There are three general types of Agents, each of which can have multiple=
channels depending on the online distribution channels you choose to set u=
p. Some Agents are set up by BookingCenter (Master Agents), some are create=
d by you (MyPMS Agents) and some are added automatically after you have sig=
ned up for an OTA contract Rate program (Net Rate Agents).
Agent Types
- Master Agents: These agents control the availability a=
nd rates to your basic channels: They must have allocations in order =
to function properly, and only BookingCenter can edit them as they control =
'shared' agents such as Expedia, Airbnb, or Booki=
ng.com agent allocations. But the allocation of your rates and availa=
bility to these Agents is unique to your own property.
- PMS Agents: These are "special" agents that you h=
ave set up in the My Agents =
area. This Agent is also used to set up Promotional Codes and can be used=
em> to create a 'Suppress Agent Rate' process during Kiosk or Mo=
bile Self Check-in for your guests. When using the 'Suppress Agent Rate', S=
elf Check-in can use a unique eSign document and hide specific rate informa=
tion when your Guest uses Self Check-in, and this can be used for unique ap=
proaches to Self Check-in. For example, 'Booking with Pets' needs a unique =
'registration' eSign that specifies pet policies but all other Guests get t=
he standard eSign document; perhaps you use this PMS Agent for 'Booking wit=
h Activities' which needs a unique eSign Letter which is a waiver for risk,=
while other Guests get the standard eSign 'registration' document. T=
here are numerous such examples.
- Net Rate Agents: These agents will only be visible if =
you have signed up for a Contract Program with a major OTA. Some of these A=
gents are what is referred to as 'Suppress Agent Rates', such as Expedia Co=
llect or Booking.com pre-paid reservations. These Agents, when invol=
ved in a booking, create different views by the Guest during Self Check-in and the deposit and cancellati=
on policies that are showed to a Guest when checking in via Kiosk or Mobile=
Self Check-in.
- Kiosk Agents. These Agents are applicable only t=
o customers of the Kiosk Self Check-in product from BookingCenter, and offer unique setti=
ngs such as one Kiosk for Hotel rooms, another for RV slots, and another fo=
r Cabin rentals. Each Kiosk Agent can thus have unique business rules and b=
randing, with unique allocation of rates and availability to 'book and chec=
kin' via each unique Kiosk. It is critical the following are set for =
the Kiosk to be used:=20
- Phone and email are provided here so that a Kiosk user can alert you if=
they are having difficulty.
Kiosk Active Message - You make a Letter and set for your Kiosk that acts as a 'screen saver' for showin=
g when the Kiosk is ON and in 'welcome' mode.
Kiosk Inactive Message - You make a Letter and set for your Kiosk that acts as a 'screen saver' for=
showing when the Kiosk is OFF and cannot be used.
Kiosk Confirmation Message - You make a Letter and set for your Kiosk that confirms what is sent to=
the MyGuest =
system for when a User sets a Kiosk to 'On' so that staff can know that Kio=
sk mode is now 'On'.
- Suppressed Rate Agent: If you are us=
ing Self Check, then this Agent will be used to manage the Payment P=
olicy and Gateway used in bookings via an Agent set as 'suppressed rat=
es'. For example, if you participate in Expedia Collect (Expedia collects m=
oney from the Guest and provides a virtual 'Expedia Credit Card' to cover R=
oom +Taxes) the booking often can't be 'authorized' as your typical authorization policy, as =
the card will decline any amount over the exact terms Room +Taxes amount (w=
hat MyPMS calls 'Pro=
jected Income'). Thus, we'd use a Suppressed Rate Agent to set a =
profile for how these bookings occur, most often setting 'Payment Policy' t=
o NONE, and Online Gateway to: NONE so nothing was charged to these specifi=
c bookings via this Agent when using Self Check-in.
Since pre-paid bookings are often sold at different rates than are found i=
n the PMS, this 'stream' can <optionally> present a unique eSign document that would 'suppress' rat=
es from view of the Guest.
An additional common use of this Agent when using Self Check-in is to =
;require an i=
ncidental credit card during self check-in, and then you can use your n=
ormal authorization po=
licy to authorize the incidental card. However, keep in mind, if y=
ou do this, the Guest will have had their credit card paid to Expedia for t=
he initial booking in full, then this new authorization you want on their &=
nbsp;incident=
al credit card, so you could be taking too much money in authorization =
for a pre-paid booking and create a customer support problem for your staff=
.
Additionally, the Self Checkin process - for bookings linked to an Agent s=
et as a Suppressed Rate Agent - will STOP asking for an incidental card if =
the booking has 2 credit cards on file. This assists the situation wh=
ere a 3rd party 'virtual credit card' was sent with the booking; then the G=
uest added their own credit card (either via the front desk of your propert=
y or via the MyBookings area prior to check-in - such as when they signed t=
he eSign agreement) prior to going through Self Checkin. Thus, there =
are 2 credit cards on file, one set as 'guarantee by:', when the guest desi=
res to check-in. If the Self Check-in system identifies 2 credit card=
s, then it allows the Guest to progresses without asking for an=
additional one.
Because the use of the Suppressped Rate Agent can be confusing, a Sit=
e can choose to set in General =
Settings "Require Incidental Credit Cards for Suppressped Rate Self Che=
ckins?" to NO and requesting an incidental credit card won't occur at all, =
even with a booking linked to an Agent set as a Suppressed Rate Agent.
<=
br>
- Non-Suppressed Rate Agent: If you ar=
e using Self Check-in, then this Agent will be used to manage the Payment Policy and Gatewa=
y used in these bookings.These are usually 'normal' bookings made via&nb=
sp;your website, front d=
esk, or OTA/GDS channels that haven't been pre-paid by the Guest. The value of this Agent is that you might choos=
e different Payment=
Policy and Gateways for Self Check-in bookings than those via your front desk.