Availability and Prices Calendar

What is Availability and Price?

Availability and Price refers to the Availability and Pricing of each combination of Rate Plan and Room. Taking into account this combination, Availability and Pricing are assigned to each option accordingly. To access this section, click on the "calendar" icon in the side menu of the Marketplace.

Our system synchronizes Availability and Price seamlessly with your Property Management System (PMS), meaning we directly retrieve the Availability and Price you have set up in your PMS and reflect them in our system.

How can I Add Availability and Price?

The Availability and Prices are added by synchronizing them with your PMS. To accomplish this, all you need to do is set up your hotel, create the Hotel profile, connect it with the PMS, sychronize Rooms, create Cancellation Policies, and Rate Plans. Once this setup is complete, synchronization with the PMS will occur automatically.

⚠️IMPORTANT: Currently, synchronized Availability and Pricing on the calendar are updated once a day (both values are checked live during booking flow), providing an 18-month calendar view. Regarding Pricing, numerical data will automatically appear on the calendar. However, for Availability, you will need to advance the calendar dates (top left button) to view the values. It's important to note that despite the absence of numerical data on the calendar (for example, in the case of Availability), all functionalities will operate as intended.

Availability and Price Sample Scenario

Let's consider a scenario where the hotelier offers 4 types of rooms (Single Room, Double Single Use, Triple, and Family Room) and 4 types of Rate Plans (Rack Bed and Breakfast, Rack Half Board, Negotiated Bed and Breakfast, and Negotiated Half Board).

They have already synchronized with their PMS, thus having availability and pricing for all combinations of Rate Plans and Rooms. Let's say that te hotelier wants to know the availability and price for the Single Room under the standard Rate Plan (Rack Base) for Bed and Breakfast:

As shown in the image, for March 13th, there is one available room for this option priced at €85 per night. Conversely, for March 18th, there are three available rooms for this option, also priced at €85 per night.

How can I Add Business Rules to my Availability and Price?

To create Business Rules click on the "Update" button.   

When creating Business Rules, you will be able to create two types: Restrictions or Group Availability Reduction rules.

• When creating Restriction rules you will need to provide the following information:

Firstly, you'll need to define the start and end dates for the restriction to apply. You can also add different date ranges if you wish. Next, specify which days of the week you want the restrictions to apply. Finally, determine the level at which you want the restriction to be applied:

• • • Hotel level restriction: 

• • • • Minimum stay: Minimum number of nights the Buyer must book.
      • Restriction:
        • No action: No changes will be made regarding availability and pricing.
        • Open: It will be explicitly stated that the Hotel is open during the specified date range.
        • Close: It will be explicitly stated that the Hotel is closed during the specified date range. Bookings will not be possible.

• • • Room level restriction: 

• • • • Room: Select which Room or Rooms in your hotel you want to apply the restriction to.
      • Restriction:
        • No action: No changes will be made regarding availability and pricing.
        • Open: It will be explicitly stated that one or several specific Rooms are availables during the specified date range.
        • Close: It will be explicitly stated that one or several specific Rooms are not availables during the specified date range. Bookings will not be possible.

• • • Rate Plan level restriction: 

• • • • Category: Choose the type of Rate Plan to which you want to apply the restriction: Rack, Promotional, or Negotiated.
      • Rate: Select which Rate Plan in your hotel you want to apply the restriction to.
      • Restriction:
        • No action: No changes will be made regarding availability and pricing.
        • Open: It will be explicitly stated that the Rate Plan is available during the specified date range.
        • Close: It will be explicitly stated that the Rate Plan is not available during the specified date range. Bookings will not be possible.

• • • Room/Rate Plan level restriction: 

• • • • Category: Choose the type of Rate Plan to which you want to apply the restriction: Rack, Promotional, or Negotiated.
      • Rate: Select which Rate Plan in your hotel you want to apply the restriction to.
      • Room: Select which Room or Rooms in your hotel you want to apply the restriction to.
      • Restriction:
        • No action: No changes will be made regarding availability and pricing.
        • Open: It will be explicitly stated that the combination of that Rate Plan + Room is available during the specified date range.
        • Close: It will be explicitly stated that tthe combination of that Rate Plan + Room is not available during the specified date range. Bookings will not be possible.

• When creating Group Availability Reduction rules you will need to provide the following information:

Firstly, you'll need to define the start and end dates for the group availability reduction to apply. You can also add different date ranges if you wish. Next, specify which days of the week and to which Room or Rooms you want the group availability restriction to apply. Finally, determine the percentage of your availability you want to offer for group bookings.

How can I Manage my Availability, Price and Business Rules?

Once you have synchronized your Availability and Prices, you will view them in the "Inventory and Prices Calendar" section. Here, you can see a summary of your Availablity and Prices:

In the Hotel Detail section, you will see:

• Available hotel rooms: Total available rooms in the hotel in real time.
• Group available rooms: Total available rooms for groups in the hotel in real time.
• Optioned rooms: Total number or rooms optioned.
• Reserved rooms: Total number or rooms reserved.
• Hotel level restrictions: There are two types of restrictions:
  • Close the Hotel: GRS will not distribute rooms during a specified period.
  • Minimum Stay: Reservations must be for a minimum of 2 or more nights.
    

In the Room Detail section, you will see:

• Room level restrictions: The hotel may apply one type of restriction known as "close the room," which means that GRS cannot distribute this room type during a specific period.
• Available hotel rooms: Total available rooms, of one specific room type, in the hotel in real time.
• Group availabity (%): The hotel can set a percentage to limit available rooms.
• Group available rooms: Total available rooms for groups, of one specific room type, in the hotel in real time.
• Optioned rooms: Total number or rooms, of one specific room type, optioned.
• Reserved rooms: Total number or rooms, of one specific room type, reserved.

In the Rate Plans section, you will see:

• Rate Plan level restrictions: The hotel may apply one type of restriction known as "close the rate plan," which means that GRS cannot distribute this Rate Plan type during a specific period.
• Single occupancy: Room price for individual bookings (if possible single use).
• Double occupancy: Room price for double occupancy bookings (if possible double use).
• Multiple occupancy: Room price for bookings with more than two people (if possible three or more people use)
• Extra adult pax: Additional charge for adding one more adult to the room (if price per room).
• Extra child: Additional charge for adding one more child to the room (if prices per room).
• Child price reduction: In the event of per-person pricing calculation, reduction in price for a child compared to an adult (if price per person).
• Rate Plan/Room level restrictions: The hotel may apply one type of restriction known as "close the rate plan/room" which means that GRS cannot distribute this combination of rate plan + room type during a specific period.

⚠️IMPORTANT: To modify any of the information, press the "Update" button and make the changes. We strongly advise against manually adjusting the general Availability and Price values within GRS; instead, we encourage you to add Business Rules.