Features of Back office Module
The Back office module facilitates unique and easy manageability of the complexities of the contracts, its various policies and with the inbuilt tools it ensures instant turnaround time with accuracy of information. It provides the best travel booking platforms. The back office module contains contracting features like Split Contract, Approve Multiple Contract at once, Preview Rate before Publish, Contract History, Multiple Rate entry at once, Meal Supplement Entry, Child Policy, Cancellation Policy, Inclusions, Terms & Conditions, Upload contract for proof, Add Rates Season Wise/Year Wise/Date Wise.
The general rates offered by the suppliers to the travel companies are termed as General Contracts. This includes all the service providers who provide various services to the travel companies- hotels, apartments, villas, transport services providers for transfer services, sight seeing , excursions and shuttle services using various transport modes – cars, coach , tempo travellor, cruise and bundled services. Seamless integration of these rates with other modules facilitate enhanced customer experience to customers.
- Special Condition Contract
The uniqueness of online Hotel Contracting System is the ease to manage the complexity of the special condition contracts and its integration in real time. The flexibility to include or exclude the special condition contract is for a specific period (from and to date), market and room type and includes minimum length of stay, check in restriction, check out restriction and child policy.
The child policy is amongst the best feature which facilitates travel companies to define multiple child policy to be excluded or included. It facilitates define child policy for each contract valid for a specific defined period applicable for a specific market, specific room type and meal plan. It also facilitates define the age group of the child covered in the child policy and how many children in this age group can be free of charge / complimentary. It also facilitates define the cost to be incurred for multiple children not covered in the free category / additional child covered in the policy.
The commission structure and its applicability for different hotel rates is seamlessly incorporated in the back office management system The commission structure is based on various parameters based on the rates contracted between the travel companies and suppliers facilitating accommodation in particular. It facilitates define the parameters on which the commission is applicable. These could include Special rates, meals and EB inclusive of tax or without tax , Other parameters which can also be defined on case to case to case basis include kid free or not , is commission a percentage or an absolute amount, when is the commission due ( on issue of invoice or when the payment is received or settle while making payment )This not only ensures accuracy in the financial transactions but ensures that there is no scope of error while settling the commission and is transparent to both supplier and the travel company.
Managing of supplements is one of important part of any hotel contract. These optional services act as the value addition to the customers and enhances customer experience. Meal supplement and other supplements are applicable on all room occupancy (eg: single and double) and have a validity period, valid days and range of persons on which it is applicable.
Meal and service supplement includes the cost chargeable for adult, child and infant. Other supplement comprising of extra bed and services includes the cost applicable for extra bed for adult child and infant.
- Digitized Cancellation Policy
Digitized cancellation policy in contract Management system software seamlessly integrate to manage the cancellations and eliminate disputes. Defining penalty charges, refund process and refund calculation form the integral part of cancellation policy.
- Hide desctivated contracts
One of outstanding feature of the back up module in the Hotel Back Office Software is that the contracted rates which are deactivated can be hidden from the end user . This not only enhances the performance of the system but facilitates search and view options.
The contract management system faciliates review the rates. It could be compare the rates for a period or to ensure that the rates entered are correct prior to approval and making it live. It can functiona as maker checker concept for new rates.
With the increase in the volume of contracts it requires an effort to capture each of them in the system. The dual effort first by the supplier and then by the travel company to put in the system is laborious time consuming and prone to errors. To overcome this and ensure accuracy , enhance turnaround time and optimize manpower resource there is a feature in hotel contract management portal development to upload the contracts in the system. Supplier can download the contract upload template and enter the rates in the excel sheet and upload the same in the system.
- Approve multiple contracts
To keep reviewing and approving one contract after another is a time consuming activity Hotel Reservation Software, facilitates approval of multiple contracts with a single click. It ensures timely update and amendment to contracts and saves time.
The Contract can be divided into multiple parts. Through its use, longer booking contracts can be broken down into smaller, more manageable contracts for easier management.
- Season wise / date wise / period wise
The online back office contracting module faciliates contracts to be categorised as season wise , date wise and period wise. This faciliates trvel companies to offerbest rates to the customers and ensure customer delight. Based on the customer response and bookings these contracts can be revised to optimize sales and growth in business.
Hotel Management Software part of back office contracting module facilitates one of the best features of back office module – Load and reload contracts. Its importance is most felt when there is a sudden change in the rates due to revision in government mandates/ guidelines like change in taxes or there is a revision of rates by the supplier due to un avoidable circumstances. In cased where there is sudden change and the rates need to be updated immediately the option of reload updates the contracts instantly without any major business loss or down time.
Bulk operation is one of the important feature of Contract Management system. It not only is time effective but ensures accuracy in maintaining the contracts. The travel companies can do the following activities in volumes with a single or few clicks – copy existing contracts - Bulk Copy Contract and update them - Bulk Update Contract or make them not accessible - Bulk Deactivate Contract or extend the validity of these contracts- Bulk Extend Contract or send a mass message pertaining to a set of rates - Bulk messaging.
- Free night and early bird discounts
Free nights and early bird discounts are applicable as part of promotion by service providers ( commonly hotels) and travel companies to enhance businesses . On the basis of the service type , contract , and selling period these are offered to customers and is applicable on either individual or group or both , extra bed , supplement or addon. The promo type could be discount , stay pay, meal upgrade , service upgrade , FOC , free transfer or a value addition and come with a Validity, cncellation policy, terms and conditions.
SOC 2
ISO