Stay Pay Tariffs - NewBook Training

Introduction [Music] hi everyone my name is zoe and welcome to our video tutorial today on how to create a stay pay rate it's so important that we ensure we're advertising to the best of our ability different options that guests may have available when it comes to pricing and staying in our businesses a stay pay rate is a really great option to use especially if you're wanting your guests to potentially stay a little bit longer which means you'll fill up your occupancy a little bit better throughout the year but it also provides the guests with a benefit of having a reduced price off of their stay in order to create a stay pay rate there are four main areas that we need to look at and the first area is our tariff type or our rate type Tariff Types when it comes to our tariff type section simply think of them as the actual names that identify the different types of prices that we have available for our guests to book throughout the year the great thing about a tariff type is that we're also able to report on them and we can see exactly how successful each tariff has been using my menu search in the top left i'm going to search and open my tariff type page once i've clicked into here it's going to take me to a list of existing tariff types that i've already created or used within the new book system once you've created a tariff type in the system you won't need to add in the same one ever again the best thing about the tariff types is that we're able to reuse these again and again throughout the year when we want to make these different types of tariffs available the only time we need to add a brand new tariff type in in the top bar is when we're creating a brand new type of tariff that we want to advertise and sell to our guests you can see in this existing list here i don't have an option for stay 7 pay 6 which means i'm going to add a brand new tariff type in using the top bar once we've clicked our add tariff type button it will take us to our add page where we can enter the name of the tariff type we'd like to create i'm going to enter stay 7 pay 6 into the name moving below we then have our short description if you hover over the blue question mark you will see some added info about this please note that the short description will appear on your new book online page if you choose to make this available online it should be something short and sharp about this type of tariff such as a minimum seven nights day moving underneath we then have our full description which is where we can place a more detailed description of what's included in this tariff this is great because it does appear throughout the new book interface and is very helpful for staff especially if they're unsure of what inclusions each different type of tariff you have has within it moving underneath we have two tabs one called restricted to user profiles this one allows us to actually specify which user profiles a new book have access to book or select this actual tariff when making a booking if this is something that all users should be eligible to select you simply leave them all unticked if there is a particular user profile that you would like to be able to book this such as the management team you can then specify that user profile and only users under that profile will be able to book this to ensure all users within the new york system are eligible to book this i'm going to leave this unticked which means there are no restrictions on user profiles moving over to our available discount tab you're going to see a list of existing discounts that have been set up within the system you'll notice that some of these discounts have tick boxes where i'm able to tick to enable that discount to reduce this tariff or untick to ensure that no further discounts can come off of this tariff time for any of the ones here that have the default tick selected it means that by default when you've created them in the new book system they've been set up with zero restrictions which means that if a guest books a stay seven pay six but they also have a discount code that they want to redeem for their new book loyalty membership they'll also be eligible to get a discount off of this tariff type if you want to ensure that no further discounts can come off of a stay pay special or any other sort of special that you're selling in the system you will need to edit each discount to update these appropriately to keep this simple all i'm now going to do is select save which is now going to create a success message where we can see our new tariff type has been created if we head back to our tariff type list we can see quite clearly that our stay 7 pay 6 has now been added to the list of tariff types available to use in the new book system as we've now completed our first step of creating our tariff type we can now head into our next section which is our tariff periods Tariff Period a tariff period is where we're able to set the date ranges in the new book system that we may want different prices to be available as an example many businesses may have different seasons throughout the year where their pricing fluctuates due to school holidays or christmas periods or their off season these are set up as a tariff period initially and then you can actually apply your tariffs to these date ranges if you're creating a stay pay special and you want it to be available to an existing tariff period you won't need to create a brand new one however if you're wanting to create custom date ranges for this particular special you will need to head to the tariff period page and add a brand new one in using our menu search in the top left we're going to search and locate our tariff periods page once we've clicked into here and the page is loaded you're going to see a list of existing seasons or date ranges that we've already created in the system where we may already have tariffs applied against you can see i have four different seasons set up at the minute each has their own date ranges set within them and the idea with the tariff period is that these are the dates where you're going to apply a different price to as an example during my low season i'm not as busy as i generally am during my christmas period so what i've done is i've set the date ranges that fall within the low season and then i go and create tariffs that reflect the lower pricing i can then apply them to the season and the different styles of accommodation i then have a mid-season which is generally a little bit busier therefore i may charge a little bit more so i can go and create tariffs associated with my mid-season and apply them to those dates and also the styles of accommodation with my easter tariff period you'll see i've set the date ranges that fall across the easter long weekends in 2019 and 2020 which then allows me to go and create easter tariffs to apply against these date ranges where i may want to enforce a minimum night restriction the same goes for my peak holiday season this is the time of the year where i am the busiest and i may charge the most because i know that i'm most likely going to be 100 full for those of you who may be creating a stay pay rate where you simply want to apply it to one of these existing seasons you do not need to add a new one in however for anyone that is wanting to create its own specific date range or tariff period where the price is going to be available you're able to do so by selecting the add tariff period in the top bar once you're on the ad page you then need to enter the name of the tariff period today we're going to call this our stay 7 pay 6 season that runs across 2020 and also some dates within 2021. over on the right we can also set the color associated with this tariff period this is very helpful because when we're looking at our bookings chart or even our tariffs chart if we see this color we know that it's going into our stay seven pay six season so it's a really easy way for our staff to identify when your seasons are changing simply click on the paint palette here you can then drag and drop your mouse over the color and you also have the option to drag and drop the color wheel on the side once you've found the color simply click off over on the left we also have the option to set which days of the week we actually want this tariff period to be available for as i'm creating a stay seven page six and it's eligible for every day i need to leave all days ticked underneath we then have our tariff period dates and this is where we actually set which dates we want this to be available on the left we can set where we want it to start from as an example i can click into the calendar and specify that this season starts on the 1st of september over on the right hand side is where i actually set when this price is going to stop if i click into the calendar i can then say that i simply want it to end on the 30th of september if you want to add in multiple date ranges simply select the add date button on the far right and an additional line will appear where you can then set your new dates as i'm wanting to make this available in 2021 as well i'm going to change the year drop down to 2021 i'm also then going to select the 1st of september and do the exact same on the right hand side once my dates have been selected all i then need to do is select save and my new tariff period is available you'll see your success message and if we have a look below we can see the dates that we've preset it's very important that when you set up a tariff period that you name it something that's easy and clear to identify because you will see the name of this on your tariffs chart and on your bookings chart the same with the color as well i'd also like to point out that in the applied tariffs tab you'll see it currently says zero this is because we've just created a brand new tariff period we have not yet created our tariffs or applied them to the state range if we head back to the tariff periods page where we can see our new stay 7 pay sex tariff period at the top of the list here we can see the dates that we've set what days of the week it's available for and the color that it's going to display with when we're looking at our booking start or even our tariffs chart it's important to understand that you may not need to create a brand new tariff period for each different type of tariff you create you can use the existing ones that you have there and if there are a few dates within that season that you don't want your stay pay rate to be available for you can simply complete a stop sell by using our tariff override feature from your tariffs chart if you have any questions or concerns about this please do not hesitate to reach out to our support team and we'll be able to guide you in the right direction as we've now completed step one and two it brings us into our third step which is actually creating the tariff itself this is where we set as much information as we possibly can in regards to how much we charge per night what the minimum night stay might be how many people are included in that price whether we charge for additional occupants and even the amount the guests may have to pay in order to confirm their booking Add Tariff using our menu search in the top left we're going to search and open our tariffs page once we've clicked into here and the page is loaded you're going to see a full list of existing tariffs that you've used within the system before these could be old ones they could be current ones and if there is a new tariff that you are creating as an example our stay 7 pay 6 that we've not yet used before you'll need to select the add tariff button in the top bar to create a brand new one once you've selected here it's going to take us to our add tariff page where we need to start filling in our main areas the first tab we have is our basic tariff options this is where we need to enter the tariff name and it's important that we name it something that's easy to identify as an example we're going to say that this is our stay 7 pay six price and i'm also going to indicate that this is specifically for my powered sites i'd also like to insert that this is for my 2021 season as we've now set our tariff name we now need to set the pricing for this particular tariff which is done within our base price calculations section and this information is displayed within this tab here when we do a stay seven basics there are two main options that you're able to use the first one i'm going to show you is our repeat for listed nights option when you have this option selected you can head over to the right hand side and start adding in more base prices you'll notice that as i start clicking on these it changes from charging a flat fee each night to setting what the first night price will be the second night and the third night i'll need to do this until i hit seven nights what this will allow me to do is set the actual price that i'm happy to charge for the first six nights once i then get to my seventh night i can leave it as zero dollars because this is the night that they're going to get for free now when you use the repeat for listed nights option please note that it will repeat this cycle if the guest stays another week therefore they're going to continue to get the seventh night off if you use the repeat for listed night option if you would like to restrict how many times they potentially get this discount you can do so by either clicking into your advanced tariff options tab here setting at minimum stay restriction as seven nights and a maximum stay duration of 14. this means that when your staff are making bookings the guests can still stay for two weeks on that tariff but as soon as they hit 15 nights a warning message will appear advising they've exceeded the maximum nights that they're allowed to stay on that particular tariff alternatively if you're happy for them to continuously get this discount off every seventh night you simply leave that as zero and it will consistently repeat if we head back to our basic tariff options i'd like to show you the second way in which we're able to do this which allows you to restrict or ensure that the guest only gets the seventh night off once in order to do this you need to change the drop down option from repeat for listed nights to use last listed night once you've selected this you'll notice that the seventh night now changes and says nights thereafter what we need to do is add in one more base price on the right to specify that the seventh night will be free however that every night thereafter will be charged at twenty dollars this is a great way to ensure you're restricting how many discounts this particular person is eligible to get when they're booking on this tariff with today's scenario we're going to leave it on our use last listed night option and we're going to move over now to the right hand side where we're able to set how many people are actually included in the nightly tariff there are two main options that we're able to use with our occupant inclusions the main one here is our combine included occupants on yes when you select yes it grays out the breakdown of specific types of occupants and allows us to set how many of the above are included in the nightly tariff if i place two within here this means that i could have two adults staying on a powered site and they will pay twenty dollars i could have one adult and one child and they'll also pay twenty dollars however if i do have a third occupant that wants to stay they may then incur an additional occupant charge based on what we may have set up in our additional pricing section below for those of you who may want to set the particular types of occupants that are actually included in a nightly tariff you can leave the combine included occupants on no once selected it's going to gray out our included combined occupants area where we're then able to set the specific types of occupants that are going to be included in this nightly tariff as an example if i have two adults that i make a booking for on a powered site they will pay whatever this nightly tariff is below however if i make a booking for someone that is traveling with two people but it's not specifically two adults and it's one adult and one child and i actually charge additional pricing for children they may pay the 20 plus whatever the additional child fee is because there are no children included in this actual tariff for this particular tariff i'd like to place it on our included combined occupants which means any two persons will pay whatever the nightly price is when it comes to setting what your additional prices are for extra occupants you're able to select how you'd like to charge this from within our drop down options in this section these then appear in our tariff additional occupant pricing tab below if you're simply charging a flat fee for any additional adult child infant or animal you can simply leave it on the default option here and set the value within each section if you don't charge for extra infants or animals or even children or adults simply leave these on xero the last step i'm going to enter is what we call a deposit rule which is what we request the guests to pay in order to confirm their booking when they make it if we click the deposit rule button it's going to expand our deposit rule options below we can use a standalone option and what this allows us to do is click the add deposit button on the right hand side once selected it's going to allow us to manually set what the deposit rule for this booking is going to be you'll see i have the option to state that zero days after the booking is placed i may want to take a percentage of the total price the first night of their stay or even the average cost of a night that they might be staying with this scenario i'm going to take 50 percent of the total stay cost on the right i'm also going to tick that this deposit rule applies to offline bookings made by my staff but it's also for my new book online booking page as well as all areas have now been set all i need to do is save the tariff once we've saved you'll see the name of the tariff in the top with a success message indicating we've created it you'll also notice in the top bar we have a shortcut where we're able to duplicate the tariff that we've just created which is a really quick and easy shortcut to continue creating the other stay pay tariffs we need to for our different styles of accommodation as an example i can click duplicate tariff here i'd simply change the name of my category within the description to call it my unpowered site price i then go through and change my pricing once this has been done if i still charge the same for extras and nothing else needs to be amended i'm then able to select save and that's my new unpowered site staypay price created as we've now completed our third step which is creating our tariffs for our staypay special we can now head into our fourth and final step which is applying the tariffs together this is probably the most important step because this is what will actually make them available to start booking Apply Tariff when it comes to applying a tariff you have a few ways in which you're able to do so if you are still on the view of a tariff if you head to the bottom of the page you will see an add applied tariff shortcut once you click into here it's then going to load our ad applied tariff page you can also get to this particular page by typing into the menu add applied tariff it depends on which preference you prefer however once you're on this screen the first area we need to select is our tariff type we're able to click from our drop down option where we're now going to be able to see our stay 7 pay 6. underneath you'll notice that it's automatically pulled through the tariff because i've gone to the applied tariff page from this specific tariff therefore it has defaulted for us alternatively if you're looking to apply a different tariff you can click into the drop down option and use the search bar to locate the tariff that you're wanting to apply we can then head over to the right hand side where we have our categories of accommodation as i've created a tariff for my powered sites i'm able to click into this box select powered sites and that means that when i save this application the price will be available for this specific category only directly underneath i then have the option to select my tariff period that i'd like to apply this tariff against as i created a specific one for stay 7p6 we are going to select this here remember that for those of you who simply want to apply it to an existing tariff period you'll be able to select from the existing options in the list now that we've selected the main four areas on our application all we need to do is select save once we've done this it's going to show that the applied tariff is now being created successfully and if we wanted to cross check to ensure that this is now appearing as available to book we can have a look at our tariffs chart to check this if i head to my menu search in the top left and locate my tariffs chart and select you'll see the chart loads and underneath it shows that we're on our current date range which is the 20th of august we can see our categories of accommodation and listed underneath each of those are the different tariff types that are available to book during the dates that we're looking at if we head down to our powered site you'll see we have our standard tariff type which is available to book through these current dates however you'll notice our stay 7 pay 6 is unavailable to book until the 1st of september which is when our new tariff period that we created starts if we click through and have a look at some of the other dates moving forward you'll see that stay 7 pay 6 is available all throughout this period if we get to the end of september when we know that it stops you'll then be able to see that it completely stops being applied from that date onwards as you can see we've successfully applied our stay 7 pay 6 tariff to our powered site category this is now available for us to book within the new book system and for those of you who may want to map this to your new book online website you'll then need to head into your new book online settings page to complete the mapping within the new book online mapping tab you'll notice in my powered site category here stay 7 pay 6 is currently listed as unticked or unmapped to make it available on my website all i need to do is tick stay 7 pay 6 and then save this will then ensure that guests are able to visit your new book online page and book this particular tariff to show you exactly how the tariff will appear when you're making a booking i've got a booking page open for us to have a look at you can see i have the guest selected i've got the dates at 4 within september when i know that my stay 7 pay 6 price is available i've got my powered site category selected however you can see i've only selected three nights you'll notice in the quota tariffs section i've got my standard price which is eligible to be booked and i can also see that the stay seven pay six is available however there is a validation warning advising i've not yet met the minimum stay requirements as soon as the guest reaches seven nights that validation warning will disappear you'll see that the first six are going to be charged at the twenty dollars per night and the seventh night is charged at zero dollars now when i created the stay seven pay six tariff i use the last listed night option which ensures that this discount does not repeat every seven nights this means that if i place the booking length at 14 nights it's still simply charging them 20 dollars for the rest of their stay if i exceed the 14 nights it's still going to continue charging the 20 dollars as that's what i've set it to charge after the seventh night onwards that does bring us to the end of our video tutorial today on how to create a basic stay pay tariff in the new book system and how we're able to apply that to our new book online page if anyone has any questions regarding how these particular tariffs will work with any third-party booking channels please contact our support team for further information because you may need to set these up slightly different it really depends on the particular channel and what it is that they're able to receive from your property management system i hope you've enjoyed and we look forward to seeing you in our next video tutorial