Ability to Configure Rate Override Reasons

Stay is enhanced to allow properties to enforce users to select a reason before overriding a rate. For example, when a user is creating a reservation for a VIP guest and chooses to override the rate, an override reason must be selected before proceeding.

Override reasons can be created at the customer level and property level. Reasons created at the customer level are made available for all properties and can be made active or inactive based on the property’s preference.

Rate override reasons can be applied while overriding the rate for a reservation from any of the following sections:

  • Check Rates screen

  • Book Reservations pop-up screen

  • Reservation Details ➜ Estimated Charges

  • Modify Stay pop-up screen

    • Reservation Details

    • Tape Chart

    • Share Reservations ➜ Bulk Modify

The override reason selected will be displayed in the Estimated Charges section of the reservation.

The following changes have been made to support this feature:

  • A new feature setting, Rate Override Reason, is added.  When enabled, users can access the Rate Override Reason page (Settings ➜ All Settings ➜ Reservations ➜ Rate Override Reasons), where the rate override reasons can be configured. This is applicable only when users have the two new permissions, StayWriteTenantRateOverrideReasons and StayWritePropertyRateOverrideReasons, added to their roles. The new permissions are added to the following roles:

    • System Administrator

    • Department Manager

    • Hotel Manager

  • A new drop-down list, Override Reason, is displayed when users choose to override the rate in any of the above-mentioned screens. Any one of the configured override reasons can be selected.

If reasons are configured but no reasons are active, this field will not be displayed when users choose to override the rate.

A new field, Rate Override Reason, is added to the Estimated Charges section of the reservation that displays the reason selected while overriding.

Perform the following steps to configure customer level override reasons.

Click Configure For Tenant in the Rate Override Reasons screen.

Click Add. The Add Rate Override Reason screen will be displayed.

Refer to the table below and enter the values for the fields:

  • Field

  • Description

  • Active

  • Enabled - Allows users to activate the tenant level reasons.

  • Disabled - Allows users to deactivate the tenant level reasons.

  • Code

  • The code for the rate override reason. A maximum of 20 characters can be entered.

  • Reason

  • The rate override reason. A maximum of 64 characters can be entered.

  • Apply Reason To

  • Room Rates - select this option to display the override reason while adjusting room rates.

  • Non - Room Rates - select this option to display the override reason while adjusting non - room rates.

  • Allow Properties to Deactivate

  • Enabled - Allows property level users to deactivate the tenant level reasons.

  • Disabled - Does not allow property level users to deactivate the tenant level reasons.

  • Description

  • The description for the rate override reason. A maximum of 200 characters can be entered.

Click Save.

Graphical user interface, text, application Description automatically generated

The Rate Override Reasons can also be configured via the Stay Property Setup Tool. A new sheet, RateOverrideReasons, is added to the property import sheet. Refer to the following table to enter the values for the fields:

  • Field

  • Description

  • Code

  • Code for the override reason.

  • Reason

  • The override reason.

  • Description

  • Description for the reason.

  • ApplyToRoomRates

  • Enter True to display the override reason while adjusting room rates.

  • Enter False to not display the override reason while adjusting room rates.

  • ApplyToNonRoomRates

  • Enter True to display the override reason while adjusting non room rates.

  • Enter False to not display the override reason while adjusting non room rates.

  • Active 

  • Enter as True to keep the override reason active.

  • Enter as False to keep the override reason inactive.

  • Property 

  • Enter as True to create the reason at property level.

  • Enter as False to do not create the reason at property level.

  • Tenant

  • Enter as True to create the reason at Tenant level.

  • Enter as False to do not create the reason at Tenant level.

Users can import the sheet via the Stay Property Setup Tool (Settings ➜ All Settings ➜ General ➜ Property Import/Export), to import the override reasons to Stay.