporting rates and inventory to Excel spreadsheets.

If you still have old-school agents, who prefer to work with Excel spreadsheets, or you need to give a hard copy of your rates to particular agent, or you simply want to have your own, offline copy of the rates and inventory, then you have to request us to activate the Excel Export Feature.

Export

Effective Tours Excel Export allows you with once click, import any particular hotels of yours, or all of your hotels to standard Excel file. While exporting the rates, you can choose which mark-up to use. ET will automatically add the relevant markup value to the rates and give you a final file within 1 second.

Same way you can export your rooms availability and get a nice Excel file for your offline needs.

How to start with Effective Tours (ET).

At first you have to register at Effective Tours. While registering, you have to choose your company role:

  1. Coach Service –  if you provide only the transfers/taxi service, then this is the right choice for you. You will be able to add different routes and provide transfer rates  depending of the route and amount of passengers.  You can connect Tour Agents/Operators with separate markup values, and do your sales throw them.
  2. Hotelier – if you run a hotel or several hotels then you have to choose this option. As a hotelier you can add your property to ET,  manage it’s description, photos, rates, availability, discounts.  You can connect Tour Agents/Operators with separate markup values, and do your sales throw them.
  3. Tour Agent – if you are interested to resell hotels and transfers from others, not your own, then you have to chose this option. It’s important to understand, that you can resell only the offers from the ET owners with whom you already concern to deal.  Effective Tours is not providing you with a list of hotel or taxi owners, you have to find them by yourself and connect to your Tour Agent account. You have to use this role, in case if you want to resell somebody who is already in the ET system. As a Tour Agent, you can also resell the properties which you are getting from other suppliers to the agents of yours. And а course you can also adв ad additional value on top of them by using markups, to get you interest as well. If you are a hotelier/taxi provider, you can advice your agents to register as a Tour Agent to update them with your recent promotions, rates, photos, inventory.
  4. Tour Distributor – the most powerful role in the system which allows you to add your own hotels and transfers. Allows you to get connected with the other users of  ET and promote theis offers to your client, as well as promote everything you have to the third party agents/operators which is already in the system.

Actually, if you are not sure which role to use, you can go to Tour Distributor. Just don’t be confuse with a huge amount of options and features later on.

After finalizing your registration, you have to confirm it by email and you are in. Detailed Step-by-step manual of how to add your property / transfers you can download from here.

What actually you can do with Effective Tours ?

Well, I suppose you are here because you are somehow involved in the tourist industry.  Then you are in a right place. Welcome ! 😉

Effective Tours is a cloud based solution which aims to connect all the players on the tourist market in to one big community. As a hotelier, you can add  your property with all rates and inventory, descriptions and photos. You can connect your distribution channels, e.g. Booking, Agoda, Flipkey, Airbnb, tourist-agents, etc… You can update each channel with a special rates, by varying the markups.

In another words, you can do the sales for your property from one place instead of several. You can avoid double-bookings. You can always be sure, that all your agents and online channels are up to date with the latest offers and rates. And the most important part, that all this basic functionality we are giving free of charge. We believe, that you always have to share something with the others. Channel Manager feature is not a big deal. Non of the agents, or online agencies charging money for that. I mean, Agoda or Booking are not charging us, so why should we charge others ?

Any participant of the ET, I mean hoteliers, taxi service, agents and operators ,  can invite all their current online/offline agents to register with ET and start updating them instantly.  Imagine, instead of calculating several Excel spreadsheets with a various markups for different categories, and resending them to your agents each time when you update the rates, or decide to give a special/lastminute  offer – you simply update the ET and all the updates will be instantly available for all of your agents. Instead of answering tons of emails and phone calls about the property availability, you simply give access to your inventory and your business partners will have 24h/7days access without any disturbance to you. 

If you have a web-site of your hotel/service then you always need to update it.  It means you have to spend your time for it, and pay the money to the webmaster of yours. Since you switch to Effective Tours, you can simply forget this annoying job!  Simply ask your webmaster to connect your web site to Effective Tours API and all your rates/inventory/discounts will be instantly available on your own web-site each time when you update your ET profile.

Flipkey, Tripadvisor, AirBnb, Roomorama, and many other online agencies, which use the open iCal format for it’s agenda, can be updated throw the ET fast and easy.

You will never forget to update the description and the photos of your property for your agents, if they are inside the ET. According to your security settings we will update your partners with up-to-date information regarding your hotels and service.

With the support of the most secure messenger on the planet – Telegram Messenger, you will get instant booking notification/reminders, Check-in/Check-out notifications with dull guests details.  Free of charge, by the way.

Have any questions ? Please write email to ET or Telegram.me!