Booking extras are optional extras that can be charged to the customer, such as bed linen, dogs, or a hamper. These extras can be set up with an optional charge or you can set booking options up with no fee associated. Booking extras gives the guest the opportunity to purchase added extras to make their stay more enjoyable, and it gives you the chance to upsell by adding goods and services to a booking.
Adding Booking extras is a two-stage process- first, you add the extra itself, and then you specify the price and quantity available for each individual property.
1: To add Booking extras, go to Properties > Booking extras. Type the option name into the box provided.
2: Click "Next" to fill in the Booking options summary screen.
The Booking extras summary screen shows the following:
|
Booking extra name |
The name of the extra item. |
|
Page order |
This is the order in which you want the extras to show. |
|
Default VAT % |
Enter if applicable. |
|
Show on housekeeper's reports |
If you set this to "Yes" the extra will show on the housekeeper login area. |
|
Show on owner's booking summary: (AGENCY only) |
If you set this to "Yes" the extra will show on the owner's booking summary. |
|
Show for online bookings |
Select "Yes" if you would like this extra to display on your website booking process. |
|
Show in guest login |
To add Booking extras to My Stay Planner, the guest login, make sure that 'Show in guest login' is set to "Yes". |
|
Default payment |
Choose whether you want the extra paid with your Balance, Deposit or 50/50 Split. |
|
Auto-remove [x] days prior to arrival |
This enables you to stop offering booking extras so many days prior to arrival. Certain extras might require a few days notice to arrange, for example a food hamper, so removing the extra will give you time to prepare. If you want the extra to only be available at the time of booking, select "Cannot add after booking". |
|
Auto-add when duration is |
Allows you to automatically add when a booking exceeds a certain number of days. A good example of this is to automatically add fuel costs or additional housekeeping if the booking is greater than or equal to 14 days. |
|
Auto-add when guest numbers are |
Automatically add a value if the guest numbers are greater than a certain number. Add an extra cleaning fee if the number of adults + children exceeds six, for example. |
|
Date restriction |
Choose whether an extra should only be enabled by an exact date range or all year round. You can amend the exact date or month settings once the extra has been added. |
|
Category |
This allows you to group booking extra into applicable categories on the booking form and guest login. You might use a category if there are booking extras to do with activities, or food and drink. If you don't use categories, your booking options will be in a single list. |
|
Owner payment date |
The date when payment for the booking extra is due (AGENCY only). |
|
Quantity available across all properties |
Use this if you have a limited number of booking extras: for example, if you only have three cots but five properties. |
|
Don't itemise to guests if a default option |
Use this when the extra is included in the price. If this is ticked, and the extra is added by default, then the guest won't see it itemised in the booking. When the booking is saved the extra will still be itemised. It will just be hidden for the guest. |
|
Show on channel only |
Choose whether you want to send this to a specific channel only from the drop down menu. Please note that you can only send default booking extras to the channels. |
|
Image |
Here you can upload an image for the booking extra. |
The extra, once created, will have a (0) next to it initially. When you have added prices and quantities to the extra in individual properties, the number of properties it is active for will be shown in brackets instead, as in the screenshot below.
Go to Properties > Booking extras and click on an option name to add prices for your booking extra.
On the page for that booking extra, then select 'All properties'. A list of all your properties will appear.
1. If the extra is a chargeable extra, add the price next to any property you wish to offer it for (Blue arrow)
2. You can set the price to calculate as a fixed amount, per night, per person – per week – percentage of rent, or per person per night (Green arrow)
3. Set the VAT rate, if applicable.
4. Agency users Only: You can assign an extra to pay to owner – this will only show money due to the owner if there is an owner rate added. You will also see a 'Supplier' Column.
5. Max for this property – if 0 then the extra won't display for that property. If you want it to show there must be a max number entered. For example, if a property allows up to 2 dogs, then the max would be 2. (Red arrow)
6. Default – set the number you want to show as the default quantity to add to bookings e.g. Booking fee = 1
This means that 1 booking fee amount will automatically add to each booking, without requiring the guest to opt into it (Orange arrow). Note that default extras are the only ones that can be sent to third-party channels.
7. Months - from which month would you like the booking extra to show. If you wish to limit the extra by date, see the instructions below).
Please note that any changes will auto-save once made.
When the guest follows the booking process via your website, they will be presented with the various 'Extras' that they may choose as shown:
If you have added an Extra description and/or Photograph, these will be clickable, and will display in a further pop-up window:
1. Go to Properties > Booking extras.
2. To amend the details of an option click "Edit", here you can update the main settings.
3. To update the price or how the extra is assigned to a property, click on the extra name:
4. Here you can update the price against any property, update the amount available and select months that the option is allowed:
If no properties display in this window it means you have no properties currently allocated to that option. To add properties select "All properties" from the top left and then you can start to add prices etc. Please note in order for an option to be enabled you need to enter a "Max for this property" (this is how many that property allows during a stay) eg. Property only allows only up to 2 dogs, so you would enter "2".
To edit your extra settings individually within each property, you can do this by going to Properties > Edit > select property > Booking Extras > Go.
You may wish to offer certain booking extras on a seasonal or date-limited basis, for example, firewood, an outdoor pool or BBQ hire.
To do this, when first setting-up your booking extra, select either 'Standard- by month or no restriction' or 'Advanced- by exact date' depending on how specific your date window needs to be.
Then, in the 'Booking Extras of each individual property, you can either set a monthly restriction (highlighted in yellow in the image below), which is the span of months that you wish that extra to be offered (i.e. Sept to April), or, if you chose 'Advanced- by exact date' when setting-up the extra, you can click the blue text to set your exact dates.
Click the 'disk' image at the right to Save.
1. Go to Properties > Booking extras
2. Click on your option name:
3. Within the pop-up window, change your setting you wish to bulk change on the first property:
3. Within the pop-up window, change your setting you wish to bulk change on the first property:
5. Now you can see all properties have been updated to use the price setting from the first property.
If you are updating a booking extra globally then the changes will save automatically.
If you are updating a booking extra within a property, don't forget to click the save button.
1. Go to Properties > Booking extras.
2. If the extra you want to delete has not been associated with any bookings, click the “Delete” button.
If a booking extra has been associated with a booking you will not have the option to delete but you can easily remove the extra from showing.
3. To stop the booking extra from showing, click on the booking extra name and change the figure within the Max for this property section to “0” for all properties.
Tip: To do this quickly enter 0 for the first property and then click the “Max for this property” heading. The settings will then copy across to all properties associated with that booking extra. These settings will automatically save for you.
4. Now the booking extra will no longer apply to any properties.
1. Go to Properties > Booking extras.
2. Click on Edit next to the booking extra you would like to archive.
3. Next to Enable this option" select "No (archive)" and click Save.
4. You can also filter by live or archived status.
The Booking Extras Report allows you to see either the quantity or value of any particular booking extra you might offer, allowing you to intelligently assess which extras earn you significant extra income, and which might benefit from additional promotion. You can access this under Statistics- Booking Extras.
You can see a basic report on each booking extra by value or quantity, and, if required, a fuller report filtered by specific properties and dates.
If you click each column, you can see the details of the extra month by month.
If you wish to see a fuller report, click 'Full report' at the top of the page.
You can then filter by extra, date, property and if required, export the data as a CSV file.
Please click here to see how to set-up a booking fee if you are using our Agency package.