In the articles in this group, we will show you how to configure a tour operator contract in Clock PMS+ in practice. For this purpose, we will use a sample contract that is designed to serve multiple companies in a given market.
Contract
The terms of the contract include:
- Prices for several room types with different capacities;
- Various discounts for children according to age and guest combinations;
- Payment for an adult on an extra bed;
- Additional payment for Christmas and New Year's Eve dinner;
- Discounts for early bookings;
- Discounts for long stays - in the form of a percentage discount.
You can download the contract from the link at the bottom of the article.
Before you begin
Before you proceed with the configuration, it is important to carefully read the terms of the contract and note the following information:
- Which types of rooms are covered by the contract;
- Are meals provided and how many types of meals are offered;
- What age groups for children are defined and how many types of discounts apply;
- How many seasons are distinguished and what are their periods;
- Are there any additional packages offered at an extra charge?
After analysing the contract, make sure you have the necessary templates for charge ready:
- Charge template for overnight stays;
- Additional payment templates for:
- additional meals (if provided for in the contract);
- additional package services (if included in the contract).
You can use existing templates or create new ones if you need a different configuration.
Once you have finished the preliminary preparation, you can start with the actual configuration of the contract.
Creating the contract
As already mentioned, this contract is designed to work with multiple companies. In practice, however, it must always be created for the profile of a specific company. Therefore, as a first step, we will link it to the profile of one of them.
When creating a new contract, fill in the basic parameters—these are the same fields we already looked at in the first sample contract. If you need a reminder, see the steps in the article "Creating a contract" from the previous example.
Let's pay attention to two more specific room types:
- Double Promo – the hotel does not actually have rooms of this type. The practice is to indicate a promotional price for the respective room type, which is offered under certain conditions. However, in order to describe these prices in the contract, we will introduce a separate room type with the designation DBL Promo.
- 2 Bedroom Apartment – the price is per room, but covers accommodation for up to 4+2 guests. However, the maximum capacity is 6+0, with the last two adults paying extra. Clock PMS+ supports "per room" pricing for tour operator contracts, but in this case, the base price cannot be adjusted. Therefore, we will divide the apartment into two separate types:
- APP4pax – for accommodation of up to 4+2 guests, where the room price is valid;
- APP5+pax – for accommodation of 5 or more adults, where we will add a surcharge for additional guests.
Once you have completed these initial settings, move on to configuring prices – see the next article.