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New/Edit Booking Fee

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Location: Setup – Booking Engine – Fees – New – Booking Fee

Required Setup: To view this page, you must have the role of General Manager, or a custom role that includes the Solution permission.

If you want to apply the fees to specific properties, ensure that the properties have been created.

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

About the Booking Fee Page

From here, you can create a new booking fee, make changes to an existing booking fee, or view detailed information about the fee. A booking fee is typically used as a non-refundable fee that is used to help defray the expenses associated with creating the reservation.

This page has six sections:

  • General: Basic information including the fee name, type and status
  • Values: Information about the amount of the fee and the active dates
  • Number of Nights: Stay duration requirements
  • Options: Frequency, taxes, and owner impact
  • Description: Short description of fee
  • Notes: Internal notes about the fee

BookingFeeSome common actions that you can perform here include:

  • Creating a New Booking Fee
  • Modifying an Existing Booking Fee
  • Changing the Status of Booking Fee
  • Deleting a Booking Fee

Field Definitions

General

  • Name: This is the name of the fee, as you want it to appear on the guest's statement in Kigo. This field is required.
  • Public Name: This is the name of the fee as it appears on Kigo websites when a guest creates a booking online. This field is required.
  • Type: This is the type of fee that you selected when creating the fee. You cannot modify the type, since each type of fee has separate requirements.
  • Status: This is the status of the fee. Possible options include Active and Inactive. By default, the status of new fees is Active.
  • Applicability: This describes how the fee applies to properties. Possible options include:
    • Applies to All Properties: The fee applies to all properties and units.
    • Property-Specific: The fee applies to the properties that you choose.

Values

  • Amount: This is the fee amount. You can create this in two ways:
    • Flat Rate: When using flat rates, enter the amount of the fee. For example, if you want to include a $100 cleaning fee, it would be entered here as 100.00.
    • Percentage: When using percentages, enter the percentage amount here. For example, if you wanted to add a ten-and-a-half percent insurance fee, it would be entered here as 10.5. The fee is calculated as 10.5% of the rent amount.
  • Default Qty: This is the default quantity for the fee. Depending on the Input Type selection that you make, the Default Qty is applied differently.
    • If the Input Type is Mandatory, then the Default Qty is the number to use as a multiplier when calculating the amount to charge.
    • If the Input Type is set as Optional Check Box, then the Default Qty of 1 selects the check box on the statement and the Default Qty of 0 leaves the check box unselected.
    • If the Input Type is set as Optional Text Box field, then enter in the number that you want to fill the box with a default value. Normally, the optional text box has a Default Qty of 0, so as to not charge the guest unless a quantity is entered.
  • Effective: This is the first date that the fee becomes available to be charged and the date that it first appears on the booking statement as an option for billing.
  • Start: Defines the first applicable check-in date to charge the fee. If you want the fee to always be applicable, leave this field blank.
  • Stop: Defines the last check-in date to charge the fee. If you want the fee to always be applicable, leave this field blank.

Number of Nights

  • Min: This is the minimum number of nights that the guest must stay for the fee to apply. If you leave this blank, the fee applies to all bookings regardless of the length of stay.
  • Max: This is the maximum number of nights that the guest must stay for the fee to apply. Should the guest stay more nights than the value entered here, then the fee is not applicable for the additional nights. If you leave this blank, the fee applies to all bookings regardless of the length of stay.

Options

  • Input Type: This defines how the fee appears on the guest's booking statement. Possible options include the following:
    • Mandatory Fee: Select this option to make the fee required on every booking statement, such as a mandatory cleaning fee.
    • Optional Check Box: Select this option to show the optional fee on the booking statement with a check box, which allows you to select the fee, if needed.
    • Optional Text Box: Select this option to show the optional fee on the booking statement with a text box, allowing you to enter a quantity multiplier for the item. For example, you could use this fee for rollaway beds, cribs, or another optional, fee-based amenity, where the guest may choose to include multiple items.
  • Calculation: The check boxes in this section define how the fee is calculated.
    • Per Night: If you want to charge the fee for each night's stay of the booking, select this option. Then, if a booking is for four nights, the booking fee applies four times, once for each night. If you do not select this option, then the fee only charges once per booking.
    • Per Person: If you want to charge the fee for each person associated with the booking, select this option. This charges the fee for each adult and child on the reservation. For example, if a booking is made for two adults and two children, and you select this option, then the fee charges four times.
    • Per Adult: If you want to charge the fee for each adult associated with the booking, select this option. For example, if a booking is made for two adults and three children, and you select this option, then the fee charges twice.
    • Per Child: If you want to charge the fee for each child associated with the booking, select this option. For example, if a booking is made for two adults and three children, and you select this option, then the fee charges three times.
    • Taxable: Select this option if you should collect taxes on the fee. You need to configure your taxes to include fees when calculating tax.
    • Calculate on Statement Total: If you want to include the fee in the statement total shown at the bottom of the statement, select this option.
    • Lock Fee In on Date of Check In: If you want to ensure that the fee doesn't change after the check-in date, select this option. This is useful for fees charged on a nightly basis. If a guest extends or shortens their stay, selecting this option ensures that the fee is based on the original booking information.
  • Owner Statements: The check boxes in this section define what portion of the fee passes through to the property owner. If none of these check boxes are selected, then your property management company keeps all revenue earned from the fee. You can only select one of these options.

    If the owner receives any revenue from this fee, evaluate what commission, if any, you should receive from this fee. When defining your company's commissions, you specify whether the commission is based on the collected rent or the booking total. If you choose the Amount Due to Owner check box, you only receive a commission on this fee if the Gross Rate per Booking setting is selected on the Commission page.

    • Amount Due to Owner: Select this check box if the owner should keep all revenue earned by this fee.
    • Treat as Rent: Select this check box if the owner should keep all revenue earned by this fee. On the owner's statement, this revenue is combined with rent revenue, instead of being tracked separately as income from a fee.

Description

Enter a description of the fee here. This description provides additional detail for the fee when the guest books a property using a Kigo web site.

Notes

Add any internal notes here. These notes do not appear anywhere else in the system, and you can use them to help clarify any details about this fee.

Creating a New Booking Fee

  1. From the Fees page, click New, and then select Booking Fee.
  2. In the General section, complete the following:
    • Enter the Name of the fee, as you want it to appear on the guest's statement in Kigo.
    • Enter the Public Name of the fee. This appears on Kigo websites when a guest makes an online booking.
    • By default, the Status of the fee is Active, which makes the fee available to appear on guest statements. You can choose to set this as Inactive, which makes this fee unavailable for use.
    • Select where the fee is applied from the Applicability drop-down list. You can choose between:
      • Applies to All Properties: The fee applies to all properties and units.
      • Property-Specific: The fee only applies to the properties that you choose.
  3. If you selected the "Property-Specific" option for the Applicability field, 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 opens.
    • Select the check box for any properties that you want to apply the fee to. When finished, click OK.
  4. In the Values section, complete the following:
    • Enter the Amount of the fee. You can create this in two ways:
      • Flat Rate: When using flat rates, enter the dollar amount of the fee. For example, if you want to include a $100 cleaning fee, it would be entered here as 100.00.
      • Percentage: When using percentages, enter the percentage amount here. For example, if you wanted to add a ten-and-a-half percent insurance fee, it would be entered here as 10.5.
    • Enter the default quantity for the fee. Depending on the Input Type selection that you make, the Default Qty is applied differently.
      • If the Input Type is Mandatory, then the Default Qty is the number to use as a multiplier when calculating the amount to charge.
      • If the Input Type is set as Optional Check Box, then the Default Qty of 1 selects the check box on the statement and the Default Qty of 0 leaves the check box unselected.
      • If the Input Type is set as Optional Text Box field, then enter in the number that you want to fill the box with a default value. Normally, the optional text box has a Default Qty. of 0, so as to not charge the guest unless a quantity is entered.
    • You can optionally select an Effective date, which specifies the first date that the fee becomes available, and the date that the fee first appears on the booking statement. If you leave this field blank, the fee is effective immediately.
    • You can optionally select a Start date, which is the first applicable check-in date to charge the fee. If you want the fee to always be applicable, leave this field blank.
    • You can optionally select a Stop date, which is the last check-in date to charge the fee. If you want the fee to always be applicable, leave this field blank.
  5. In the Number of Nights section, complete the following:
    • You can optionally choose to restrict the fee based on the minimum number of nights that the guest must stay to incur the fee. Enter the number of nights in the Min field. If you leave this blank, the fee applies to all bookings regardless of the length of stay.
    • You can optionally choose to restrict the fee based on the maximum number of nights that the guest must stay to incur the fee. Enter the number of nights in the Max field. If you leave this blank, the fee applies to all bookings regardless of the length of stay.
  6. In the Options section, complete the following:
    • Choose the appropriate Input Type from the drop-down list. You can choose from the following:
      • Mandatory Fee: Select this option to make the fee required on every booking statement, such as a mandatory cleaning fee. For most booking fees, you would select this option.
      • Optional Check Box: Select this option to show the optional fee on the booking statement with a check box, which allows you to select the fee, if needed.
      • Optional Text Box: Select this option to show the optional fee on the booking statement with a text box, allowing you to enter a quantity multiplier for the item. For example, you could use this fee for rollaway beds, cribs, or another optional, fee-based amenity, where the guest may choose to include multiple items.
    • Specify how the fee is calculated. There are a variety of options available.
      • If you want to charge the fee nightly during the guest's stay, select the Per Night check box. Then, if a booking is for four nights, the booking fee applies four times, once for each night. If you do not select this option, then the booking fee only charges once per booking.
      • If you want to charge the fee once for each person associated with the booking, select the Per Person check box. This charges the booking fee for each adult and child on the reservation. For example, if a booking is made for two adults and two children, and you select this option, then the booking fee charges four times.
      • If you want to charge the fee once for each adult associated with the booking, select the Per Adult check box. For example, if a booking is made for two adults and three children, and you select this option, then the booking fee charges twice.
      • If you want to charge the fee once for each child associated with the booking, select the Per Child check box. For example, if a booking is made for two adults and three children, and you select this option, then the booking fee charges three times.
      • If you want to collect taxes on the fee, select the Taxable check box. You also need to configure your taxes to include fees when calculating tax.
      • If you want to include the booking fee in the statement total shown at the bottom of the statement, select the Calculate on Statement Total check box.
      • If you want to ensure that the fee doesn't change after the check-in date, select the Lock Fee In on Date of Check In check box. This is useful for fees charged on a nightly basis. If a guest extends or shortens their stay, selecting this option ensures that the fee is based on the original booking information.
    • You can also configure what portion of the booking fee passes through to the property owner. If none of these options are selected, then your property management company keeps all revenue earned from the fee. You can only select one of these options.

      If the owner receives any revenue from this booking fee, evaluate what commission, if any, you should receive from this fee. When defining your company's commissions, you specify whether the commission is based on the collected rent or the booking total. If you choose the Amount Due to Owner check box, you only receive a commission on this booking fee if the Gross Rate per Booking setting is selected on the Commission page.

      • Amount Due to Owner: Select this check box if the owner should keep all revenue earned by this booking fee.
      • Treat as Rent: Select this check box if the owner should keep all revenue earned by this fee. On the owner's statement, this revenue is combined with rent revenue, instead of being tracked separately as income from a fee.
  7. In the Description section, enter a short description of the fee.
  8. In the Notes section, enter any additional internal notes related to the fee.
  9. When finished, click Save to save your changes and return to the previous page.

Modifying an Existing Booking Fee

  1. From the Fees page, use the search criteria to locate the fee that you want to work with.
  2. Click anywhere on the appropriate fee in the Fees List. The fee opens.
  3. Make any necessary changes.
  4. Click Save to save your changes, or click Cancel to discard your changes without saving.

Changing the Status of Booking Fee

  1. From the Fees page, use the search criteria to locate the fee that you want to work with.
  2. Select the associated check box for the fee.
  3. Click Set Status, and then choose one of the following options:
    • Set Selected Records to Inactive: This makes the fee unavailable.
    • Set Selected Records to Active: This makes the fee available for inclusion on booking statements.

Deleting a Booking Fee

  1. From the Fees page, use the search criteria to locate the fee that you want to remove.
  2. Select the associated check box for the fee.
  3. Click More Actions, and then choose Delete. A confirmation message opens.
  4. Click OK to delete the fee, or click Cancel to keep the fee.

Additional Information/Related Topics

Fees
New/Edit Cleaning Fee
New/Edit Deposit Fee
New/Edit Extra Person Fee
New/Edit Insurance Fee
New/Edit Upsell Fee
Other Fee
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