Add-Ons

Package add-ons allow users to customize a package by adding, editing, or deleting the components of the package for a reservation. The customization can be done by either selecting a pre-defined set of components (a component bundle), or by creating the components manually. When the components are posted to the guest's folio, these charges can be posted separately from the package or room rate. The bundle is posted as a grouped charge. For example, if a guest has purchased the Family Fun Package, the hotel may want to show the package components like breakfast, amusement park passes, and arcade tokens.

• This feature can be enabled or disabled through a feature setting named Add-Ons.

• The following permission is required to delete components within an Add On- OverrideRates and is mapped to the System Administrator role.

The Add-Ons grid displays the following details:

Field	Description
Component	The name of the add-on
Code	The code used to identify the add-on
Status	The status of the add-on, whether active or inactive.
Description	A short description of the add-on.

Add a New Add-On

Add-ons are various components bundled-up together. Users can include fixed components and allowances to add-ons.

Add Components to a New Add-On

Perform the following steps to add components:

Navigate to Settings ➜ Rates ➜ Add-Ons.

Click Add New. The Add a New Add-On page is displayed.

In the Details section, enter the following details:

Field	Description
Active	Enable the checkbox to make the component bundle active.
Bundle Name	Enter a name to identify the component bundle
Code	Enter a code to identify the component bundle
Start	Select a start date the component bundle becomes active.
End	Select an end date for the component bundle for the bundle
Description	Enter a short description for the component bundle.
Max Person	Enter the maximum guest count allowed for the add-on.
Early Check-In	Select the early check-in time for the add-on.
Late Check-Out	Select the late check-out time for the add-on.

Click Next to navigate to the Components section.

Select Add Components to add fixed components to a package.

Click +Add to add an item from the list as a component to the package. Items can have multiple prices.

Enter the full or partial name of the item, item number or price that the user wants to find in the Search box. The items that match the search query appear in the results

Enter the Quantity.

From the Applicable For dropdown menu, select the applicability rule for the component to be added to a package.

Field	Description
Per Adult	This rule allows users to add a component and post charges for it on a per adult basis. The posting amount is the Charge for a component multiplied by the number of adults in the room.
Per Child	This rule allows users to a add a component and post charges for it on a per child basis. The posting amount is the Charge for a component multiplied by the number of children in the room.
Per Person	This rule allows users to add a component and post charges for it on a per person basis. The posting amount is the Charge for a component multiplied by the number of people (Adult + Child) in the room.
Per Room	This rule allows users to add a component and post charges for it on a per reservation or per room basis.

All the four rules can be set on a per night basis only.

Click Add. The selected component gets added to the package.

Refer the following table and fill in the fields to post charges:

Field	Description
Before Date Roll	This rule allows users to add a component and post charges before the date roll process. For example, a component like Dinner will get posted for the 30th when date roll takes place from 30th August to 31st August.
After Date Roll	This rule allows users to add a component and post charges after the date roll process. For example, a component like Breakfast will get posted for the 31st when date roll takes place from 30th Aug to 31st Aug.

The Max Person value configured in the Details section will be displayed in the Max Person column only for the following options selected in the Applicable For drop-down list:

• Per Person

• Per Adult

• Per Child

• Other age categories configured

The maximum guest count cannot be applied when the Per Room option is selected. When the Max Person value is not configured in the Details section, the Max Person column will display 0. The value displayed in this column cannot be modified.

Set the frequency to determine how often package component charges post:

• Every night - The package component is charged every night of the guest's stay.

• First night only - The package component is only charged on the initial night of the guest's stay.

• Last night only - The package component is only charged on the date of departure of the guest's stay.

  Click Next.

  Review the components added to the package.

Click Save.

To add more components to the package, click Add Components to make your selection.

Add an Allowance to a New Add-On

Navigate to Settings ➜ Rates ➜ Add Ons.

Click Add New. The Add a New Add-On page is displayed.

In the Details section, enter details as given in the Add Components to a New Add-On section.

Click Next to navigate to the Components section.

Click Add Allowance. The Add a New Add-Ons page is displayed.

Enter the following details to this page:

Field	Description
Name	Enter a name for the allowance. For example: BreakFast
Charges
Charge Per Night	Enter the dollar amount to be charged in the package.
Change Based On	Select any one criterion the charges must be based on: Per Adult, Per Child, Per Room, Per Person.
Max Person	The Max Person value configured in the Details section will be displayed in the Max Person field in the Charge section only for the following options selected in the Charge Based On drop-down list: Per Person Per Adult Per Child Other age categories configured The maximum guest count cannot be applied when the Per Room option is selected. When the Max Person value is not configured in the Details section, the Max Person field will display 0. The value displayed in this field cannot be modified.
Frequency	Select the frequency in which the charges must be applied: First Night Only, Every Night, Last Night Only.
Components Amount Based On Date Range	Click on Add to set a date range the component amount. Users must set a Start Date. Setting the End Date is not mandatory. Users must specify the Amount that must applied for the selected date range. This allows users to modify the default price based on a date range. Setting a date range is especially helpful while creating seasonal packages. For example: Holiday Pricing from December 16 to December 31.
Show Inactive	Enable this checkbox to view any inactive date ranges that were previously set.
Allowance
Allowance Amount	The amount the guest is allowed to charge back to the reservation and have it consumed as a part of this component. Users can select one of the following options here: Enter Allowance Amount- allows users to set a specific amount by entering the dollar value Unlimited Allowance Amount- allows users an unlimited amount
Allowance Based On	Select any one criterion the allowance must be based on: Per Adult, Per Child, Per Room, Per Person. The amount allowed is multiplied by the quantity. For example, if per adult is selected and the amount allowed is $100 - a reservation with two adults will have an allowance of $200 ($100 x 2).
Frequency	Set the frequency in which the allowance is available for use: Day- Allocated Day Only (based on the frequency defined) Day+One- Allocated Day Plus One (based on the frequency defined) - common use case here is breakfast (similar to how a fixed component on post after date roll works) Any Day- Include or exclude arrival day and include or exclude departure day Any day, do not allow on Departure- Exclude departure date
Breakage Posted As	Select a transaction item to post the breakage to.
Components Amount Based On Date Range	Click on Add to set a date range the component amount. Users must set a Start Date. Setting the End Date is not mandatory. Users must specify the Amount that must applied for the selected date range.
Show Inactive	Enable this checkbox to view any inactive date ranges that were previously set.
Source	Select the sources (Buildings or Outlets) that are allowed for a transaction item in the list.
Meal Period	Select the meal period that is allowed for a transaction item in the list.
Transaction Item	Select the Transaction Item from the list

Click Save. The Allowance is successfully added to the Component.

To preview a seasonal allowance component, an icon similar to a date-picker is displayed against the Allowance item. Users can also hover over the information icon beside the set Frequency to view the set date range for the selected seasonal allowance component. Refer the screen below for the same.

Add Ons - Enhancements

Stay is now enhanced to allow users to add individual items along with the package components to the guest's folio within a single workflow. Previously, users had the ability to add individual items directly by clicking the Add Recurring Charges option and add packages, which are combinations of multiple items, by clicking the Choose Add-Ons option.

With this enhancement, users now have the capability to view both individual items and packages in the Choose Add-ons screen. For example, when a user clicks the Choose Add-Ons option, both individual items such as extra bed and package items such as special breakfast and parking combination are displayed as add-ons in the Choose Add-ons screen

This feature is behind a feature setting toggle. Properties can choose whether recurring charges must be included as part of add-ons or as a separate workflow.

Once the feature setting is enabled, the Choose Add-Ons option will be enhanced to include recurring charges and the Add Recurring Charge option will be removed from the Estimated Charges section of the following screens:

• Book a Reservation ➜ Estimated Charges

• Reservation Summary screen.

Feature Setting

• Name: Enhanced add-ons

• Value: Must be enabled

• Comments: Licenses is not required

Adding Individual/ Package Components as Add-Ons

Users can add both individual and package components as add-on by clicking the Choose Add-Ons option in the Estimated Charges section of the reservation summary screen.

• On clicking the Choose Add-Ons option, the Choose Add-Ons screen is displayed with the list of items configured for the property. By default, the list of items is displayed in alphabetical order and the package items are grouped and displayed under an accordion.

• The following details are displayed in the Add Charges tab of the Choose Add-Ons screen:

  • Account - Displays the name of the guest.

  • Folio - Displays the default folio of the reservation.

  • Selected - Displays the items added.

  • Subtotal - Displays the sum amount of all items added without tax.

• The table grid containing the list of items displays the following columns:

Field	Description
Description	Displays the name of the item.
Item	Displays the product look-up number associated with the item.
Charge	Displays the charge of the item. By default, the charge configured for the item is displayed. Users can modify and enter a new charge value for the item in the respective field.
Quantity	Displays the quantity of each item added. For a package add-on, the value configured for the component is displayed by default and cannot be modified. For an individual item, the value 1 is displayed by default. This value can be modified.
Post Charges	Displays a dropdown with the following rules: Before Date Roll - Allows users to add an item and post charges before the date roll process. After Date Roll - Allows users to add an item and post charges after the date roll process. Users can select a rule from the dropdown, based on which the charges are posted to the folio.
Type	Displays the type of the component: Fixed Allowance By default, the type Fixed is displayed for an Individual component. This value cannot be modified.

• Allowance items are hyperlinked and displayed in the Description column in the Choose Add-Ons screen. Users can modify the item by directly clicking the hyperlink.

• An inventory indicator is displayed for all the inventory items along with the inventory count. If the inventory count of the item is unlimited, an infinity symbol is displayed.

• If an item has a room type restriction, the following message is displayed: This item is not allowed for the selected room type <room type code>. This can be overridden.

• If the item is not available at the property, the item name is highlighted and displayed in red font with the current availability count.

• Users can filter and view the list of components available by clicking the filter icon. The filter icon displays the following options:

  • Group By - Enable this checkbox to display the package add-ons together in a group and individual add-ons together in another group. If the checkbox is not enabled, all the items are displayed in alphabetical order.

  • Package Add-Ons: Enable this checkbox to filter and display package add-ons in the Choose Add-Ons screen.

  • Individual Add-Ons: Enable this checkbox to filter and display individual add-ons in the Choose Add-Ons screen.

• Users can select the components to be added by clicking the Add button. Once selected, the items added are displayed in the Selected section on the Choose Add-Ons screen.

• Clicking the Next option redirects the user to the Applicable for tab where users can select the applicability rule for the package components to be added from the following options:

  • Per Adult

  • Per Child

  • Per Person

  • Per Room

All custom age categories configured for the property are displayed here. If a specific age category is not defined or if there is no guest count added to the age category for the reservation, then the age category is disabled and cannot be selected.

• Clicking the Next option in the Applicable For tab redirects the user to the Frequency tab where users can set the date range and frequency based on which the component charges are posted. By default, the reservation dates are displayed in the Start and End field. This value can be modified. Users can set the frequency by selecting any of the following options:

  • Every night

  • First night only

  • Last night only

  • By days of week

Clicking the Next option in the Frequency tab redirects the user to the Summary tab.

• The Summary tab allows users to review the selected items and post the add-ons. Users can choose the folio from the Folio drop-down where the add-ons must be posted. The date in which the add-ons must be posted is displayed in the Post Date field. If multiple items with different frequencies are added, the following message is displayed: Posting date as defined by frequency. Users can configure the comment to be displayed for each add on in the Comment field. Clicking the Add Add-Ons option adds the item to the folio and is displayed in the Estimated Charges section. The following details are displayed in the Summary tab:

Field	Description
Description	Displays the name of the item. For an inventory item, both inventory count and icon are displayed. Clicking on the individual item accordion displays the following details: Source Tax configuration Clicking on the package accordion displays the list of items and it’s source. The source can be modified.
Average Rate Per Night	Displays the average rate per night. The average rate is calculated as follows, Amount of the add-on/ total number of nights.
Quantity	Displays the quantity of each add-ons selected.
Amount	Displays the amount of each add-ons selected.
Tax	Displays the tax of each add-ons selected.
Total	Displays the total of all add-ons selected. The Total is calculated as follows, Amount + Tax.

• Users can directly add a new allowance by clicking the Add Allowance option in the Choose Add-Ons screen. Here users can select the add-on for which the item must be added as an allowance from the Select Add On drop-down.

• Users can directly add a new fixed component by clicking the Add Fixed Component option on the Choose Add-Ons screen. This button is displayed only if one or more add-on items are active at the property. Here users can select the add-on for which the item must be added as a fixed component from the Select Add On drop-down.

Override Restrictions - Room Type and Maximum Allowed Per Reservation

When an inventory item added as a part of package or as individual add-ons has a room type or maximum allowed per reservation restriction, an indicator is displayed and the list of items with the selected quantities are added to the Authorize Action tab with the following message: The selected item(s) can be overridden to be allowed in restricted room types and beyond the maximum allowed per reservation.

Only users assigned with the OverrideInventory permission can perform an override to the restrictions applied. If the user does not have the permission assigned, the following message is displayed: User does not have the required permission. Enable the respective checkboxes to perform the overrides:

• Override for Restricted Room Types - Enable this checkbox to override items with a room type restriction. This checkbox is displayed only if the selected items has a room type restriction.

• Override for Maximum Allowed Per Reservation - Enable this checkbox to override items with a maximum allowed per reservation restriction. This checkbox is displayed only if the selected items has a maximum allowed per reservation restriction.

When users enter their credentials and click the Approve button, the credentials are validated, and the restrictions are overridden.

Override Inventory Shortage

When the dates or frequency are updated, users can check whether the items are available for the selected dates and frequency by clicking the Check Availability option in the Frequency tab. When the inventory item added as a part of package or as individual add-ons has a shortage at the property, the following message with Override action hyperlink is displayed in the Frequency tab of the Choose Add-Ons screen: There is not enough inventory for the items selected. Only available items will be added. Override.

Users can override this action by clicking the Override hyperlink. On clicking the hyperlink, the Authorize Action screen is displayed where users can enter the credentials to perform the override. The Save button is enabled only when the credentials are entered. Once the user clicks Save, the credentials are validated, and the restrictions are overridden.

Only users assigned with the OverrideInventory permission can perform the override. If the user does not have the permission assigned, the following message is displayed: User does not have the required permission.

To support this enhancement, the following changes are made Stay:

The Choose Add-Ons screen is displayed on clicking the Choose Add-Ons button in the reservation summary screen (Estimated Charges ➜ Choose Add-Ons) where users can view individual items and packages that are available at the property. The following tabs are displayed in the Choose Add-Ons screen:

• Add Charges

• Applicable For

• Authorize Action

• Frequency

• Summary

A new indicator, Rate Fluctuation, is displayed against the add-on items with rate fluctuations in the Estimated Charges section. This allows users to identify items with rates fluctuation. This indicator is displayed only for package add-ons when the Enhanced Add-Ons feature setting is enabled.

For example, assume the following items are added as add-ons to the reservation:

• Day 1 - Package add-on A: Pepsi and Burger

• Day 2 - Package add-on: Pepsi and French Fries

In such a scenario, the rate of Pepsi on the 2nd day is compared with the 1st day. Here, if there is any fluctuation in rate, the rate fluctuation indicator is displayed for the package add-on in the Estimated Charges section. If no fluctuation in rate is identified, the indicator is not displayed.

An indicator, PA, is displayed against package add-on items in the Choose Add-Ons screen. This allows users to identify package add-ons.

Configure Criteria for Availability of Add-Ons

Stay allows users to define a criteria that must be satisfied for the availability of Add-Ons in reservations and groups. The Add-Ons will be available only when each of the selected criteria is satisfied.

The Apply To section in the Add a New Add-Ons pop-up screen (Settings ➜ Rates ➜ Add-Ons ➜ Add) will be displayed only when the Apply as Auto Recurring Charge checkbox is not selected for the Add-On. This section displays the following tabs:

Tab	Description
Rate Code	Displays the rate plan codes of the active rate plans available at the property. Only rate plans that are available for the selected start and end dates of Add-Ons are displayed. The Add-On will be available only for reservations booked using the selected rate plans with Add-Ons selected. When there are no active rate plans available at the property, the following message will be displayed: No data available for this category.
Group Status	Displays the following group statuses: Tentative Definitive The Add-On will be available for group reservations for the selected statuses only in the Choose Add-Ons pop-up screen.
Package Code	Displays the package codes of the active packages available at the property. Only packages that are available for the selected start and end dates of Add-Ons are displayed. The Add-On will be available only for package reservations booked using the selected packages with Add-Ons selected. When there are no active packages available at the property, the following message will be displayed: No data available for this category.
VIP Level	Displays all VIP statuses configured at the property. Users must either select a VIP status or enable the Not Applicable flag to proceed with the Add-On configuration. When users do not prefer to select VIP status as a criterion, the Not Applicable flag must be enabled. This is a mandatory setting.
Loyalty	Displays the loyalty programs configured at the property. Users must either select a loyalty program or enable the Not Applicable flag to proceed with the Add-On configuration. When users do not prefer to select loyalty program as a criterion, the Not Applicable flag must be enabled. This is a mandatory setting.
Buildings	Displays the buildings configured at the property. Users must either select a building or enable the Not Applicable flag to proceed with the Add-On configuration. When users do not prefer to select buildings as a criterion, the Not Applicable flag must be enabled. This is a mandatory setting.
Room Class	Displays the room classes configured at the property. Users must either select a room class or enable the Not Applicable flag to proceed with the Add-On configuration. When users do not prefer to select room class as a criterion, the Not Applicable flag must be enabled. This is a mandatory setting.

Either Rate Code, Package Code, or Group Status must be selected for an Add-On to be available for a reservation. The Next button in the Add pop-up screen will not be enabled for selection when the user does not choose either of the three options.

For example, an Add-On with the Rate Code, VIP Level, and Buildings selected will be applicable only for reservations created from the selected buildings using the selected rate plans and associated with the selected VIP levels.

For existing Add-Ons, all the options in the Apply To section will be selected by default. For reservations imported to the property from the Profile & Reservations Import/Export screen (All Settings ➜ General ➜ Profile & Reservations Import/Export), the Add-Ons will be added to the reservations successfully when they satisfy the criteria configured. When the Add-On does not match the configured criteria, the following message will be displayed in the Log Details pop-up screen: Add-Ons criteria doesn't match.

Recurring Charges - Enhancements

Stay allows users to choose items that can be posted as recurring charges to the reservation folio. Previously, users could configure both inventory and transaction items as recurring charges that can be posted to the reservation folio. With this enhancement, properties can configure which items should be available as recurring charges.

For example, a property wants to set parking fees and carbon offset fees as recurring charge items. In such a scenario, properties can configure the items as recurring charge which are later displayed in the Add Recurring Charges screen.

Similarly, properties can choose whether the Add Recurring Charges option must be displayed in Stay. This feature is behind a feature setting toggle.

Feature Setting

• Name: Recurring Charges

• Value: Must be enabled

• Comments: Licenses is not required

  This feature setting is enabled by default for all properties and the Recurring Charge checkbox is enabled for all the transaction/inventory items that were added as recurring charges to existing reservations. When users prefer to add new transaction/inventory items as recurring charges, the Recurring Charge checkbox for the items must be manually enabled.

Permissions

• Stay_ManageRecurringCharges - This permission enables users to add, modify, and delete recurring charges from the reservation. This permission is provided to the following roles by default:

  • System Administrator

  • Stay Hotel Manager

  • Department Manager

  • Guest Service Agent  

  • Stay Front Desk 

  • Stay Hotel Supervisor

  • Guest Service Agent Supervisor 

  • Stay Accounting

  • Accounts Receivable Manager 

  • Stay Night Audit 

Only when the feature toggle is enabled, the Add Recurring Charges option is displayed in the Estimated Charges section in the following screens, where users can add both inventory and transaction items set as recurring charges to the reservation folio.

• Book a Reservation ➜ Estimated Charges

• Reservation Summary screen.