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Booking Rules

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Universal Search Term: To quickly locate this page, search for Booking Rules.

Location: Setup – Booking Engine – Booking Rules

Required Setup: In order to view this page, you must be assigned the General Manager role, or a custom role that includes the "Solution" permission.

Scope: This feature is available in all versions of Kigo.

About the Booking Rules Page

From here, you can create rules that apply to bookings created online or by a staff member in Kigo. For example, you can create a rule that would place a minimum stay requirement of three nights on bookings. The rules that you create here can be applied to one, multiple, or all properties.

Booking rules can also be constrained to a specific date range, allowing you to maximize occupancy. For instance, you may choose to apply the minimum stay booking rule during your busy season, and you may choose to not have a minimum stay requirement during a slower time of year.

Booking rules can be overridden by staff members, but these rules cannot be overridden by a guest making a booking reservation on a Kigo web site or using a third-party booking channel.

You can create three different kinds of booking rules:

  • Minimum Stay rule: This rule allows you to set the minimum number of days that someone must stay in order to book a rental.
  • Turn Day rule: This rule allows you to define one or more days of the week that someone can check in or check out of a property. For example, you may choose to specify Sunday as the day that all check-ins, check-outs, and cleaning tasks occur.
  • Online Charge rule: This rule allows you to specify the deposit amount to charge the guest at the time the reservation is made, as well as specifying when the remaining amount of the booking cost is due.

BookingRules

Some common actions that can be performed here include:

  • Creating a New Minimum Stay Rule.
  • Creating a New Online Charge Rule.
  • Creating a New Turn Day Rule.
  • Modifying the Status of a Booking Rule.
  • Deleting a Booking Rule.
  • Changing the Status of a Booking Rule.

Field Definitions

Search Filters

Use any combination of the search filters below to search for existing properties.

  • Type: You can choose to only display booking rules of a specific type. Possible options include:
    • All: When selected, all booking rules, regardless of type are displayed. This is the default selection.
    • Min Stay: When selected, only minimum stay booking rules are displayed.
    • Turn Day: When selected, only turn day rules are displayed.
    • Booking Charge Rules: When selected, only online charge rules are displayed.
  • Status: You can choose to display booking rules based on the record status. Possible options include:
    • All: When selected, all active and inactive booking rules are displayed.
    • Active: When selected, only active booking rules are displayed. This is the default selection.
    • Inactive: When selected, only inactive booking rules are displayed.

Booking Rule List

Booking rules are displayed based on the search criteria that you selected above. Click anywhere on a row in this list to open the associated detailed page for the rule, where you can view or make changes to the booking rule.

  • Name: This is a unique name or label for the booking rule.
  • Type: This is the booking rule type. Possible options include:
    • Min Stay.
    • Turn Day.
    • Booking Charge Rule.
  • Start: If the booking rule has a specified start date, then it is displayed in this column.
  • End: If the booking rule has a specified end date, then it is displayed in this column.
  • Value: This column displays a key value for the booking rule. Depending on the type of booking rule displayed, the value changes:
    • Min stay rules: The Value column reflects the minimum number of days required.
    • Turn day rules: The Value column reflects the turn day(s) selected.
    • Online charge rules: The Value column reflects the Charge percentage or amount.
  • (Applicability): This column denotes how the booking rule is applied.
    • AppliesToAll This signifies that the booking rule applies to all properties.
    • AppliesToSpecific This signifies that the booking rule applies to specific properties.

Creating a New Minimum Stay Rule

  1. From the Booking Rules summary page, click New, and then choose Min Stay Rule.
  2. In the General section, complete the following fields:
    • Enter a short, descriptive name for the booking rule in the Name field. This field is required.
    • Choose the Status of the booking rule. By default, the "Active" option is selected, which means that the booking rule will be available for use as soon as it is saved. If you don't want the booking rule to be available immediately, choose the "Inactive" option instead.
    • Next, choose how the booking rule is applied to the properties in the Applicability drop-down list. There are two available options:
      • If you want the booking rule to apply to all properties, select the "Applies to All Properties" option.
      • If you want the booking rule to apply only to certain properties, select the "Property-Specific" option.
    • Enter the minimum number of nights that the guest is required to stay in the Min Stay field.
  3. If you selected the "Property-Specific" option for the Applicability drop-down list, complete these additional steps to assign the specific properties. You do not need to complete these steps if you selected the "Applies to All Properties" option.
    • Click Save.
    • Click the Apply to Multiple Properties button. The Properties/Rooms page displays.
    • Select the check box for any properties that you want to apply this booking rule to.
    • Click OK to save the properties and return to the booking rule page.
  4. In the Apply this rule when dates of stay are in this date range section, complete the following fields:
    • If you don't want this booking rule to be applied immediately, enter the Beginning date. This is an optional field. The booking rule will not be applied to booking reservations until the date that you specify here.
    • If you want to stop this rule from being applied in the future, enter the End date. This is an optional field.
  5. In the Public Description section, enter any text that you want to include as a disclosure statement that explains the rule. This information appears to prospective guests on Kigo web sites and third-party booking channels.
  6. In the Notes section, add any information that you want to include as part of the booking rule. This information can be used to clarify the function of the booking rule. This information only displays on this page.
  7. Click Save or Save & Close to save your changes and return to the Booking Rules page.

Creating a New Online Charge Rule

  1. From the Booking Rules summary page, click New, and then choose Online Charge Rule.
  2. In the General section, complete the following fields:
    • Enter a short, descriptive name for the booking rule in the Name field. This field is required.
    • Choose the Status of the booking rule. By default, the "Active" option is selected, which means that the booking rule will be available for use as soon as it is saved. If you don't want the booking rule to be available immediately, choose the "Inactive" option instead.
    • Next, choose how the booking rule is applied to the properties in the Applicability drop-down list. There are two available options:
      • If you want the booking rule to apply to all properties, select the "Applies to All Properties" option.
      • If you want the booking rule to apply only to certain properties, select the "Property-Specific" option.
    • If you don't want this booking rule to be applied immediately, enter the Start date. This is an optional field. The booking rule will not be applied to booking reservations until the date that you specify here.
    • If you want to stop this rule from being applied in the future, enter the Stop date. This is an optional field.
    • To specify the payment amount required during the initial booking, enter the amount in the Charge field. This is controlled by the type of charge that you select from the Charge drop-down list. This field is optional. You can choose between three types:
      • Percent: Select this option if you want to charge a percentage of the total amount due. For example, if you want to charge 50% of the total booking amount, you would enter 50 here.
      • Flat Fee: Select this option to charge a flat amount. For example if you want to charge $200.00 at the time of the booking, you would enter 200 here.
      • Nights: Select this option if you want to charge an amount due that is equivalent to the rental cost of the property per night. For example, if you want to charge the guest for the first night's rent at the time of booking, enter 1 here.
    • To specify when the remaining balance for the reservation is due, enter the Remainder Due. This is based on reservation milestones, and you can choose between three calculation options:
      • Days After Booking: Select this option to set the Due On date of a booking based on a specific number of days after the booking reservation was created. For example, if you wanted to collect the remaining balance 10 calendar days after the booking is created, enter 10 here.
      • Days Before Check In: Select this option to set the Due On date of a booking based on a specific number of days before the arrival date of the booking. For example, if you wanted to collect the remaining balance 72 hours before the guest checks in, enter 3 here.
      • Days Before Check Out: Select this option to set the Due On date of a booking based on a specific number of days before the guest is due to check out. For example, if you wanted to collect the remaining balance 24 hours before the guest is due to check out, enter 1 here.
  3. If you selected the "Property-Specific" option for the Applicability drop-down list, complete these additional steps to assign the specific properties. You do not need to complete these steps if you selected the "Applies to All Properties" option.
    • Click Save.
    • Click the Apply to Multiple Properties button. The Properties/Rooms page displays.
    • Select the check box for any properties that you want to apply this booking rule to.
    • Click OK to save the properties and return to the booking rule page.
  4. In the Total Due Calculation section, choose from the following optional settings:
    • If you do not want to include taxes when calculating the amount to charge at the time of the booking, select the Exclude Taxes check box. This option only applies if you choose the "Percent" option or "Nights" option at the Charge field. If Exclude Taxes is not selected, then taxes will be included when making these calculations.
    • If you do not want to include fees when calculating the amount to charge at the time of the booking, select the Exclude Fees (not marked treat as rent) check box. This does not include fees that have been configured to be treated as rent. This option only applies if you choose the "Percent" option or "Nights" option at the Charge field. If Exclude Fees (not marked treat as rent) is not selected, then fees will be included when making these calculations.
    • If you do not want to include deposits when calculating the amount to charge at the time of the booking, select the Exclude Deposits check box. This option only applies if you choose the "Percent" option or "Nights" option at the Charge field. If this option is not selected, then deposits will be included when making these calculations.
    • If you do not want to include specials when calculating the amount to charge at the time of the booking, select the Exclude Specials check box. This option only applies if you choose the "Percent" option or "Nights" option at the Charge field. If Exclude Specials is not selected, then deposits will be included when making these calculations.
  5. In the Public Description section, enter any text that you want to include as a disclosure statement that explains the rule. This information appears to prospective guests on Kigo web sites and third-party booking channels.
  6. In the Notes section, add any information that you want to include as part of the booking rule. This information can be used to clarify the function of the booking rule. This information only displays on this page.
  7. In the Advanced section, complete the following:
    • Choose how you want the credit card payments associated with this charge rule to be processed from the Processor drop-down list. The option that you choose here is based on which third-party credit card processor you wish to use. If you do not want to automatically process the payment, choose the "[Do No Process Credit Card]" item instead.
    • Choose the Currency that you want the payment to be processed in.
    • Finally, if you do not wish to automatically update the booking to a confirmed status when this payment is processed, select the Do Not Auto-confirm Charged Bookings check box.
  8. Click Save or Save & Close to save your changes and return to the Booking Rules page.

Creating a New Turn Day Rule

  1. From the Booking Rules summary page, click New, and then choose Turn Day Rule.
  2. In the General section, complete the following fields:
    • Enter a short, descriptive name for the booking rule in the Name field. This field is required.
    • Choose the Status of the booking rule. By default, the "Active" option is selected, which means that the booking rule will be available for use as soon as it is saved. If you don't want the booking rule to be available immediately, choose the "Inactive" option instead.
    • Next, choose how the booking rule is applied to the properties in the Applicability drop-down list. There are two available options:
      • If you want the booking rule to all properties, select the "Applies to All Properties" option.
      • If you want the booking rule to only apply to certain properties, select the "Property-Specific" option.
    • If you don't want this booking rule to be applied immediately, enter the Start date. This is an optional field. The booking rule will not be applied to booking reservations until the date that you specify here.
    • If you want to stop this rule from being applied in the future, enter the Stop date. This is an optional field.
    • Choose the Valid Turn Days by selecting the check boxes for any applicable turn days. Any day selected here will be considered a turn day.
  3. If you selected the "Property-Specific" option for the Applicability drop-down list, complete these additional steps to assign the specific properties. You do not need to complete these steps if you selected the "Applies to All Properties" option.
    • Click Save.
    • Click the Apply to Multiple Properties button. The Properties/Rooms page displays.
    • Select the check box for any properties that you want to apply this booking rule to.
    • Click OK to save the properties and return to the booking rule page.
  4. In the Advanced section, you can optionally choose to Allow Checkout on Any Day, by selecting the associated check box.
  5. In the Public Description section, enter any text that you want to include as a disclosure statement that explains the rule. This information appears to prospective guests on Kigo web sites and third-party booking channels.
  6. In the Notes section, add any information that you want to include as part of the booking rule. This information can be used to clarify the function of the booking rule. This information only displays on this page.
  7. In the Advanced section, select the Allow Checkout on Any Day check box if you want to use this turn day rule to regulate check-ins only. When selected, the guest can choose to check out on any day, but check-in dates must fall on the selected turn day(s).
  8. Click Save or Save & Close to save your changes and return to the Booking Rules page.

Modifying the Status of a Booking Rule

  1. From the Booking Rules page, use the search filters to locate the booking rule that you want to work with.
  2. Click anywhere on the row that displays the booking rule that you want to modify. The booking rule detail page opens.
  3. Make any needed changes, and then click Save or Save & Close to save your changes and return to the Booking Rules page.

Deleting a Booking Rule

  1. From the Booking Rules page, use the search filters to locate the booking rule that you want to delete.
  2. Select the check box next to the rule (or rules) that you want to remove.
  3. Click More Actions, and then choose Delete.
  4. A confirmation message displays. Click OK to delete the booking rule, or click Cancel to retain the selected booking rule.

Changing the Status of a Booking Rule

  1. From the Booking Rules page, use the search filters to locate the booking rule that you want to work with.
  2. Select the check box next to the rule (or rules) that you want to modify.
  3. Click Set Status. You can choose between:
    • Set Selected Records to Inactive: This will set the booking rule(s) to inactive, which means that the booking rule will not be applied to applicable bookings.
    • Set Selected Records to Active: This will set the booking rule(s) to active, which means that the booking rule will be applied to applicable bookings.

Additional Information/Related Topics

New/Edit Minimum Stay Rule

New/Edit Online Charge Rule

New/Edit Turn Day Rule

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