Rate Calculation

Weekend Stay Rules

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The WebReserv system now has two ways for your bed & breakfast, vacation rental, or campground to set up a weekend stay rule.   If you require at least a 2 night minimum over a weekend, then you can now select between “Reservation Must Be At Least” or “Weekend Stay Required“. The difference between them is important, and we will explain each option below.

In the system to define a weekend restriction rule, you will first want to set your Weekend definitions.  The system defaults to a weekend being Friday/Saturday, but it can be adjusted by going to Setup – Business Information – Advanced Options.

Weekend Definitions
Weekend Definitions

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Change to Per Person (variable) settings

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We are pleased to announce that we have released a new version of the WebReserv booking system. The new version allows for up different pricing levels for up to 25 people when using variable rates. As part of this update, there has been a minor change to the way the system calculates the rate. If you are using Per Person (variable) in your setup, we recommend that you review these changes and update your settings if necessary.

When a room/rental/ tour is set to Per Person (variable) as the rate calculation type, the system will pick the rate from the column that matches the number of persons. If no rate is defined for this number of persons, the system will try with a lower number of persons until a rate is found.

Say for example that you have entered a rate for 1, 2 and 3 persons as shown below.

Image

If a reservation is made for 2 adults, the rate will be $55.00. If a reservation is made for 3 adults, the rate will be $80.00. However, if a reservation is made for 4, 5 or 6 adults, the rate will be calculated as $80.00 as there is no rates defined for 4, 5 and 6 adults.

If the rate per person is the same regardless of the number of persons, we recommend that you change the rate type to Per Person (flat).

Adding cancellation fees to reservations

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The new version of the WebReserv Booking System has been released. The new version includes the ability to calculate cancellation fees.

To setup a cancellation fee or percentage, go to Setup – Business Information – Changes & Cancellations.

You can enter up to 3 rules for your business. Each rule has a time (prior to arrival date/time), penalty fee or %, and an indication of whether a customer can cancel the reservation directly.

In the example below, the cancellation penalty is 100% if cancelled less than 1 day in advance and 25% if cancelled more than 1 day but less than 7 days in advance. There is no cancellation penalty if the reservation is cancelled more than 7 days in advance. Note the last rule of 365 days. This is added to allow customers to cancel the reservation more than 7 days in advance.

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Day/time restriction for discount codes and groupon deals

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The WebReserv booking system allows you to restrict discount codes, including groupon and living social deals, to only be valid on certain days and times. To add a restriction to a discount code, go to Setup – Discount Codes and click on the discount code you want to modify.

Scroll to the time restriction section shown below and specify the day(s) the discount code is valid for and optionally the time(s) the discount code is valid for.

Time restriction for discount codes and groupon codes

Calculating per person deposit

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The WebReserv booking system now includes the ability to calculate deposit per person. This is a useful feature for tour operators, bike rental businesses and other businesses that require a certain deposit amount for each person.

To set up deposit payment per person, go to Setup – Products & Reservation Rules – [Select product] – Tax/Deposit. On the Tax/Deposit page, scroll to the Reservation Deposit field and select Fixed Amount as the deposit type. After setting the deposit type, you will be able to enter the deposit amount and whether the deposit is per reservation, per unit or per person.

Deposit per person

Tax on custom options

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The WebReserv system now uses the tax field for custom options to determine if the custom option is taxable. To set or update the tax rates for your custom fields, go to Setup – Custom Fields.

The tax rate can be set independently from your products (rooms, condos, tours etc).

Making tax-exempt bookings

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The webreserv system now allows you to create tax-exempt bookings. If a customer is tax-exempt, set Tax Exempt to yes and taxes will not longer be calculated.