Introduction to price schedules

To manage your price schedules, go to Settings > Price Sheets and click the Price Schedules tab.

If your company has at least one invoice sheet, you’ll see the option to add total price schedules and invoice price schedules. If no invoice sheets exist, you’ll only see the option to add total price schedules.

Note: When creating a total price schedule, you will be required to choose a fallback sheet, which will be used if no other price sheets in the schedule can be applied. When creating an invoice price schedule, choosing a fallback sheet is optional.

Once you’ve added a price schedule, you’ll be taken to its settings. From here, add existing price sheets to the schedule using the Add price sheet button.

Sheets must have at least one rule before they can be used in a price schedule. Rules are separated into different types: booking date, availability date, booking day of the week, and availability day of the week.

To ensure that your price schedules work as expected, please note the following important information:

• When there are multiple rules of the same type, only one rule of that type needs be true in order for the price sheet to be used.
• When dealing with rules of different types, at least one rule for each existing type must be met in order for the price sheet to be used.

Example:

In order for the High Season Rate sheet to be used, all of the following rules must be met:

• The booking date must be in 2019
• The availability date must be between 6/1/19 – 8/31/19 OR 12/20/19 – 1/5/20
• The availability day of the week must be either Sunday, Thursday, Friday, or Saturday

Note that there are two availability date rules. This means that the availability date must fall within EITHER of the defined ranges (6/1/19 – 8/31/19 OR 12/20/19 – 1/5/20).

For Availability day and Booking creation day rules, you may define the days of the week in which the price schedule rule should be applied. For the Availability day rule type, you may also set specific times in which a price schedule rule should be applied. To include all availabilities, leave the time fields blank under Starting between.

It’s important to consider the order of price sheets in a schedule. When determining which sheet to use for a booking, the system will look for the first sheet in the list with matching rules.

Example:

If an online customer makes a booking on 2/1/2019 for an availability that takes place on 6/5/2019, the Normal Rate sheet will be used because 6/5/2019 is a Wednesday, and the High Season Rate only applies to availabilities on Thursday, Friday, Saturday, or Sunday.

Note: Once you’ve finished setting up a price schedule, it will not go into effect until you’ve updated your company’s default pricing. Learn how to do this in the next section.

Setting default pricing

Once a price schedule is ready to be used, you can set it as your company’s default pricing from the Settings section of your Dashboard.

Navigate to your company’s Settings, then click the gear icon in the menu on the upper right hand side. Click the dropdown for Pricing. From here, you can set the default options for both direct and online bookings.

When determining which price sheet to use for a booking, the system will look for the first sheet in the current price schedule with matching rules. If no rules match, the fallback sheet will be used.

Rebooking

When rebooking, keep in mind that the new booking will use the same price sheet that was used for the original booking. If needed, you can view or change the price sheet for the new booking using the Pricing menu at the top of the book form.

Rebooking or adding new bookings for an existing contact

Note: When rebooking or creating a new booking for an existing contact, the new booking will use the same price sheet and affiliate information as the original booking. This is true even if you are using a price schedule that has different pricing rules for the date of the new booking.

You can view or change the price sheet using the Pricing menu at the top of the book form when creating a new booking. If you need to view or change the price sheet after booking, you can do so using the Reprice booking action.

You can use Reports alongside price schedules to determine which price schedule or price schedule rule affected the price of an existing booking.

In the Bookings report, you can both group and filter a report by “Total Price Schedule” and “Total Price Schedule Rule”. This is an easy way to determine which price schedules and rules affected the price on a booking. If a booking is not affected by any price schedules or rules, the report will show “none”.

The price schedule or rule shown in reports may change depending on if the booking itself has changed in the following ways:

• A new rule or schedule is set at the time of booking.
• A new rule or schedule is set at the time an affiliate is tagged.
• You manually reprice a booking to a different price sheet with previous price schedule rules that affect the booking (including when this is done during rebooking).
• You tag an affiliate on the booking (this causes the booking to take the affiliate’s effective price sheet).