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1 Availability Online User Manual

1. directly from your Vacation In the Reservation Form Style section select Enhanced With Occupancy amp Rates on first page entero notes Click the Save Changes button systems set your additional activate max occupancy an The set your additional activate max occupancy and 2 Max Occupancy Adults additional person fees NOTE The Enhanced reservation form style must be activated to access these settings Login to your Availability Online Administration Center Click Room Management gt Manage Your Rooms Click the Pencil edit icon next to any unit to adjust occupancy and or additional person settings Click the Blue next to any field for explanations Click the Save Changes button Max Occupancy Children Max Occupancy Total Guests Additional Adult Occupant Fee Additional Child Occupant Fee Under Occupancy Fee Available for HotelMaster users ONLY The following options must be in place in your General Reservation Settings for Enhanced Reservation features to function properly Room Choice 1 Selection must be enable Room Choice 2 Selection must be disabled Number of Adults must be enabled 9 NO VACANCY GRAPHI CS Both basic and premium users can choose from aver 80 no vacancy images which will represent a booked room on the 2 week calendar display No vacancy graphics can be changed when ever you d like using these instructions Login
2. How did you hear about our bed and breakfast Required TripAdvisor Genes 9 Custom Question with drop down menu Newspaper AG Online Lodging Directory Other To Edit Add Custom Questions to your Reservation Form Login to your Availability Online Administration Center Click Reservation Management gt Reservation Form Settings gt Custom Questions La Carte Items amp Packages An A La Carte Item or Package may be added to your reservation form at any point This feature is typically used to up sell certain items or services For example giving the guest an option to add a Bottle of Wine or Healthy Spa Package to their reservation If you use nightly rates to give you quests a reservation total you can choose to include the cost of your la carte items or packages within that total Sample image BEER BASKET Ey chermontBeers ang assez snack Evening ou wil needioconunce nm nats etras pott tmi E ermont te Enjoy soo Vermont Wha lat of are waning casas and bolle ot wna Peace hase tar Chardonnay Pino Grae Pinot Nol To Add A La Carte Items amp Packages to your Reservation Form Login to your Availability Online Administration Center Click Reservation Management gt Reservation Form Settings gt A La Carte Items amp Packages Reservation Form Colors amp Visual Settings You may alter the font type text color background color and foreground color
3. Changes button 5 Reservation Form General Settings Most of your reservation form fields and settings can be controlled from the Reservation Form s General Settings page of your Availability Online Administration Center To Access ALL OF THE BELOW Reservation Settings Login to your Availability Online Administration Center Click Reservation Management gt Reservation Form Set ings gt General Settings Collecting Guest Contact Information All guest contact fields ie Name Address Email Phone etc on your reservation form can be de activated made required or optional You can also choose to have your guests verify their email address to prevent email communication failures Email address Ask for Email Address IV make Email address required Require quest to verify email address Home Phone Zek for Home Phone 1 maka Home Above Highightad Screen shor of tne Email Address setting portion of the Administration Center If you are using our Classic Reservation Form Mode contact fields are found on the first page of the reservation form process If you are using our Enhanced Reservation Form Mode contact fields are found on the second page of the reservation form process Collecting Additional Guest Names Many smaller Inn s and Bed and Breakfasts like to know the names of all guests in the reservation party You can easily add a field to your reservation form as
4. Enter the room URLs photos names and or description in the fields provided LER save Changes button Photos and Descriptions ONLY appear on the Availability Search page They do NOT appear on the 2 week calendar grid Calendar Labels Labels can be added to any 2 week availability calendar display and are typically used to divide the calendar grid into labeled sections The example below shows two labels separating B amp B Rooms from Private Cabins Labels can also be used to display other misc text To add a new Label s to your 2 week availability display Login to your Availability Online Administration Center Click Room Management Manage Your Rooms Select the Add Label button and follow the instructions given on the page You can then re order the rooms labels to the correct location on the calendar grid using the Reorder tab the main Room Management admin page See Room amp Label Order below Groups amp Room Unit Types Groups are made up of any number of individual rooms units of a single type For example You may have 15 identical rooms with 2 Double Beds Instead of listing all 15 rooms individually in your booking engine you may combine all 15 rooms into a single Group Only the single group will appear to your guests To Create a Group Login to your Availability Online Administration Center Click Room Management Manage Your Rooms Select the Add Group tab Add the Group s n
5. com availability_search php un XXXX Monthly Calendars Monthly Calendar displays are available to Premium subscribers There are 4 different types of Monthly Calendar displays 1 Simple Static Monthly Image Calendar 2 Dynamic Monthly Image Calendar with a javascript Next button View 3 Dynamic Monthly Image Calendar with a javascript Next button and jQuery affects View 4 Multiple Monthly Image Calendars that change Automatically when the Month Changes Visual examples of the Monthly Calendars can be seen in Section 4 of this help document Below are code and instructions on how to implement Multiple Monthly Calendars the most common monthly calendar display option Copy and paste the below image URLs into your html document Each URL represents one month Replace the XXXX with your Availability Online username Replace the YYYYY with each room unit ID Room 10 can be found in the Room Management portion of your Administration Center or can be provided to you via email from the Availability Online support staff support availabilityonline com aoCalendarlmageStatic ttp images avallabilityonline com api gcal index php ur To show additional months use the same URL replacing the month plus variable current month 1 next month 2 third month etc You can display 1 12 months for a single property Date Select Tool Bar Visual examples of the date select tool bar can be seen in Section 4 of this help
6. complete instructions on how to manually update your availability click this link http 204 availabilitvonline com help ao4help manualupdate html Change Order of Rooms Units on Update Availability Screen To change the order of your room units that appear on your manual update screen Login to your Availability Online Administration Center Click Calendar Management gt Update Availability gt Manual Update Order Follow the instructions given on the page NOTE These instructions will only change the room unit order on the Update Availability screen in your Administration Center To change the room unit order on the availability display seen by your guests refer to the Room Management portion of this user manual Auto Updating Your Availability is for users who use compatible desktop guest management software see list af compatible software vendors below Auto updating allows property owners to instantly update their unit vacancy from their guest management software Updating your Availability Online calendar can be made less time consuming with automatic uploads from your guest management software With a click of a button in your desktop software your entire property s vacancy some of the below vendors have the ability to send room rates and min night stay Tequirements as well will instantly appear on your Availability Online availability calendar We currently support automatic uploads from the following software ven
7. guests are assuming they have just made a confirmed booking Although your guest does receive an auta reply confirmation email many property owners choose to send their guests a second confirmation email that may include more check in info directions and general details Activate the Confirmed Booking Form Login to your Availability Online Administration Center Click Reservation Management gt Reservation Form Settings gt Activate Form Click both the Activate Reservation Requesting and Activate Confirmed Reservation check boxes Click the Save Changes button Reservation I nquiry Request Form A Reservation Inquiry Request Form allows your guests to Request a reservation Your guests will expect to hear from you with final confirmation The reservation request form does have the ability to give your guests a complete reservation total if you choose to display one After your guests submit a reservation request they will receive an auto reply email which includes a copy of the reservation information they submitted This is not a confirmation email To Activate the Reservation Inquiry Request Form Login to your Availability Online Administration Center Click Reservation Management gt Reservation Form Settings gt Activate Form Click the Activate Reservation Requesting check box Click the Save Changes button Enhanced Reservation Form Style The Enhanced Reservation Form Style gives the following functionali
8. of your reservation form Premium users may also add a static page header or logo to the top of their reservation form Adding a header to the reservation form is a free service that needs to be done by the Availability Online staff Please mailto support availabilityonline com for information To Edit your Reservation Form Colors Login to your Availability Online Administration Center Click Reservation Management gt Reservation Farm Settings gt Colors amp Visual Settings Our staff is always happy to help you alter the colors of your Availability Online pages to match your website Credit Card Type Settings Tell our system which types of credit cards you accept Your selection s will appear as payment options on your reservation and or gift certificate order form To Edit your Credit Card Type Settings Login to your Availability Online Administration Center Click Reservation Management gt Reservation Farm Settings gt Credit Card Settings Reservation Confirmation Setup You have the option to send a reservation confirmation to your guest through the Availability Online interface Default Email addresses Email subject and email text you enter will automatically appear when you compile the confirmation email from your Pending Reservation Pick Up Center To Edit Reservation Confirmation Setup Type Settings Login to your Availability Online Administration Center Click Reservation Management gt Reservation Form Settings
9. software please contact us before you send your first auto update To Activate Nightly Rates Login to your Availability Online Administration Center Click Room Rates gt Rate Settings From the Rate Display Type drop down menu choose Nightly Click the Submit button To Create and As tly Rates For detailed instructions an how ta create and assign your nightly rates please following this link http 204 availabilitvonline com help ao4help nightlvrates html Yearly Rate Display Yearly rate display allows you to show a single nightly see example image below rate or a rate range for the entire year on the 2 week availability calendar display A rate range typically represents your low midweek rate to your high weekend holiday rate Yearly rates are for display only and are not calculated in the reservation form total May 10th 2012 Yearly Rates are available BEBBE NN pete perm ense eti ee Bone ute gt soa Weide ome above Rate range which shows for the entire year To Activate Yearly Rates Login to your Availability Online Administration Center Click Room Rates gt Rate Settings From the Rate Display Type drop down menu choose Yearly Click the Submit button In the left side navigation click Set Monthly Yearly Rates Click the Pencil edit icon next to the room to assign a rate In the Rates section enter your Yearly rate ran
10. to your Availability Online Administration Center Click Calendar Management gt Vacancy Graphics gt Standard Vacancy Graphics Select the no vacancy graphic of your choice and click the Apply Changes button Premium users can choose to show a custom no vacancy graphic on their availability calendar To do this ask your web designer to create a custom graphic that is 25 x 25 pixels Email the graphic to Availability Online Support support availabilityonline com and we ll upload the graphic to your account If you would like Availability Online to create a customized graphic for you please contact us Additional fees for creating this image may apply 10 GENERAL POLICY amp MONTHLY NOTES ON AVAILABILITY DISPLAYS Information provided in your General Policy amp Monthly Note section appears directly below your availability display This section can be used any way you choose Many use Policies amp Monthly Notes to explain cancellation policies non smoking rules special off season discounts or to announce special events in the To Activate Policies amp Monthly Notes Login to your Availability Online Administration Center Click Calendar Management Policies amp Monthly Notes Text entered in the Policy 0 field will appear for all twelve months Text entered in the Policy 1 12 fields will display for individual months Click the Apply Changes button when finished HTML is allowed in these fields 11 HOW TO CHAN
11. Availability Online style sheets in tact These style sheets are noted Availability Search General Visual Settings amp Colors To change the colors of the Availability Display page Login to your Availability Online Administration Center Click Calendar Management gt Visual Settings gt Search amp Display Choose the portion of the calendar you would like to edit and the Edit Visual Settings button Using the color pickers provided edit the colors to the settings of your choice Click the Submit button to save your changes You can view your changes by clicking Quick Links gt Preview Search amp Display Header amp Footer Customization available for Premium subscribers only HTML CSS knowledge is required to update the header and footer customization for Premium accounts Please contact us to alter your availability page layout Visual setting changes are usually done at no charge to you Alternatively Your web designer can make these changes using the following instructions Login to your Availability Online Administration Center Click Calendar Management gt Visual Settings gt Search amp Display Choose Premium Header amp Footer from the drop down menu provided and click the Edit Visual Settings button Edit the HTML in the Custom Header Footer fields and click the Submit button to save changes When adjusting the Custom Header Footer be sure to keep the Availability Online style sheets in tact Th
12. GE YOUR PASSWORD Your availability Online account has two passwords 1 Master Password Allows full access to account including credit card information 2 Developer Password Restricts viewing of sensitive reservation information To Change Your Master or Developer Password Login to your Availability Online Administration Center Click Password Administration gt Change Developer Password or Change Master Password Follow the password changing instructions given on the page To Change Your Username Please contact us at support avallabilityonline com with the username you would like to change to In Tare cases additional fees to change your username may apply 12 RESERVATION amp GIFT CERTIFICATE ORDER PICK UP When a new reservation or gift certificate order has been submitted you are immediately sent an email notification alerting you of the guest s submission A information the guest submited in the form is includea tis ema TTT notification MINUS the credit card information This is for security you use desktop purposes reservation software such as icon Rent Magi To View Pending Reservations Gift Certificates amp to Retrieve GuestTracker etc Credit Card Info Login to your Availability Online Administration Center with your automatically downloas waster password y into your software This wil Click on the Reservation or Certificate 104 to view details save you and your staff time from re typing your
13. Taxes amp Deposits Page 17 18 Gift Certificate Order Form Page 30 1 HOW TO LOGIN TO YOUR AVAILABILITY ONLINE ACCOUNT To login to your Availability Online account go to the Administration Center Login screen https availabilitvonline com admin index php To save time in the future we recommend bookmarking this link into your Favorites list For full access to your account including guest s credit card information login to your Administration Center with your Availability Online username and Master Password You may choose to restrict the viewing of sensitive credit card information to certain staff and or your weh developer Logging in with your Availability Online username and Developer Password will hide all of your guest s reservation information If you are unsure of your username and or passwords please contact us mailto support availabilityonline com 2 UPDATING AVAILABILITY There are two ways to update your raom unit availability 1 Manually through the Availability Online Administration Center 2 Automatically through a compatible guest management software Both options are explained below Manually Updating Your Availability is for users who do not have compatible desktop guest management software Manual updating is quick and easy to do with only a few clicks of your mouse To update your Room Availability Login to your Availability Online Administration Center Click Quick Links gt Update Availability For
14. ame ie Rooms w 2 Double Beds and other appropriate info and click the Save Changes button Select the individual rooms units that should be included in the group and click the Save Group button After new group is created you can change which rooms are associated with a group at any point using the blue Assign Groups icon shown below Group xls Room amp Label Order The order your rooms units appear on your availability display viewed by your guests can be changed to any order you choose To re order the room unit listings as they appear on your Login to your Availability Online Administration Center Click Room Management Manage Your Rooms Select the Reorder Chart tab Follow the instructions given on the page to reorder the room unit listing Click the Save Order button lity display Adding a New Room Unit To add a new room to your availability display booking engine Login to your Availability Online Administration Center cick Room Management gt Manage Your Rooms Select the Add Room button Enter the appropriate room information and click the Save Changes button Auto updaters need to add new rooms units In thelr reservation management software Doing so wil automaticaly add the room unit to your Availability Online account upon the next update Innkontral users need to add the new room unit to BOTH their InnKontrol software and Availabilty Online Permanently D
15. ate order has been submitted you have the choice to be notified via four different options 1 Email Multiple emails can be used 2 Text Message premium subscriber feature only 3 Fax premium subscriber feature only 4 Pager premium subscriber feature only Note that Availability Online staff needs to be contacted to activate Fax and or Pager Notification services To Edit your Gift Certificate Notification Methods in to your Availability Online Administration Center Click Gift Certif Management gt Gift Certificate Form Settings gt Notification Setup Credit Card Settings Tell our system which types of credit cards you accept Your selection s will appear as payment options on your gift certificate order form and or your reservation form To Edit your Credit Card Type Settings Login to your Availability Online Administration Center Click Gift Certif Management gt Gift Certificate Form Settings gt Credit Card Settings 16 GENERAL SETTINGS PROPERTY INFORMATI ON The Property Information section of your Administration Center allows you to change the info which appears within the Standard Header of a Basic Availability Online calendar display shown below with red arrow This section is also used to change the property link found on your reservation and gift certificate order form Ay E Misc text can be added to the To Change your General Property Information Login to your Availability O
16. bsite gt Reservation Request Form Gift Certificate Order Form The secure gift certificate order form is available to Premium subscribers If you would like to add a link to your website pointing directly to the secure gift certificate order form you can add this link to your website https a04 avallabilityonline com gift_ certificate php un XXXX Replace the XXXX with your Availability Online username Other gift certificate form linking options can be found using these instructions Login to your Availability Online Administration Center Click Your Website gt Gift Certificate Order Form 30
17. d allow your guests to view all units rooms The Show Only method can be used within the 2 Week Calendar example below or the Availability Search formats Working Example of a Show Only Two Week Calendar http a04 availabilityonline com availtable php un demo amp show button true amp submit4 Show tLess Properties 21678show only mode view all Working Example of a Show Only Availability Search http a04 availabilityonline com availability search php un demo amp show only 921676show only mode view_all_button trueSsubmit4 Show Less Properties Bak Ae Ast E April Sih 2012 April 10 202 mause ary maie LL With click of a button BEE guests can choose to Show availability for only a lability for single room unit or a group of x roomelunite Not Avaliable All units 5 ROOM UNIT RATES Availability Online gives you the option to show rates 3 different ways 1 Nightly Rates is calculated to show a reservation total 2 Monthly Rates for display only does not get included in reservation total 3 Yearly Rates for display only does not get included in reservation total Nightly Rates When Nightly Rates are entered into your account they will automatically be used to calculate a subtotal for your guests reservations Nightly are shown on the reservation form as your guest completes their booking Nightly Rates are also shown on your availab
18. different options when deciding how to display Availability Online on your website 1f you need help deciding which option is best for you please contact us support availabilityonline cam Most properties choose to show an availability display and reservation form However you can show one the other There are several different ways to add Availability Online to your site Below just select few examples of the easiest methods For more examples and code on how to add Availability Online to your website Login to your Availability Online Administration Center Click Your Website and select the display option of your choice OR if you don t see the display option you are looking for please contact us supportGavailabilityonline com and we can email you or your web designer the appropriate code Two Week Calendar Grid A visual example of the 2 week calendar can be seen in Section 4 of this help document Use the below URL to add a simple text link to your site pointing to the two week calendar Replace the XXXX with your Availability Online username http availabilityonline com availtable php un XXXX 28 Availability Search Page A visual example of the Availability Search page can be seen in Section 4 of this help document Use the below URL to add a simple text link to your site pointing to the Availability Search Replace the XXXX with your Availability Online username http 204 availabilityonline
19. displays an optional text field asking your guests if they have any additional Comments Requests This field can be turned off or made required If you are using our Classic Reservation Form Mode this field is found on the first page of the reservation form process If you are using our Enhanced Reservation Form Mode this field is found on the second page of the reservation form process Unit Room Labels The Unit Room Label section allows you to display text on your reservation form that describes what type of unit you are renting The default unit label that appears on your reservation form is Room If you rent condos you may want to change the unit label to Condo If renting vacation rentals you may want to change the label to Rental Whatever text you choose will show throughout the reservation form as in the highlighted example below Number ot Adulte 2 requires Number of Children O ail us tho numberof children you are bringing between the ages of 1 15 years old RoomorCattage Please Choose recuires Please complete the elas above to see rates Above Highlighted Unit Label found on the Reservation Form seen by your guest Immediately mark rooms as not available when a reservation is made You can choose to immediately take a room out of your inventory mark booked on your availability calendar after a reservation is submitted This setting is best used with manual availability updating If you use au
20. document Your web designer can alter the layout colors text and overall appearance of the tool bar Standard code of the date select tool bar can be found using these instructions Login to your Availability Online Administration Center Click Your Website gt Interactive Calendars Scroll down to Option 6 Using the instructions provided copy and paste the given code into your website The code in the Your Website portion of our administration center gives only one way you can display the tool bar We can customize the following elements within the tool bar Include ONLY the View All button points only to the 2 week calendar Include ONLY the Search Availability button points to the Availability Search page Configure tool bar to point to an indivual room unit vs ALL units Pre select the Nights field to a specific number For example if you ALWAYS have a 7 night min we can adjust the tool bar so guests can search for stays less than 7 nights 29 If you would like any of these customizations please contact us support availabilityonline com and we can send you your designer the appropriate code Show Only Mode Show Only displays are available to Premium subscribers Visual examples of the Show Only displays can be seen in Section 4 of this help document Show Only Two Week Display Use the below URL to add a simple text link to your site pointing to the Show Only Two Week Display Replace the XXXX
21. dors www BABManager com Innovation www RezStream com www HotelMaster Software com www InnTime biz www GuestTracker com www MagicHotelReservation com www ReservationKev com www VacationRentPro com ww InnKontrol com www Compu_Reservations com MunsenWare s Guest RezOvation Desktop Tracker In addition to uploading availability information your Availability Online reservation requests can be automatically downloaded and inserted directly per your approval into your guest management software This saves you and your staff time from re typing your guest s reservation and credit card information Currently Availability Online reservation downloads are supported by the following software vendors www BABManager com www lnnTime biz www Rezstream com www HotelMaster Software com www Compu Reservations com www GuestIracker com wwwMagicHotelReservation com RezOvation Desktop www VacationRentPro com InnOvation MunsenWare s Guest Tracker Please contact the software vendor directly for instructions on how to upload download to your Availability Online account 3 RESERVATION FORMS Availability Online offers two types of reservation forms Confirmed Booking Form and Reservation Inquiry Form Confirmed Booking Form Confirmed Booking Form has the ability to give your guests a complete reservation total and send them an auto reply confirmation email after the reservation has been submitted After submitting the form your
22. e Our Classic Reservation Form Style is ideal for innkeepers looking for a straight forward and simple method to take reservation requests As seen in the sample image below guests are given a standard form to submit their contact and booking information Guests are asked to confirm their information on the second page of the reservation process before submission vallabllly Online DEMO Account Please complete all ot the required below lo inquire about a reservation Cancelation Deport Booking Foes Payment ivan RD First Page of Cassin Reservation Fam To Activate the Classic Reservation Form Style Login to your Availability Online Administration Center The Classic Reservation Form style works best for those looking to take Reservation Requests Inquiries vs Confirmed Bookings The Classic Reservation From Style will show Nightly Rates and reservation subtotal if you choose The rates and subtotal are shown to the guest on the Second page of the reservation form process If you want to enforce minimum night stay requirements we recommend using the Enhanced Style Reservation Form Additional person charges and or occupancy settings are not available in the Classic Reservation Mode Click Reservation Management gt Reservation Form Settings gt Activate Form In the Reservation Form Style section select Classic and click the Save
23. ed to find the Archived Reservation Once found click on the Reservation or Certificate ID to view details 13 AVAILABILITY DISPLAY VISUAL SETTINGS 2 Week Calendar General Visual Settings amp Colors To change the colors of the 2 week calendar grid Login to your Availability Online Administration Center Click Calendar Management gt Visual Settings gt Traditional Calendar Display Choose the portion of the calendar you would like to edit and the Edit Visual Settings button Using the color pickers provided edit the colors to the settings of your choice Click the Submit button to save your changes You can view your changes by clicking Quick Links gt Preview 2 Week Calendar Header amp Footer Customization available for Premium subscribers only HTML CSS knowledge is required to update the header and footer customization for Premium accounts Please contact us to alter your availability page layout Visual setting changes are usually done at no charge to you Alternatively your web designer can make these changes using the following instructions Login to your Availability Online Administration Center Click Calendar Management gt Visual Settings gt Traditional Calendar Display Choose Premium Header amp Footer and click the Edit Visual Settings button Edit the HTML in the Custom Header Footer fields and click the Submit button to save changes When adjusting the Custom Header Footer be sure to keep the
24. ee the Rates portion of this user manual for more information Calendars Monthly calendars displays are available to Premium Subscribers only There are two different monthly calendar display options Monthly Calendar Option 1 Show 1 24 months of availability on your web page s 3I2ISTATSTSTT BEIGE Mo Colada on nia 12 8 7 8 9 10 11 12 13 1415 availability for a single room unit or 16117118 deal 12 13 1a 166d 16 17 18 18 20 2172 your entire property a2 zs ias esposa za 18120 23 ia zai2elos 27iaa 2s All of our monthly calendar displays be used solely on your website or in conjunction with other availability displays HAE als homhahsals pe 718 purse rzrma nep 112 rana t5 n6 z122 3 z4 zs es ar 18 0 2122 zs o 28l29 50l51 25 26 27 8 25 50 htto 204 avallabilitvonline com images aodemo_monthivcal htm 12 Monthly Calendar Option 2 Show a single monthly calendar on your web page s that will allow guests to view multiple months using simple Next link These calendars can show availability for a single room unit or your entire property 19 20 2122 23 28 29 30 Date Select Tool Bar The Date Select Tool Bar is available to both Basic and Premium subscribers The Date Select Tool Bar allows your guests to choose which type of availability they d like to see Selecting one button in the tool bar ta
25. eleting a Room Unit To permanently delete a room from your availability display booking engine Login to your Availability Online Administration Center Click Room Management gt Manage Your Rooms Click the red X next to the raom unit you need to delete you will be asked to confirm this decision updaters need to also remove the rooms units from their reservation management software Temporarily De Activating a Room Login to your Availability Online Administration Center Click Room Management gt Manage Your Rooms Click the green flag found in the Actions column until the flag turns red 15 GIFT CERTIFICATE GIFT CARD ORDER FORMS Secure Gift Certificate Order Forms are available for Premium users only Your Availability Online Gift Certificate Order form will securely collect orders directly from your own website You will be responsible for any correspondence with the buyer and or guest using the certificate You are also responsible for mailing e mailing the actual certificate or gift card Credit card numbers found in the order will be processed by you using your current processing method When a new gift certificate order has been made you are sent an e mail notification All order information is included in the natification email minus the credit card number Credit card numbers can be retrieved Using these instructions Login to your Availability Online Administration Center with your Master pas
26. erty owners may only want to take reservations one year in advance Using the last allowable date modifier you can choose the number of days from today that is the last day you allow to be booked Entering 365 means you allow bookings up to one year in advance Entering 180 means you allow bookings up to 6 months in advance etc Your system is set by default at 365 Requesting Guest s Arrival Time If you have strict arrival check in times you may want to request your quests to choose their estimated time of arrival Using the drop down menus provided select your check in range When activated your quests will be able to select from this time range when making their reservation The Arrival Time field on your reservation form can be optional or required equest guests to enter their estimated arrival time Select range of arrival time your guests can choose from 3 00PM 5 tO 11 00 PM w E Make estimated arrival time required Above Arrival Time settings section of your Administration Center Collecting Room Unit Choice from Guest This field allows guests to select which unit or unit type they want to reserve You can choose to deactivate this field or make this field optional IMPORTANT NOTE Deactivating or marking this field optional will prevent your system from calculating nightly rates and minimum night stay requirements A room unit choice is necessary for the system to tally this information Number of Guests Thi
27. ese style sheets are noted Monthly Calendars Monthly Calendars are avallable to Premium subscribers only To change the colors of the Monthly Calendars Login to your Availability Online Administration Center Click Calendar Management gt Visual Settings gt Monthly Calendars Using the color pickers provided edit the colors to the settings of your choice Click the Submit button to save your changes 14 ROOM UNIT MANAGEMENT As you come to your Room Management center you will see several editing options Use the below key to help manage your room unit information P Room Active and Displaying on calendar Attention Vacation RentPro IR Room is activate but does Not Display on calendar EG isers Room unit names links thumbnail images and descriptions can be sent from your Vacation RentPro or HotelMaster software Contact their support staff directly for set assign Rooms to Groups F Room is tnactivate and does not display on calendar Edit Name URL of Rooms Groups or Labels X Delete Room Group or Label Attention CompuRes aka Editing Room names links photos amp descriptions ve Tute Toca oom unit names nis ural phos nd lescrintions names can not be edited from tain to your Availabilty Onine Administration Center en ce aes en 2 EBC Ream Managemen gt You Rooms the Perl et ion next to the reom unt you need to E
28. ge in the High and Low fields If you only have a single rate enter that in the High Rate field Click the Save Changes button Repeat for each room unit 16 Monthly Rate Display Monthly rate display allows you to show a single nightly rate or a rate range see example image above that can change for each month viewed on the 2 week availability calendar display For example You can show a rate for Room 1 in August for 145 But in January the rate for Room 1 can be shown as 115 rate range typically represents your low midweek rate to your high weekend holiday rate Monthly rates are for display only and are not calculated in the reservation form total Monthly Rates are available for display on the 2 week availability calendar only and are not displayed on the Availabilty Search creen meadow sue E Be mountain Room so al Dog Room 19125 e Above Single rate Which can change depending on the month viewed by guest Activate Monthly Rates Login to your Availability Online Administration Center Click Room Rates gt Rate Settings From the Rate Display Type drop down menu choose Monthly Click the Submit button In the left side navigation click Set Monthly Yearly Rates Click the Pencil edit icon next to the room to assign a rate In the Rates section enter your Monthly rate range in the High and Low fields If you only have a sing
29. gt Confirmation Setup Unless you are familiar with HTML code you will want to select Plain Text as your email type Plain Text allows you to copy and paste a confirmation letter from a Ward or Text document 4 AVAILABILITY DISPLAYS Two Week Calendar Grid Available to both Basic and Premium subscribers One of our most commonly used display options Shows the availability of all rooms in your account in two week intervals You may choose to allow guests to search your availability up to 1 or 2 years in advance aE mw Ry SG SSS 188 H Colors and vacancy graphics can be customized to match the theme of your website Our staff is happy to customize the calendar for you zm UT 1 Rates can be shown on this availability TT display See the Rates portion of this user manual for more information Available for both Basic and Premium subscribers Search amp Display Available to both Basic and Premium subscribers TE 7 The Availability Search amp Display shows only rooms available for the dates searched by your guests This display method includes the option to display room photos and descriptions Working Exampl http 204 avallabilityonline com availability search php un demo Colors can be customized to match the theme of your website Our staff is happy to customize this page for you Nightly Rates can be shown on this availability display S
30. guests When viewing Reservation Details you have the option to email your information Quest a confirmation To do this click the Send Confirmation Email button at the bottom of the page where you will then be prompted to Please contact your complete amp send an email form to your guest provider directly for After Confirmation has been sent optional it is recommended that you Information on click the Archive button found at the bottom of the Reservation or activate Availability Online Certificate Detail page Archived reservations gift certificates are saved f S tValion downloads 6 months for further viewing HELPFUL HINT Sorting Reservations Reservations and Gift Certificate orders on the Pending page can be sorted by Date Taken numerically by the Reservation ID Customer Name or by the Arrival Date by clicking on the column header text Date Taken Reservation ID amp Customer Name Arrival Date To View Archived Reservations Gift Certificates Archived reservations gift certificates are reservations that have been moved from your Pending Reservation page either manually or by your desktop reservation software Once archived reservations are saved 6 months for further viewing Login to your Availability Online Administration Center with your Master password Select Reservation Management gt Reservation Pick Up gt Archived Reservations Choose one of the four search methods provid
31. ility displays 14 If you use the Availability Search display nightly rates will be shown like thi suis wiicnanatis rmurar eco vow room wh two doute bot aavay avt for tn som ont neces n trage microwave snk o prie bah Ez Becasancr iris 0 outs Retes baset or 4 guests 5 ds oe a SEE Dewey View Twin A mouran ee room win two beds and a pate bat Eco cie cS If you use the 2 Week Availability display nightly rates can be shown one of two ways 1 Within the calendar grid Please contact the Avallability Online support staff to activate this rate display method for you E 5 8 Green sune Te EESC ine neman Rm GEES exo SG ein fcm LLI Vacation RentPro BnBManager and HotelMaster updaters Nightly Rates can be sent automatically from your reservation software However you do need to Activate nightly rates in your Availability Online account Other Auto Data Updaters To prevent data loss you must send your first PMS update BEFORE entering ANY nightly rate Information into our system Manual Data Updaters If at any point you decide to start updating your Availability Online account with property management
32. information For example see image below if you ALWAYS enforce a 3 night minimum into system you remove the 1 and 2 Nights options from the Availability Search tool bar by setting Nights Start Value to 3 Manual Data To check avaitaniity please select your arrival date and the number of nights you ll be staying Updaters If at any point you decide to PEPE at Boe 7 start updating your Eo Si Ohne 1 account with property management software please contact us before you send your fist auto update i 4 5 H 7 Step 3 Select Your Minimum Night Stay Mode Using the information on the page select how you want the reservation form to handle your min night stay requirements Click the Save Changes button To Create and Assign Minimum Night Stay Requirements For detailed instructions on how to create and assign your minimum night stay requirements please following this link http 204 availabiityonline com help ao4help minnightstay html 19 8 MAXIMUM OCCUPANCY SETTINGS amp ADDITIONAL PERSON FEES Additional Person Fee functions are available for Premium Subscribers only Maximum Occupancy functions are available to both Premium and Basic Subscribers To activate max occupancy and additional person fee Login to your Availability Online Administration Center Click Reservation Management gt Reservation Form Settings gt Activate Form The following settings can be sent
33. kes your guests to the Availability Search page Selecting the other takes your guest to the 2 week calendar You may configure the date select tool bar to only point your guest to one availability display page Your web designer can change the layout and colors of the Date Select Tool Bar Here are a couple of ways you could show the date select tool bar on your website hito a94 avallablitvonline com images room images June 16 271 ombodemo htm the working example clicking View Al will send Number or nights RESTI guests to the 2 Week Display Clicking Search Availability sends guests to the Search amp Display page Soarch Available Rooms View Al Rooms Show Only Mode Available for Premium subscribers only Our Show Only display mode gives you the ability to show availability for a single unit room Links to a Show Only calendar can be placed on your website for each unit room This display option can be solely used on your website or in conjunction with other availability displays Show Only calendars can also show a group of specific units at one time For example lets say you have total of 24 vacation rentals available With a show only calendar you could choose to display three different calendars One showing rentals with 3 bedrooms one showing rentals with 2 bedrooms the other showing rentals with 1 bedroom You can choose to place a Show All Rooms button on each Show Only calendar which woul
34. king for this information When activated an open text field will display on your form just below the contact information entry section Check In Check Out Time This setting allows you to display your check in check out times When activated the times will be shown on your reservation form just above the Arrival Date fields Arrival amp Departure Date The arrival and departure fields are set by default to be active You can choose to deactivate these fields from the General Settings portion of your Reservation Form Settings NOTE Deactivating one or both of these fields will prevent your system from calculating nightly rates and minimum night stay requirements First Allowable Booking Date Many property owners may not want to accept same day online bookings With the first allowable date modifier you can choose how many days out you want to accept online bookings Entering 0 in this field means you allow same day bookings Entering 1 means tomorrow is the first bookable day etc Your system is set on default at I If the First Allowable Booking Modifier is set to 1 or more your phone number is automatically displayed on the reservation asking guests to call you directly to book To Access ALL OF THE BELOW Reservation Settings lt Login to your Availability Online Administration Center Click Reservation Management gt Reservation Form Settings gt General Settings Last Allowable Booking Date Many prop
35. le rate enter that in the High Rate field Click the Save Changes button Repeat for each room unit 6 FEES TAXES amp DEPOSITS The Fees amp Taxes feature is available to Premium subscribers The Fees amp Taxes function can be used to include taxes cleaning fees or any other misc charge to your reservation subtotal You can also show a deposit amount which will be charged to your guest s credit card You can add an unlimited number of fees and or taxes to your account A percentage or static dollar amount can be added to your reservation subtotal on a per unit or a per stay basis Adding fees and or taxes to your reservation subtotal may benefit you and your guests as it can provide your guest with a final total of their stay To Add Fees amp Taxes To Your Reservation Form Login to your Availability Online Administration Center Click Reservation Management gt Reservation Form Settings gt Fees amp Taxes Follow the set up instructions given on the page Mar 28th Wav 30th Hain Dog Room se Arial Dale 2012 05 29 Depanure Date 2072 05 31 Room or Cabin Hairy Dog Room Number ot Aas 2 Number af Children 0 Room Subtotal s 18000 Fee 7500 Subtotal 2550 20 Deposit Due Today 5100 20 Statta SOOO Total m Lat Sample of fee tax deposit pay on reservation To Show a Deposit Amount on Your Reservation Form Login to your Availability O
36. nagement Unit Labels Page B Room names links photos amp Page 23 descriptions Auto Booking After Reservation Page B Calendar Labels Page 23 24 Booking Page 8 Groups amp Room Unit Types Page 24 Cancellation Policies amp Page 9 Room Order Page 24 Disclaimers Proof of Policy Agreement Page 9 Adding a new Room Unit Page 24 Notification Setup Page 9 Deleting Roomy Unit Page 25 Custom Questions Page 10 Temporarily Deactivate a RoomUnit Page 25 Ala Carte Items amp Packages 10 Color amp Visual Settings Pagell 15 Gift Certificate Order Forms Credit Card Type Settings Page 11 General Settings Page 25 Reservation Confirmation Setup Page 11 Color amp Visual Settings Page 25 26 Notification Setup Page 26 4 Availability Display Options Credit Card Settings Page 26 27 Two Week Calendar Grid Page 11 Search amp Display Page 12 16 General Settings Property Information Page 27 Monthly Calendars Page 12 13 Date Select Tool Bar Page 13 17 Event Management Page 27 28 Show Only Mode Page 13 14 5 Room Unit Rates 18 Adding Availability Online to Your Website Nightly Rates Page 14 16 Two Week Calendar Grid Page 28 Yearly Rates display only Page 16 Availablity Search Page Page 29 Monthly Rates display only Page 17 Monthly Calendars Page 29 Calculated Week Rates coming Date Select Tool Bar Page 29 30 Calculated Month Rates coming Show Only Mode Page 30 Reservation Form Page 30 6 Fees
37. nline Administration Center Click General Settings Property Information Edit your property information in the fields provided Click the Submit button to save changes 17 EVENT MANAGEMENT Event Display for Premium Subscribers only An events display can be shown above the 2 week calendar or the availability search display pages as shown below You have ability to edit all header and description text within this display You can also select when to display each event Specifically choose to show each event During Event Date Range Only Until Event has expired Always show event Add as many events as you d like 1 Click the Add Event tab to create a new event or packages Click the Pencil edit icon next to any event to make changes x check availability please select your arrival date and the number of nights you ll be staying Arrival Date Risch E SEE ASSI Nigus FE SST Displaying rooms and cabins available for 1 night starting May 16th 201 18 ADDING AVAILABILITY ONLINE TO YOUR WEBSITE Availability Online will need to be implemented into your site by your web designer If you do not have a designer our sister company VTweb can add Availability Online to your website for a one time hourly fee Please contact Ruthellen Weston or Julie Niles at VTweb if you need someone to add Availability Online to your site 802 774 1124 ruthellen vtweb com You have several
38. nline Administration Center Click Reservation Management gt Reservation Form Settings gt Fees amp Taxes Click the Add New Tax button In the Tax Name field enter how you want to label the deposit on the reservation The Tax Name in the example above is 20 Deposit Due Today Make the below changes in the fields provided Activate select Yes Applied to Select Unit and Non Unit Taxable Subtotal Percentage type in the percentage of your deposit Behavior Select Display Only Display Order enter 1 Applies to Rooms Click Check All Click the Save Changes button 7 MINIMUM NIGHT STAY REQUI REMENTS There are four modes you can choose from when deciding how to handle your minimum night stay requirements on your reservation form 1 Allow Mode Minimum night stay requirements are displayed but not enforced A guest can submit reservation that does not meet your minimum night stay requirements 2 Alert Mode Minimum night stay requirements are displayed and quests are warned if their reservation does not meet requirements A guest can still submit a reservation that does not meet your requirements 3 Surcharge Mode Minimum night stay requirements are displayed and quests are warned if their reservation does not meet requirements The warning will notify the guest that an additional surcharge must be paid if they proceed with the reservation 4 Stop Mode Minimum night stay requirements are displayed and enforced Gues
39. o expand view the policy info Click Print Policy Notification Setup When a reservation has been submitted by your guest you have the option to be notified via four different ways 1 Email Multiple emails can be used 2 Text Message premium subscriber feature only 3 Fax premium subscriber feature only 4 Pager premium subscriber feature only Note that Availability Online staff needs to be contacted to activate Fax and or Pager Notification services Faxes and text messages not guaranteed with all makes models of fax machines and phone carrier services Email by nature is never 100 reliable due to various virus protection systems and spam filters We always recommend periodically checking the Pending Reservation page of your Administration Center for new reservation To Edit your Reservation Notification Methods Login to your Availability Online Administration Center Click Reservation Management gt Reservation Farm Settings gt Notification Setup Questions Display up to four Custom Questions on your reservation form Choose to display a Text Box or Drop Down Menu for your guests to answer your question If displaying a drop down menu you can enter up to 9 drop down menu options You can also choose to Require guests to answer your Custom Questions Example of Custom Que Do you hare any specia letaryrequirsments you i us to know about u Custom Question with open text box
40. policy at the top of the confirmation page of the reservation process Show the policy at the bottom of the confirmation page of the reservation process MUST BE CHECKED IF POLICIES IS ACTIVATED I Show policy in the notification emails If policy is shown in the notification emails where should it appear Bottom 2 Custom Thank You Message Text entered in this field displays on the last page of the reservation form process 3 Miscellaneous Message Text entered in this field displays at the bottom of the first page of the Teservation form process 4 Subtotal Policies Displays on the second page of the reservation form process A Subtotal Policy is only necessary if you are displaying nightly rates An example of your subtotal policy might be Subtotal does not AAA discount or other misc charges Proof of Policy Agreement Sometimes it becomes necessary to prove to your guests or your credit card merchant that the guest did in fact agree to your cancellation or other policies When such a dispute arises you can print a copy of the guest s actual reservation that includes the policy they agreed to as well as a date and time stamp of when they agreed to it To Print a Reservation Which Includes Proof of Policy Agreement Login to your Availability Online Administration Center with your Master password Click on the Reservation ID to view details Scroll down to the bottom of the reservation and click t
41. s field allows quests to enter how many people are in their party By default this field is active You can choose to de activate this field or make this field optional IMPORTANT NOTE Deactivating or marking this field optional will prevent your system from calculating nightly rates and additional person fees The Number of Guests is information necessary to tally this information iain Es Sa e we cigs Vr ess i SC i Tan UE UNES Ee ves old To Access ALL OF THE BELOW Reservation Settings Login to your Availability Online Administration Center Click Reservation Management gt Reservation Form Settings gt General Settings Payment Credit Card Settings Your Availability Online reservation form can securely collect your guest s credit card information This can include not only the credit card number but the card s expiration date CVV Number and mailing address associated with that card Keep in mind that Availability Online does not process the credit card and does not have any direct interfaces to payment gateways The reservation form credit card fields are ON and Required by default These fields can easily be adjusted from the General Settings portion of your Reservation Form Settings manage which cards you accept click Reservation Form Settings gt Credit Card Settings from your Administration Center Displaying Comments Box on your Reservation Form By default your reservation form
42. sword Click on the pending Certificate 108 to view credit card details General Settings The Gift Certificate General Settings portion of your Administration Center will allow you to Activate the order form Select Gift Certificate or form OR a Gift Card order form Add your gift certificate policies and disclaimers Edit which payment fields will display an the order form Add a custom question to your order form To access the Gift Certificate General Settings Login to your Availability Online Administration Center Click Gift Certif Management gt Gift Certificate Form Settings gt General Settings Color amp Visual Settings You may alter the font type text color background color and foreground color of your gift certificate order form Premium users may also add a static page header or logo to the top of their order form Adding header to the reservation form is a free service that needs to be done by the Availability Online staff Please mailto supporti availabilitvonline com for information Edit your Gift Certificate Order Form Colors Login to your Availability Online Administration Center lick Gift Certif Management gt Gift Certificate Form Settings gt Colors amp Visual Settings Our staff is always happy to help you alter the colors of your Availability Online pages to match your website above sample gift certificate order form Notification Setup When a gift certific
43. ties Guests select unit and arrival date before contact and payment info is added This prevents guests from filing out the entire form THEN finding out their reservation does not meet certain requirements Set your Maximum Occupancy settings for total guests adults and or children Set the Occupancy Level to which the Base Nightly Rate is set at Set Additional Person Fees this is a Premium service feature only Set Under Occupancy Costs To Activate the Enhanced Reservation Form Style Login to your Availability Online Administration Center Click Reservation Management gt Reservation Form Settings gt Activate Form In the Reservation Form Style section select Enhanced With Occupancy amp Rates on first page and click the Save Changes button Availability Online DEMO Account Please complete all of the required fields below to make a reservation Cancellation Deposit amp Booking Policies estan ts AS Seno Jo e ey as Buns iT sed Fora son wt yo b a te p Ener Canan Service Provided by Availability O Fi Fg Balog Reset Pa SPECIAL NOTE The following options must be in place in your General Reservation Settings for Enhanced Reservations to function properly Room Choice 1 Selection must be enable Room Choice 2 Selection must be disabled Number of Adults must be enabled Classic Reservation Form Styl
44. tomated updating via Guest Management Software this feature will work but your software may quickly overwrite the room status depending on your settings This setting is OFF by default No Vacancy Booking This setting allows a guest to book a room even if your Availability Online system shows no vacancy for the room dates the guest selects This setting is OFF by default Cancellation Policies amp Disclaimers To Edit your Cancellation Policies and other Disclaimers that appear on your Reservation Form Login to your Availability Online Administration Center Click Reservation Management gt Reservation Farm Settings gt Policies amp Disclaimers There are four different items you can change from the Policies amp Disclaimers portion of your Administration Center 1 Cancellation Deposit amp Booking Policies Text you enter can display on one or all of the pages within the reservation process When text is entered guests will be required to Agree to your policy before they can submit the reservation You can also choose to include this information to the auto reply email that is sent to the guest immediately after they submit the reservation form Below Screenshot of Cancellation Deposit amp Booking Policies section af your Administration Center El Show the policy at the top of the first page of the reservation process El show the policy at the top of the payment page of the reservation process IF show the
45. ts will be alerted that they have nat met your requirements and will not be able to complete the reservation until changes are made Activate Minimum Night Stays amp Select Your Mode Option Step 1 To Activate Nightly Rates Login to your Availability Online Administration Center Click Minimum Night Stays Minimum Night Stay Settings Vacation RentPro Select Yes from the Activate Minimum Night Stay settings section BnBManager and Step 2 Altering the Availability Search Nights Start and End Values updaters Min Night Using the drop down menus provided assign an availability search Start Stay information can and or End value be sent automatically from your reservation YOU SHOULD KEEP THE DEFAULT SETTINGS IF YOU DO NOT HAVE THE software However you SAME MIN NIGHT STAY REQUIREMENT FOR ALL TIMES to OIC staps 1 3 to the left Altering the availability search Nights Start and End Values will change the values found in the Nights drop down menu located on the Availability Search and Display page Other Auto Data Updaters To prevent The Availabilty Search Nights Start and End Values can restrict guests data loss you must from searching for availability for stays that don t meet your minimum send your first PMS night stay requirements It can also prevent guests from searching for update BEFORE large multi night stays in which you would rather book by phone night stay
46. vailability inline com Availability Online User Manual Additional Suppor wailabilityOnline com or 802 774 1124 1 Logging into your Account Page 7 Minimum Night Stay Requirements Activate Page 18 2 Updating Availability Mode amp Surcharge Options Page 18 19 Manual Updating Page 2 Default Stay Set Up Page 19 Change Room Unit Order Page 2 Assigning Stay Requirements Page 19 Auto Updating Page 2 3 3 Reservation Forms Maximum Occupancy amp Additional Person Fees Page 20 Confirmed Booking Form Page 3 Reservation Inqulry Request Form Page3 9 No Vacancy Graphics deg Enhanced Form Style Page 4 Classic Form Style Page 10 General Notes Display on Availability Calendars Page 20 21 GENERAL SETTINGS Collecting Guest Contact Information Page 6 11 Changing your Username or Password Page 21 Collecting Additional Guest Names Page 6 Check in Check out Page 6 12 Reservation amp Gift Certif Pick Up Arrival amp Departure Dates Page 6 Pending Reservations Orders Page 21 First Allowable Booking Date Page 6 Archived Reservations Orders Page 22 Last Allowable Booking Date Page 7 Requesting Guest s Arrival Time Page7 13 Availability Display Visual Settings Collecting Roam Unit Choice from Guest Page 7 2 Week Calendar Page 22 Number of Guests Page 7 Availability Search Page 22 23 Children Settings Page 7 Monthly Calendars Page 23 Payment Credit Card Settings 8 Displaying Comments Box 14 Room Unit Ma
47. with your Availability Online username Replace the YYYYY with each room unit ID Room 10 can be found in the Room Management portion of your Administration Center or can be provided to you via email from the Availability Online support staff support availabilityonline com http 204 availabilityonline com availtable php7ui __button trueSsubmit Show Less Properties XXXEshow_only YYYYYEshow_only_mode_view_all Show Only Availability Search Use the below URL to add a simple text link to your site pointing to the Show Only Availability Search ge Replace the 2000 with your Availabilty Online username Replace the YYYY with each room unit IDit Room IDis can be found in the Room Management portion of your Administration Center or can be provided to you via emall rom the Availabilty Online support staff support availabilityonine com http 204 availabilityonline com availability_search php un XXXX6show_only YYYYY amp show_only_mode_ how Less Properties Reservation Form If you would like to add a link to your website pointing directly to the secure reservation form bypassing the availability displays you can add this link to your website https www availabilityonline com reservation php u Xxx Replace the XXXX with your Availability Online username Other reservation form linking options can be found using these instructions Login to your Availability Online Administration Center 2 Click Your We

1 Availability Online User Manual

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