The busy season may be over but there is no rest for the eviivo team. We’ve been working hard to improve the eviivo suite service, adding new features to help you secure bookings earlier.
Go to the Settings tab and select Deposit on the Menu. Then, all you need to do is select the Add policy button, give the policy a name, set the deposit rules, and save them. It’s as simple as that!
Deposits can now be taken at time of booking and increase as check-in gets closer. The deposit may be expressed as a number of nights, a fixed value or a percentage of the booking value. This feature helps you secure and encourage advance bookings.
How do I activate this new feature?
Just like deposits, cancellation charges can now be defined to increase over time, the closer you get to check in.
To check the cancellation policies that are currently defined for your business, go to the Settings tab, and select the Cancellation menu.
WARNING! The cancellation policy screen is locked, and you will need to contact eviivo if you wish to update your cancellation policies and take advantage of this new feature. This is because cancellation policies always needs to be “mapped” to the websites of every online travel agency (OTA) that you are connected to. Mapping can take up to 4 weeks with some agencies (OTAs), and around 1 hour for your own website, and synchronised channels (other than the main OTAs). So when you contact eviivo, we will help you
How can I associate the relevant deposit rule or cancellation policy to my rates?
It is easy. Go to the Rates tab, and Rate Plan menu. Select the relevant Rate Plan.
A new “deposit policy” field is now available, right next to the cancellation policy field. Both give you the ability choose any the deposit or cancellation rules you defined earlier.
NB: Once a rate plan is active, the cancellation policy can no longer be changed (since they need to re-mapped to every OTA agency website) but the deposit policy can still be changed at any time.
For example: The first screen below shows a non-refundable cancellation policy, with a 100% deposit, at a lower price than the base rate. This is to encourage guests to book well in advance (low price) and secure the booking at the same time (100% non-refundable deposit).
The next screen shows a deposit policy where guests would pay 30% of at the time of booking, and 70% a week before check-in, with a cancellation policy to match! This allows you to charge the correct deposit to the card when the time comes, and secure the deposit should the guest cancel.
Taking bookings is great, but when guests change their minds at the last minute and cancel, things can get tricky, especially as major Online Travel Agencies will often handle exceptions in a slightly different way, and manage deposit and cancellation policies slightly differently.
So now, when you click on the Cancel button, the eviivo suite will take you through everything, step by step… make sure you know WHERE the booking came from, WHO needs to pay or refund the guest, by HOW MUCH, and what alternatives you have. All this before you are asked to confirm the cancellation.
Right at the outset, the eviivo suite asks you to confirm if this is a routine cancellation, or a No Show, or a card decline, since the process changes slightly in each case. Select the relevant option and it will appear in yellow.
The eviivo suite will automatically disable options that are not relevant, therefore some of the buttons shown above may not be usable for some booking cancellation scenarios.
No shows should be reported no later than 48 hours after check-in if you are to avoid erroneous invoices and agency costs. Once again, you do not need to call eviivo. Just select the ‘No Show’ button, and follow the steps on the screen.
* Remember that Online Travel Agencies require that you declare bad cards within 48 hours of receiving them.
OTAs do not accept card declines beyond that. In addition, for booking.com, invalid cards must also be reported in your account via the booking.com extranet.
We update your eviivo software every month, usually while everyone is asleep, introducing new features and improving old favourites. But not everyone likes surprises – even nice ones - so 72 hours beforehand we email everyone with details of the update.
Every update is thoroughly tested and applied incrementally across the eviivo network, ensuring the update is fully compatible with your current eviivo software.
Even so, there will be a short pause in service as we update over the night of 06/01/2016. But don’t worry, this is completely normal and your service will be restored before the morning.