Hotel Reservation Administration

At this moment you can access the component by selecting in the main menu the Components item, J-HotelReservation. You will be presented with a list of options that will allow you to setup your lodging facility.

The administrator has the following options

  1. Application Settings
  2. Manage Hotels
  3. Manage Rooms
  4. Manage Availability
  5. Points of Interest
  6. Children categories
  7. Manage Offers
  8. Payment Processors
  9. Currency Settings
  10. Manage Taxes
  11. Manage Discounts
  12. Manage Extra Options
  13. Course/Excursions
  14. Airport Transfer
  15. Manage Email Templates
  16. Manage Hotel Reviews
  17. Manage User Access
  18. Add Reservations
  19. Manage Reservations
  20. Reservations Reports
  21. Manage Invoices
  22. Update

In the following section we’ll describe in detail the above enumerated options. Below you’ll see the hotel reservation dashboard as presented in the backend.

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Application Settings

In the application settings screen a series of general settings can be set. Available settings are organized by tabs as follows:

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General Settings Tab

Hotel Information

Name: Name of the lodging facility. The value of the name field is used to replace the [company_name] email tag when used in the reservation email template.

Email: A copy of the reservation email sent out to the client upon reservation completion is sent to the provided email address.

Company Logo: You have the option to upload you company log. To do that, click the Add Files button to locate the desired company logo. Once you’ve selected your logo click the Upload All button to upload your logo. Don’t forget to save your settings. The logo will be included in the emails sent out to your customers

Application Settings

Enable Reservation: you have the possibility to activate/deactivate the reservation component. If the reservation functionality is deactivated the client will see a notification message: Reservations are currently offline. Please try again later.

Date Format: the format of the date displayed throughout the application, front end and backend. The language in which the date is displayed is determined by the used language.

Google map key: Here you can enter your google API key so that you can use the google map library.

Notify pending reservation cancelation: The admin of the hotel receives an email notification when a pending reservation is canceled.

Hide hotel guest Email: When set to yes this option hides the customer email from the hotel administrators.

Send cancellation email to admin only: When set to yes this option will send the cancellation email only to the administrator email.

Terms and Conditions: you can define the Terms & Conditions for each available language.

Payment Setup Tab

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Price Setup

Display price

The Display Price setting dictates how rooms and offers rates are displayed in the hotel overview screen.

Per Person: By selecting the per person option, the price displayed to the client will be calculated and displayed according to the number of persons booking.*-

Per room: By selecting per room option, the price displayed to the client will be calculated and displayed as per room.

Total price: By selecting this option the price displayed to the client will be the total reservation price calculated per all of the days booked.

Charge only reservation costs: By activating this option only reservation costs will be considered when charging a customer. The cost of a reservation can be set when editing a hotel on the Extra Option tab.

Payment Setup

Enable Payment: By selecting yes, the clients are obligated to use one the payment methods made available by the hotel. Payment methods can be enabled/disabled from the Payment Processor section in the backend.

Invoice Setup

Send invoices only to one email: You can specify an email address for the invoices to be sent at. By entering an email address all invoice emails will be sent to the entered address.

Frontend Settings Tab

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Hotel Display Settings:

This section will allow you to dictate how the reservation process will look. For example you can disable several reservation items like the extra options or set how the hotel overview page will look. We’ll explain in detail what each option stands for.

Enable Hotel Tabs: You can simplify your hotel view by disabling the information tabs that are available on the Hotel’s page: Overview, Map, Gallery and Facilities.

Enable Hotel Rating: You have the option to enable ratings information to be displayed in the frontend reservation process, specifically on the hotel’s detail page.

Enable Hotel Description: By setting this option to Yes you will enable the hotel description to be displayed in the frontend on the hotel’s page.

Enable Hotel Facilities: By setting this option to Yes you will enable the hotel facilities to be displayed in the frontend on the hotel’s detail page.

Enable Hotel Information: By setting this option to Yes you will enable the hotel information to be displayed in the frontend on the hotel’s detail page.

Joomla menu id for Hotel: Joomla assigns an menu id to an extension based on the menu item created for that extension. You might find that the extension reroutes to the home page when accessing the hotel page. Because Joomla doesn’t know to associate an extension with a menu item it goes to the home page. We’ve create this setting to tell Joomla which menu item id is associated with the reservation extension. To get the hotel menu item id please go to the main menu in the backend, select the menu that holds the hotel menu item and copy the menu item id. Please see below. If you don’t have a menu item created for the hotel extension please read Chapter 4. Accessing the reservation functionality

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Rooms left Threshold: By setting this field to a positive number you will enable the label that displays in the front end the number of rooms available if less than or equal with the set value.

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Features display Settings

Enable Offers: you have the possibility to enable/disable the view for offers defined in the Manage Offers Section.

Enable Extra Options: you have the possibility to enable/disable the view for the extra options defined in the Extra Options Section.

Enable Excursions: you have the possibility to enable/disable the view for Courses/Excursions defined in the Courses/Excursion Section.

Enable Airport Transfer: you have the possibility to enable/disable airport transfer options displayed on the extra options screen.

Enable discounts code search: by enabling this option you can allow your customers to enter a discount code while on the payment options screen.

Require extra details from guests: You have the option to require extra information from your clients. The requested fields are First Name, Last Name and Passport ID. These fields will be displayed in the Front End on the Guest Details page.

Show children: When set to yes this option displays and considers the children functionality.

Enable Children Categories: You can enable/disable children categories to be setup and displayed within the reservation functionality.

Children Rate type: You can choose the type of rate for children rates to value or percentage to be setup and displayed within the reservation functionality.

Enable Map for Hotel Search Results:You can enable/disable the map showing on search results in front-end

Enable breadcrumb: You can choose to enable/disable breadcrumb displaying in hotel view, front-end

Calendar availability: You can set how the calendar availability is calculated in the frontend when viewing the rooms/offers details:

  • Day: the calendar displays availability per day
  • Period: the calendar displays availability considering the reservation period selected, meaning that only bookable days will be displayed

Enable SEO: You can choose to enable/disable the built in SEO mechanism and use the default Joomla routing mechanism in the front-end.

Google Tag Manager

Enable Tag Manager: You can choose to enable/disable GoogleTag Manager for pushing out confirmation data in front-end

Set the Google Tag Manager Id: Input box where you can enter your GoogleTag Manager container Id

Frontend Styling Tab

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Component skin: You can choose how the reservation will look like in the frontend. Currently there are 5 styles to choose from. You can create more if you need. Simply copy/paste one of the css styles located in components/com_jhotelreservation/assets/style/extension in the same folder and change it to match your style. Once you’ve done that the newly created file will be displayed in the skin select and you can set it as the main skin for the extension. This way you’ll avoid overwrites from future updates.

Room view type: you choose between 2 different layouts: Style 1, Style 2 and Style 3 View of displaying information for offers and rooms in the hotel overview screen. Each view type displays rooms and offers in a different way.

Language tab

On the language tab you can view and edit all the available hotel reservation languages. Should you not need any language you can delete it by selecting the language(s) and pressing the Delete button.

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To edit a language simply push the edit icon in the edit column or click on the language name. You’ll be presented with the screen below. The Custom File section allows you to input your own translations whether new or existing. The custom translations will not be overwritten by the automatic updates process.

You can also enhance a current translation by editing the language tags in the first section of the popup(File: en-GB) and send it to us by using the Send Mail button located at the top. We’ll review your modifications and include them in our next release so that others can benefit from your work.

After you’ve finished editing the translations don’t forget to save. You can cancel at any time by pressing the X button located at top right.

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Guest Information Settings

In the Guest Information Settings section the administrator can choose which guest attributes are mandatory, optional or not shown in front end on the guest details screen.

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Manage Hotels

The Manage Hotels section allows you to define a list of hotels to be displayed to your clients. From this list the customer can choose a hotel of their linking.

With the single version of the hotel you can have one hotel only whereas with the multiple version you can have as many hotels as you like.

You can create new, edit, delete an existing hotel. Once you have created a new hotel it will be displayed in the list below. You also have the possibility to search a hotel by name, country or city by using the search input located at top left. You can also filter hotels based on type, status with the available select boxes at the top right.

The Manage Hotels section will display a list of all the created hotels. In the list below you’ll be able to set whether a hotel is available or not, delete, edit or visit the hotels website if one is available. Also you can edit directly the Availability, Rooms, Offers, Extras and Reservations for a specific hotel.

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Add/Edit Hotel

To edit a hotel simply click on the hotel’s name or select the hotel and click the upper right Edit button.

Each hotel has a set of properties divided in five tabs: General Information, Characteristics, Important Information Pictures, Extra Info, Channel Manager and Contact Information. We’ll go through each tab and explain what properties it holds.

General information

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  • Name: Name of the hotel which will display in front-end

  • Alias: Field used to build the URL for the hotel. If left empty the alias will be auto generated.

  • Email: The email of the hotel administrator. Email notifications regarding reservations will be sent to this address.

  • Telephone Number: the telephone number of the hotel.

  • Available: If Available is set to Yes, the hotel will be available for search and display in front-end

  • Status: The Edit setting allow hotel managers to edit the hotel, while the Live setting restricts further modifications.

  • Currency: the type of currency used in the reservation. All the prices for this hotel will use this currency; reservations will be displayed and made using this currency. Currency can be added by using the available Manage Currency option.

  • Number of Stars: if the hotel has a number of stars you can define that here.

  • Availability: the hotel availability from a start date up until an end date. If you don’t want to set an end date leave the field blank.

  • Unavailability: You can also define days or periods when the hotel is not available with this functionality. Simply click on the available calendar. A not available day will be marked with red.

  • Description: the description of the hotel. Description can be entered in all available languages.

  • Selling points: information in regards to selling point. This will be displayed in the list of available hotels.

  • Country: the hotel country

  • Auto complete address: you can simply type in the hotel address and the address related fields will be populated.

  • City: the hotel city

  • Address: the hotel address

  • Postal Code: the hotel postal code

  • Website: hotel website address ( if one is available)

  • Location: The latitude and longitude coordinates are automatically filled in when you use the Auto complete address. If for some reason that fails you can get the location of your hotel please follow these steps:

    1. Go to maps.google.com
    2. Input the hotel address
    3. Right click on the location. You’ll be presented with a menu. Select the What’s here? Option.
    4. On the map you’ll have a green marker showing up. Click on that and you’ll have your coordinates. First is the latitude and second is the longitude.
    5. Copy the coordinates in the location inputs.
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Characteristics

For your hotel you can define the key characteristics it holds. Key properties like:

Facilities: represents the facilities your hotel is offering

Type: the type of the hotel, Ex: Apartment, Bed, Cottage etc.

Accommodation Type: the type of accommodation you are offering. Ex: Apartment, Bed, Cottage etc.

Environment: the environment the hotel is built in. Ex: Sea Side, Forest, Mountain, etc.

Region: the region the hotel is situated in. This usually depicts the name of the region. You can name a state, a province or a country.

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To assign a value to the above described properties simply select a value from the drop down. It will automatically be added to the list below the drop down. If can’t find the value or you want to delete some of the existing values press the Manage option associated with each property. A popup will be presented.

You can manage the options as you wish. You can delete, modify or add new options.

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These characteristics will be displayed in the hotel details in the front end and also will be used as search criteria in the front end filter.

Important Information

In this section you’ll be able to define key information for the hotel like:

Checked in: the check in start hour. Starting this hour your clients can begin the check-in process.

Checked out: the checkout end hour. Ending this hour your clients can check-out.

Parking: if the hotel offers parking you can set that here. If you’re charging for it you can set a price in the Price input. The price is for the client’s information only; it will not be added to the reservation cost. This price will be charged on site.

Allow pets: if the hotel allows pets you can set that here. If you’re charging for it you can set a price in the Price input. The price is for the client’s information only; it will not be added to the reservation cost. This price will be charged on site.

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City Tax: You can set the price for the city tax here. The price is for the client’s information only; it will not be added to the reservation cost. This price will be charged on site.

Number of rooms: the number of rooms available in the hotel. The number of rooms set will be displayed in the hotel information.

Cancelation Days: You can offer information in regards to your cancellation policy. You can set a number of cancellation days that will be displayed to the client in the cancelation description. In the description field you can enter the Cancellation description.

Internet/Wi-Fi: if the hotel offers internet/Wi-Fi you can set that here. If you’re charging for it you can set a price in the Price input. The price is for the client’s information only; it will not be added to the reservation cost. This price will be charged on site.

Suitable for Disabled/Modified Room: set this option to yes if your hotel can accommodate persons with disabilities.

Public Transportation: if you’re hotel has access to public transportation you can set that here.

Payment Options in Hotel: you can select the available methods of payment in hotel. Payment options can be managed in the same way described for the options in the characteristics tab.

Children age category: this will serve as information in regards to children age categories and different benefits for each category. This is for informative purposes only.

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Pictures

This section allows you to upload pictures for the hotel. To upload a picture simply click the Add Files button located at the bottom of the page. Choose the desired file using the popup provided. You can select on or multiple images. You can also drag and drop images. Click the Upload All buttons after you’re done with the image selection. For each image you can enter a description. You can also define the order of the displayed images by using the Up and Down options

Don’t forget to save to apply the changes.

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Extra Info

On the extra info tab you can set the following information:

Hotel number: the hotel number. This is being used when displayed on the map.

Commission: represents the commission charged per reservation and is currently set in percentage. This commission is paid by your customers as an initial tax.

Reservation Costs: represents the reservation cost. Customers will pay this cost.

Reservation Charge Percent: represents how much will the customer pay from the reservation total. The value can be set from 0% to 100%.

Recommended: you have the option to recommend a hotel to your customers by setting Recommend to yes. A small banner will be displayed in the frontend when viewing the hotel.

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Channel Managers

Attention

Included in J-HotelPortal or available on demand.

In this section you can define the connection details with the available channel managers. Currently implemented channel managers are:

  • Cubilis

    For Cubilis you will have to define login information: a username and password.

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A channel manager allows you to connect with other hotel portals like booking.com, agoda.com, hotels.com and others to synchronize availability and rates between your portal and other portals. A subscription with Cubilis is required.

Contact Information

This section contains the hotel contact information. This information does not show in front-end.

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Manage Rooms

This section will allow you to define the room types that are available within your lodging facility, as well the number of rooms per room type. Further you can also specify whether a room type is available or not.

Clicking the Manage Rooms will display a list of existing hotel. After you choose the hotel the list of available rooms will be displayed. For each hotel you can define a list of different rooms.

You can add a new room by pressing the new button located at the top corner or edit a room type by clicking on the room type name.

With the Available option you can specify whether a room is available or not. One click will enable/disable a room from being taken in consideration when the search is done.

With the Display on Front option you can specify whether to display a room type on front or not. This can be useful when creating offers for a specific room and you don’t want that room to be displayed in front end for booking.

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When editing/adding a room the user will be presented with the screen below. Each room type is divided in 3 tabs: General information, Rate and Pictures. We’ll go through each tab and explain what it does.

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General information tab

You can define properties of the room like:

Name: the name of the room. Enter a name for each language available.

Available: You can define whether the room is available or not

Display on front: you can define whether to display the room in the front end reservation process. This can be useful when creating offers for a specific room and you don’t want that room to be displayed in front end for booking.

Main Description: main description of the room. This can be currently set in all the available reservation languages. To add a language, please refer to Manage Languages section.

Room Capacity: The maximum capacity of the room.

Rate Tab

The rate tab allows you to define the rates for a room. You can start by defining a Rate Name and a Rate description.

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Currently you are allowed to select between two types of prices
  1. Price per Person

    With the price per person option you can set the amount you are going to charge for each person occupying a room. Associated with this option is the Single Supplement option which allows to set an additional amount should there be only one person booking the room. This is useful in the situations when a single person is booking, let’s say, a four person room and you want to charge extra for that.

  2. Price per Room

    With the price per room option you can set the amount you are going to charge for a room no matter how many persons occupy the room. Associated with this option is the Single Discount option which allows to set a discount amount should there only one person booking the room. This is useful in the situations when a single person is booking, let’s say, a four person room and you want to provide a discount for that.

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Further you can the Price for each day of the week.

Number of rooms: the number of rooms available for this room type.

Base adults (maxim n): The number of adults to occupy this room type. Maximum to the room capacity value.

Child Price: The price for children

Child Category: Children categories defined will be available in this section for setup. If not defined the set Child Price will apply

Single Supplement: You can offer discounts in the case a room is occupied by a single person. The entered value will be subtracted from the room’s rate.

Extra Person Price: If the number of guests go over the Base Adults setting you can charge an extra price.

Min Days: The minimum number of days for this room type to be booked.

Max Days: The maximum number of days for this room type to be booked.

Note

Important: Please note that if custom rates are defined the values set for Custom Rates will be applied. Use the Edit custom rates button at the top to define your rates.

If you have rates that differ from one period to another please click on the Edit Custom Rates button located at the top. You’ll be presented with the screen below.

You have the possibility to define rates by day or select an interval to set with custom rates.

The Quick setup section will allow you to set prices for a certain period.

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You can set the following fields:

Price: the room price for that night.

Availability: the number of guests occupying the room.

Single use price: price when used by a single person.

Extra person price: price for an extra person. Min days: The minimum number of days for this room type to be booked.

Max days: The maximum number of days for this room type to be booked.

Lock for arrival: locks a date for arrival meaning the room cannot be booked on that specific day.

Lock for departure: this feature is used mostly for offers to enforce a minimum of days to be booked.

Once you press the Save button the desired changes will apply. Make sure you select the from to period, the days for which the modifications should apply and enter the desired values to modify for that period. You can modify only one field if needed.

You can view your settings in the table presented below the Quick setup section. Please see below. To change the month your viewing use the select located at the top right of the table.

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Room pictures

This section allows you to upload pictures for the hotel. To upload a picture simply click the Add Files button located at the bottom of the page. Choose the desired file using the popup provided. You can select on or multiple images. You can also drag and drop images. Click the Upload All buttons after you’re done with the image selection. For each image you can enter a description. You can also define the order of the displayed images by using the Up and Down options.

Don’t forget to save in order to apply the changes.

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Availability

In this section you can set the dates for which the hotel is unavailable. Setting the hotel as unavailable will also set the rooms for the hotel as unavailable for the selected dates. The availability screen allows you to define availability for existing rooms as per the custom rates screen. Clicking on a room name will display the corresponding view.

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Points of Interest

The points of interest(POI) section allows you to define awesome points of interest for each hotel. Existing POIs will be displayed in the POI section on the hotel overview on frontend. POIs are also displayed by using the POI module. See the Module section for more details.

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When creating or editing an existing point of interest you will see the below view which holds the point of interest data like meta data information , meta title,description and keywords used for SEO purposes, its name , status enabled or not , address(autocomplete) with all the address details like Country , City and GPS coordinates.

The autocomplete address allows you to search for an address and automatically populate the location fields. The selected location will be displayed on the map. You can upload images for a POI and arrange them in the desired order.

Please see below:

_images/editPoi.png _images/poiPictures.png

Children categories

The children categories functionality allows you to define prices per children age category.

Setting up children categories and rates.

To setup the functionality, first you would have to define the Children Categories. You can access the existing categories when in the Manage Rooms Functionality in the backend by clicking the Children Categories button at the top.

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You’ll be presented with a list of the available children categories defined.

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You have the possibility to create a new category or edit and existing one. When editing/adding a new category the user will be presented with following information to fill out:

  1. Name - name of the category. To be entered in multiple languages.
  2. Age - the included age for the category. A min and a max can be defined.
  3. Status - Enable/Disabled
_images/childcat.png

Once you’ve defined your categories you can go ahead and define the rates for the categories. You can start by defining the children category rates for a room. When editing a room, access the Rates tab and below the Child price your categories will be displayed. Please see below.

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If you set custom rates for a room please set the children categories as well. Click on the Edit custom rates button located at the top. You’ll be able to set children category rates via the Quick Setup form or the rates table below

_images/customratechildcat.png

Note

Please note: if children categories are defined but the children ages used in the reservation process don’t fall within the defined categories the existing Children prices will be considered.

Accessing children category rates

In the frontend when a client defines a number of children in the reservation process he/she will be asked to select ages for children. The age selection will be available on the hotel reservation module and the search located on the hotel overview. Please see below.

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If Children ages are not displayed please enable the Enable children categories option in the Application setting of the reservation extension.

Manage Offers

Attention

Not available in standard versions

In the Manage Offers section you can define offers to attract customers to book your hotel(s). A special offer can contain one or more rooms as well as extra options.

A list of existing offers will be displayed when you select the option Manage Offers. An example of display is presented below.

With the Enabled option you can specify whether an offer is enabled or not. One click will enable/disable an offer from being taken in consideration in the reservation process.

With the Featured option you can specify whether an offer is featured or not. One click will enable/disable an offer as being featured. Featured offers are displayed in the JTopOffers module.

With the up and down option you can choose the order in which the offers are displayed, should you have more than one.

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You have the possibility to create a new offer or edit and existing one. When editing/adding a new offer the user will be presented with following five tabs:

  1. Offer Details
  2. Rooms
  3. Rate
  4. Extra options
  5. Course/Excursion
  6. Airport transfer type
  7. Pictures

We’ll explain in detail all of these sections.

  1. Offer Details Tab

    In the Offer Details tab you be able to define the offer details such as

    • Name – the name of the offer. This will be displayed to your customers
    • Voucher code – you can define one or more voucher codes for your offers if you want to allow only certain clients to access this offer. Offers that have a voucher defined won’t be displayed in the front end unless a client knows the voucher code and uses it when searching for a hotel. Offers that don’t have a voucher code defined will be displayed in the hotel overview along with the available rooms.
    • Public: whether the offer is public or not when you choose a voucher code
    • Available: whether the offer will be displayed in front-end or not.
    • Status: when set to Edit the hotel managers can edit the offer. When set to Live hotel managers cannot edit the offer.
    • Last Minute offer: set whether the offer is ‘Last Minute’ or not.
    • Initial price - set if you want to make obvious the price difference display in the frontend.
    • Commission – is a percentage charged for each reservation made though this offer.
    • Reservation Costs – it is charged directly when the user books an offer. You can define a percentage or a cost. The reservation cost is paid by the customer.
    • Themes – you can define one or more themes for an offer. Here you can find also the manage themes option by pressing the Manage themes option next to the select. You can add or delete themes to your liking.
    • Short Description – the short description of your offer. Describe in couple of words, what your offer is about.
    • Description – the description of your offer. You can include the offer conditions and what is the offer is providing the customer.
    • Content – is what the offer contains. This will be shown on reservation invoice, providing more confidence to hotel customer.
    • Other info – other information related to the offer.
    • Nights – with this option you can define the number of minimum and maximum nights for which the offer should be considered. For example if you want an offer to be available for minimum 2 nights and maximum 10 nights you should set the values to 2 and 10. After 10 nights the extra night price will be applied.
    • Enforce max nights: an offer cannot be booked should the number of nights goes over the set max nights value.
    • Minimum Persons: restrict the minimum persons that can book the offer.
    • Days – this represents the day of the week for which the offer is available. You have the possibility to select/deselect a day by clicking the checkbox button specific to that day.
    _images/offer.png
    • Period –the time frame for which the offer is active/bookable. First input corresponds to the start date, the second input corresponds to the end date.
    • Display on front - represents the time frame for which the offer is displayed on front end to your clients. First input corresponds to the start date, the second input corresponds to the end date
    _images/32.png
  2. Rooms Tab

In this section you can choose for which Rooms you want to apply the offer. You can simply select the desired rooms and they will be added to the offer rooms. The selected rooms will be available for setup on the Room details tab.

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  1. Room details Tab

This section allows you to define the room prices for the selected rooms in the Room Tab.

Once you have selected a room type you can define the following:

  • Price type – there are four types available
    • Per person – defines the price per person. This takes in account each person that occupies the room. Here you can set a price for a person which will be multiplied with the number of persons occupying the room up to the maximum capacity defined. For example if you set the price to 100$ and you have 2 persons occupying the room than the total cost of the room will be 200$
    • Per room – defines the price per room. The cost of the room will be the same no matter how many persons occupy this room within the maximum capacity defined.
    • Per day – the price will be calculated per day, meaning that the defined price will be multiplied with the number of days booked.
    • Per offer – the price will be calculated per offer.
  • Price – you can set the price for each day of the week

  • Single supplement – Associated with the Per Person price type is the Single Supplement option which allows setting an additional amount should there be only one person booking the room. This is useful in the situations when a single person is booking, let’s say, a four person room and you want to charge extra for that.

  • Single Discount - Associated with the Per Room price type is the Single Discount option which allows to set a discount amount should there only one person booking the room. This is useful in the situations when a single person is booking, let’s say, a four person room and you want to provide a discount for that.

  • Extra night price – if a stay is longer than the maximum nights of an offer, the extra night price is added to the reservation. You have the possibility to set the price for each day of the week for the extra nights.

  • Extra person price – if a stay is bigger than the maximum nights of an offer, the extra person price is added to the reservation multiplied by the number of extra nights.

  • Base adults (Max 2) – the number of adults occupying the room. Maximum is given by the room capacity set for each Room in the Manage Rooms section.

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Note

Important: Please note that if custom rates are defined, the values set for Custom Rates will be applied. Use the Edit custom rates button located next to the price to see and define custom rates.

  1. Extra options Tab

On this tab you can define the Extra Option associated with an offer, if any.

Simply choose an extra option from the Extra options select available. When selected, an extra option will be added to the offer. The changes will be applied when the Save button is clicked. You can select/deselect all extra option by clicking on the Check all/Uncheck all links located at the bottom. You can also choose to duplicate an offer by clicking on the duplicate button.

_images/offerextraoption.png

You can also choose the option “Save & New” which helps you save the existing change on offer and create a new one.

  1. Excursion Tab

On this tab you can define the Course/Excursions associated with an offer, if any.

Simply choose a course/excursion from the options available. When selected, a course/excursion will be added to the offer. The changes will be applied when the Save button is clicked.

_images/offerexcursion.png
  1. Airport transfer type

On this tab you can define the type of the airport transfer which can be by taxi, bus etc.

_images/offerairport.png
  1. Pictures

    You can set pictures along with your offer to create a visual of what your offer is about. To upload a picture simply click the Add Files button located at the bottom of the page. Choose the desired file using the popup provided. You can select on or multiple images. You can also drag and drop images. Click the Upload All buttons after you’re done with the image selection. For each image you can enter a description. You can also define the order of the displayed images by using the Up and Down options.

    _images/offerImage.png

Payment Processors

Attention

Not available in the starter version

A payment processor will allow you to collect reservation costs from your customer ahead of their reservation start. You can collect the full amount or a percent. This can be set from hotel’s Extra Info tab. Please refer to the Manage Hotels for more information.

Below you will find the available payment processors for the reservation software.
  1. PayPal
  2. Wire Transfer
  3. Authorize.net
  4. Offline Credit Card
  5. Buckaroo
  6. Ideal
  7. Omnikassa
  8. BKT
  9. JCC
  10. Converge
  11. Skrill
  12. Stripe

There are more processors on the way. Any other payment processor can be implemented on demand. Please contact us info@cmsjunkie.com to obtain a quote.

Defining a processor

The above mentioned processors come with predefined fields and extra fields. The information below is intended for a better understanding of the payment processor setup.

To activate a payment processor for your lodging facility you’ll have to define the following:
  • Name – the name of the processor to be displayed in the front end. Can be set at your choice
  • Type – the type of the processor. This value has to remain as defined by default or by a developer developing a new payment processor
  • Mode – set mode to Live for the production mode and Test for the test mode
  • Timeout (minutes) – the number of minutes to wait for a pending transaction. After the time minutes a pending reservation will be deleted by the reservation process.
  • Status – set active to enable the processor or Inactive to disable the processor. Active processors will be available for selection in the reservation process.

Processor Extra Fields

The extra fields’ functionality is built to define additional information you might need for your Processor. This is different from processor to processor and could be anything from an API login to an email address.

To define an extra field, click on the plus icon. You’ll be presented with two inputs:

  • Fields Name: the name of the added Field. As a best practice if your field has multiple keywords it is best to join them with an underscore. Ex: api_login; Also you can add a language tag in the language file to have the added fields translated in the language you want. For example for the api_login field you’ll add a new language tag in the language file: LNG_API_LOGIN
  • Field Value: the value of the added Field

Note

FOR DEVELOPERS: To integrate a new payment gateway please refer to the Implementing a new Payment Gateway section.

PayPal

The PayPal Processor is built on PayPal Standard and can be used from any country where PayPal is available. All you need is a Premier or Business account to start accepting payments.

To activate the PayPal processor for your lodging facility you’ll have to define the following:

  • Name – the name of the processor to be displayed in the front end. Can be set at your choice
  • Type – the type of the processor. Currently set to paypal–please do not change this value.
  • Mode – set Mode to Live for the production mode and Test for the test mode
  • Timeout (minutes) – the number of minutes to wait for a pending PayPal transaction. After the time minutes a pending PayPal reservation will be deleted by the reservation process.
  • Status – set active to enable the processor or Inactive to disable the processor.
_images/7.png

As an extra field define the PayPal Merchant Email to the email connected with your PayPal account. You need to setup this with Field Name to paypal_email and your paypal email as Field Value. All payments will go in the account associated with this email.

Wire Transfer

The Wire Transfer processor will help you collect payments from your clients by the means of wire transfers.

Below is described how the process works:

  • The hotel admin sets the required bank account information in the Wire Transfer processor(Explained below)
  • Upon reservation completion the hotel sends via email (in the reservation email) the complete bank account information where the client can wire transfer the money.
  • The client goes to the bank and transfers the money into the hotel’s account based on the data received.
  • Once the transfer has been made the hotel confirms the payment and approves the reservation.

To activate the Wire Transfer processor for your lodging facility you’ll have to define the following:

  • Name – the name of the processor to be displayed in the front end. Can be set at your choice
  • Type – the type of the processor. Currently set to wiretransfer–please do not change this value.
  • Mode – set Mode to Live for the production mode and Test for the test mode
  • Timeout (minutes) – the number of minutes to wait for a pending PayPal transaction. After the time minutes a pending PayPal reservation will be deleted by the reservation process.
  • Status – set active to enable the processor or Inactive to disable the processor.

Extra Fields

Extra Fields are subject to your needs and can be adjusted as needed. The wire transfer processor comes with the following fields predefined:

  • Bank Name – the name of the bank you want you want your clients to transfer the money. The Field Name will be set to bank_name
  • Bank Address – the address of the bank. The Field Name will be set to bank_address
  • Bank City – the city where the bank is located. The Field Name will be set to bank_city
  • Bank Country – the country where the bank is located. The Field Name will be set to bank_country
  • Bank Account Holder Name – the name of the account holder. The Field Name will be set to bank_account_holder_name
  • Bank Account Number – the number of the bank account. The Field Name will be set to bank_account_number
  • Swift Code – the bank swift code. All the banks have one. The Field Name will be set to swift_code
  • IBAN – the IBAN code. The Field Name will be set to iban_code

All of these fields are included automatically into the reservation email sent out to the client. Should you add or modify any field(s) the modification will be included in the reservation email. All the fields should have a translation by default if correct.

Adding an extra fields

You can add any extra fields at your liking. When adding a new field that includes multiple words use underscore to connect the words for the Field Name. For example “bank name” should be entered as “bank_name”. The Field Name will be used to compose a label, for example bank_name will have the label LNG_BANK_NAME. This label is used for translation purposes and will be displayed in the wiretransfer details. You can then define this label in your language files. Please refer to chapter 5 of the user manual.

_images/8.png

Offline credit card processor

To setup the offline credit card processor simply create a new processor and set the type field with the value: offlinecreditcard

The credit card details form is generated by the processor so you don’t need to create additional fields.

Please find below an explanation of the process.

  1. The client inputs the credit card details in the reservation process. The credit card is not charged. The client would be on a secured page.  We recommend having a SSL certificate in place.
  2. The credit card details are stored in the database for later processing.
  3. In the backend, when editing a reservation(Manage Reservations),  the hotel admin will be able to see the credit card details so that he/she can process them.
  4. After processing them the admin will be able to secretize the credit card details. This means that the credit card number will be transformed into something like this xxxx-xxxx-xxxx-1234, leaving only the last 4 digits available. This reduces the security risk involved in storing the credit card details.

Buckaroo payment processor

You can collect payments via Buckaroo.

  • Name – the name of the processor that will be displayed on front-end
  • Type – the type of the processor. This is currently used for coding purposes.
  • Timeout – time allocated until a pending payment will expire
  • Mode – the mode the processor is in: Live or Test
  • Status – set whether the processor is active or disabled.

As an extra field define the following:

  • Secret Key – provided by Buckaroo. The Field Name will be set to secretKey
  • Merchant Id – provided by Buckaroo. The Field Name will be set to merchantId
_images/buckaroo.png

Authorize.net

The Authorize.net processor allows to collect payments by means of credit card. To activate the processor for your lodging facility you’ll have to define the following:

  • Name – the name of the processor to be displayed in the front end. Can be set at your choice
  • Type – the type of the processor. Currently set to authorize–please do not change this value.
  • Mode – set Mode to Live for the production mode and Test for the test mode
  • Timeout (minutes) – the number of minutes to wait for a pending PayPal transaction. After the time minutes a pending PayPal reservation will be deleted by the reservation process.
  • Status – set active to enable the processor or Inactive to disable the processor.

As an extra field define the following:

  • API login id – provided by Authorize.net . The Field Name will be set to username
  • Transaction key – provided by Authorize.net. The Field Name will be set to transaction_key

Skrill

The Skrill processor allows to collect payments by means of credit card. To activate the processor for your lodging facility you’ll have to define the following:

  • Name – the name of the processor to be displayed in the front end. Can be set at your choice
  • Type – the type of the processor. Currently set to skrill –please do not change this value.
  • Mode – set Mode to Live for the production mode and Test for the test mode
  • Timeout (minutes) – the number of minutes to wait for a pending PayPal transaction. After the time minutes a pending PayPal reservation will be deleted by the reservation process.
  • Status – set active to enable the processor or Inactive to disable the processor.

As an extra field define the following:

  • Merchant email –main email used with Skrill. The Field Name will be set to merchant_email
  • Currency –currency code for the curency to be used in the process(Ex:USD). The Field Name will be set to currency
  • Notify URL –url where customer is redirected after a payment has been done successfully.. The Field Name will be set to notify_url

Converge(Virtual Merchant)

The Converge processor allows to collect payments by means of credit card. To activate the processor for your lodging facility you’ll have to define the following:

  • Name – the name of the processor to be displayed in the front end. Can be set at your choice
  • Type – the type of the processor. Set the type value to converge
  • Mode – set Mode to Live for the production mode and Test for the test mode
  • Timeout (minutes) – the number of minutes to wait for a pending PayPal transaction. After the time minutes a pending PayPal reservation will be deleted by the reservation process.
  • Status – set active to enable the processor or Inactive to disable the processor.

As an extra field define the following:

  • Merchant id– provided by Converge. The Field Name will be set to merchant_id
  • User id– user id field in Converge. The Field Name will be set to user_id
  • Pin– provided by Converge. The Field Name will be set to pin

Currency Settings

This feature will allow you to define the currencies you are using in reservation process. A currency is set at hotel level. Please refer to the Manage Hotels section Clicking the Currency Settings option will display a list with all the currencies available

_images/currency.png

You can add a new currency by pressing the new button located at the top or edit a currency by clicking on the currency name.

Adding/Editing a currency will display the following:

_images/currencysel.png

Select the currency you wish to use in your hotel and click the save button located at the top.

Manage Taxes

You can define the taxes you are collecting from your client in the Manage Taxes section.

Choose a hotel to have a list of defined taxes to be displayed. An example of display is presented below.

_images/taxes.png

With the Available option you can specify whether a tax is active or not. One click will enable/disable a tax from being taken in consideration when the reservation total is calculated.

You have the possibility to create a new tax or edit and existing one. When editing/adding a new tax the user will be presented with screen displayed below.

_images/taxdetails.png

A tax name, tax type, a tax value, whether to apply the tax to extras or not and a description can be defined.

The tax type determines how the tax is calculated. You can choose between a fixed amount and a percent. The tax value represents the tax amount, which is either a percent of the total sum or a fixed amount depending on the chosen tax type.

Active taxes will be displayed on the payment information page along with reservation details summary.

Manage Extra Options

Attention

Not available in standard versions

You can offer your customer the choice of a welcoming gift such as flowers, champagne and other treats by defining the extra options.

_images/extralist.png

A list of existing extra options will be displayed when you select the option Manage Extra Options. You can filter the existing extra displaying based on status. An example of display is presented below.

You have the possibility to create a new extra option or edit and existing one. When editing/adding a new extra option the user will be presented with screen below.

_images/extraoption.png

To define an extra option you’ll need to enter the following:

  • Name: the name of the extra option which will display in front-end. You can enter the name in different language. If you enter an input parameter in one field (in one language) which is not the default language of the system, and leave all the other fields empty => the name will be displayed in all the other fields. If you make changes in this fields, the changes will be saved.
  • Status: you can choose between enabled or disabled
  • Period: the period the extra option is available
  • Description: the description for the extra option
  • Display Rooms: the rooms for which the extra option is available.
  • Display Offers: the offers for which offers the extra options is available.
_images/extraOptDisplay.png
  • Price Type: define a price type, per person, meaning the price will be applied per person. In the reservation process the client is given the option to select the number of persons. Per room, meaning the price will be applied per room.
  • Price: the price for the extra option.
  • Commission: It gives the option for admin to set a commission for extras. The commission set will be applied separately for the extra option when calculating the invoice amount . If set to 0 no commission will be charge for an extra. If left empty the general reservation commission will apply. This will be done when calculating the invoices.
  • Extra Option type: Per day - extra option will be offered per day. Per Night – extra option will be offered per night. Per stay - extra option will be offered per entire stay.
  • Mandatory: whether the extra option is mandatory or not. When set to yes the client has to select this extra option in the reservation process.
  • Use reservation period: If set to yes the number of days for the extra option will be calculated based on reservation period.
  • Extra option image: You can set a picture for extra option to create a visual of what your offering. To upload a picture simply click the Add Files button located at the bottom of the page. Choose the desired file using the popup provided. You can select on or multiple images. You can also drag and drop images. Click the Upload All buttons after you’re done with the image selection.

To save the extra option settings click the Save button located at the very top of the screen.

Manage Discounts

Attention

Not available in standard versions

You can offer discounts for different types of items like rooms, offers, excursions. You can either define a new discount or edit an existing one.

To define a discount you’ll need to enter the following:

  • Name: the name of the extra option
  • Value: discount value. If the percent checkbox is checked the value entered will be consider to be a percent.
  • Period: the period the discount is available
  • Rooms: select the rooms the discount applies to
  • Offers: select the offers the discount applies to
  • Excursions: select the excursions the discount applies to
  • Connect only offers: if set to yes, only offers will be discounted
  • Discount type: The Inclusive discount type applies the discount for all the reservation nights if conditions are met, while the Exclusive type applies the discount only for the reservation nights that meet the criteria set.
  • Price type: define a discount type, per person, meaning the discount will be applied per person. In the reservation process the discount will be multiplied according to the selected the number of persons. Per room, meaning the discount will be applied per room.
  • Apply to reservation costs only: if set to yes the discount will apply only to reservation costs.
  • Minimum number of days: minimum number of days to apply the discount for
  • Maximum number of days: maximum number of days to apply the discount for
  • Minimum number of persons: minimum number of persons to apply the discount for
  • Minimum amount: minimum amount to apply the discount for
  • Discount code: you can assign a code to the discount so that only certain users can access the discount. When a code is entered clients have to enter a code to apply a discount.
  • Check full code: set this to yes if you want to check full discount code, otherwise set to no.
_images/discount.png _images/discount2.png

Airport Transfer

Attention

Not available in standard versions

This feature will allow you to define the airport transfer if any is offered to your customer

Clicking the Airport Transfer will display a select with list of existing hotels. After you choose the hotel the list of available airport transfers will be displayed. For each hotel you can define a list of different courses/excursions.

With the Available option you can specify whether an airport transfer is available or not. One click will enable/disable an airport transfer from being taken in consideration when the display is done.

_images/airline.png

You can add an airport transfer by pressing the new button located at the top corner or edit an airport transfer by clicking on an airport transfer name.

You can define properties of the airport transfer like:

  • Name: the name of the airport transfer. You can define a name for each language available
  • Price: the price for the airport transfer. Price will be calculated per person in the reservation process.
  • Vat: the applied taxes for the airport transfer price.
  • Description: description for the airport transfer.
_images/airlinedit.png

Airlines

To manage the existing airlines within the reservation component click on the Airlines button located at the top while in the Airport transfer screen or from the menu. You’ll be presented with the following list of airlines. You can change the status of the existing airlines. If you select Available, it will display in the reservation process when the client select to book an airport transfer

_images/airlines.png

You can add/delete or rename an existing airline. Airlines are used in the reservation process when the client selects to book an airport transfer.

Manage Courses/Excursions

Attention

Available on demand

This feature will allow you to define the courses/excursions that are available within your lodging facility, as well the capacity for each course/excursion. Further you can also specify whether an excursion is available or not.

Clicking the Manage Courses/Excursions will display a list of existing hotel. After you choose the hotel the list of available courses/excursions will be displayed. For each hotel you can define a list of different courses/excursions.

You can add new courses/excursions by pressing the new button located at the top corner or edit a course/excursion type by clicking on the courses/excursions name.

With the Available option you can specify whether a course or an excursion is available or not. One click will enable/disable a course/excursion from being taken in consideration when the search is done.

With the Display on Front option you can specify whether to display a course/excursion on front or not. This can be useful when creating offers for a specific course/excursion and you don’t want that course/excursion to be displayed in front end for booking.

_images/excursions.png

When editing/adding a room the user will be presented with the screen below.

_images/excursion.png

Each room type is divided in 3 tabs: General information, Rate and Pictures. We’ll go through each tab and explain what it does.

General information tab

You can define properties of the course/excursion like:

  • Name: the name of the course/excursion.
  • Type: type can be course or excursion.
  • Currency: select the type of the currency for the currency/excursion
  • Available: You can define whether the course/excursion is available or not
  • Display on front: you can define whether to display the room in the front end reservation process. This can be useful when creating offers for a specific course/excursion and you don’t want that course/excursion to be displayed in front end for booking.
  • Age restrictions: you can define whether the course/excursion is for a specific age group.
  • Days – this represents the day of the week for which the course/excursion is available. You have the possibility to select/deselect a day by clicking the checkbox button specific to that day.
  • Period – the period when the excursion is available.
  • Unavailability - you can define days or periods when the /excursion is not available. Simply click on the available calendar. A not available day will be marked with red.
  • Main Description: main description of the course/excursion. This can be currently set in all the available reservation languages. To add a language, please refer to Manage Languages section.

Rate Tab

The rate tab allows you to define the rates for a course/excursion. You can start by defining a Rate Name and a Rate description.

Currently there is one type of price allowed: Price per person/per excursion. Prices are calculated per person/per excursion.

_images/excursionrate.png

Further you can the Price for each day of the week.

Availability: the number of courses/excursions available

Min Days: The minimum number of days for which the course/excursion is available

Max Days: The maximum number of days for which the course/excursion is available

Note

Important: Please note that if custom rates are defined the values set for Custom Rates will be applied. Use the Edit custom rates button at the top to define your rates.

If you have rates that differ from one period to another please click on the Edit Custom Rates button located at the top. You’ll be presented with the screen below.

You have the possibility to define rates by day or select an interval to set with custom rates.

The Quick setup section will allow you to set prices for a certain period.

_images/excursionrateCalendar.png

You can set the following fields:

From – to: define the time period when you want to make changes and select the days of the week when the changes during this period are available

Price: the course/excursion price. You can set different prices based on the number of clients booking

Availability: the number of courses/excursions available

Min days: The minimum number of days for which the course/excursion is available

Max days: The maximum number of days for which the course/excursion is available

Once you press the Save button the desired changes will apply. Make sure you select the from and to period, the days for which the modifications should apply and enter the desired values to modify. You can modify only one field if needed. You can view your settings in the table presented below the Quick setup section. Please see below. To change the month your viewing use the select located at the top right of the table.

_images/excursionRates.png

Course/Excursions pictures

To upload a picture simply click the Add Files button located at the bottom of the page. Choose the desired file using the popup provided. You can select on or multiple images. You can also drag and drop images. Click the Upload All buttons after you’re done with the image selection. For each image you can enter a description. You can also define the order of the displayed images by using the Up and Down options.

_images/excursionImage.png

Manage Email Templates

Same as the other sections the Email Template section will display all the added email templates at the moment. Multiple email templates for the same task can be defined but only one of them can be used as the default.

The default template for that specific task will be taken in consideration when sending out an email: for example if there are two cancellation email templates the default one will be sent out to the customer upon cancelation.

Each hotel has its own email templates which you can customize. When a new hotel is created the default email templates (manageable through application settings) are assigned to the hotel by default.

_images/25.png

When editing or adding a template you will be presented with screen below.

_images/26.png

For a template the following need to be defined:

  1. Template Name: the name of the template

  2. Email Type the type of email defined :
    1. Reservation Email: email sent out to the client upon reservation
    2. Cancelation Email: email sent out to the client upon reservation cancelation
    3. Review Email: email sent the client to review the hotel. The email is sent after one day after the reservation ends.
    4. Invoice Email: email sent out for invoicing affiliated hotel.
    5. Booking List: this email type is sent to hotel administrators. The email holds a list of all the bookings for the previous month. This email type is used in conjunction with the invoice functionality.
    6. Guest List: this email type generates a list with all the guests for the following day. To automate the process of sending out invoices you can create a cron job that runs every day for the following URL:
    http://yourdomain.com/component/jhotelreservation/?task=confirmation.sendGuestList

    Simply replace yourdomain.com with your domain.

  3. The email content: will be defined using an editor which holds a series of email tags. When selecting a tag this will be automatically inserted in the email’s content. You can define email content for all the available languages in the J-HotelReservation.

    These email tags will be processed when the email is sent out and will replaced with the corresponding information The list of the available email tags is:

    1. [first_name]: clients first name
    2. [last_name]: clients last name
    3. [reservation_details]: reservation information, including room, extra options, amount,etc.
    4. [biling_informations]: billing related information: name, address, telephone, etc,
    5. [company_name]: represents the name of the lodging facility, this will be picked up from the Application Settings section -> Hotel Information -> Name.
    6. [company_logo]: The company logo. Currently setup in Applications Settings.
    7. [hotel_image]: the first hotel image for which the email is sent out.
    8. [rating_url]: use this tag when sending out the review email. This will generate the review URL specific for the reservation being reviewed.
    9. [social_sharing]: share the email content via social networks
    10. [invoice_hotel_details]: represents the hotel invoice details. Use this tag when sending out invoices to hotel.
    11. [invoice_date]: represents the invoice date. Use this tag when sending out invoices to hotel.
    12. [invoice_number]: represents the invoice number. Use this tag when sending out invoices to hotel.
    13. [invoice_fileds]: represents the invoice specific fields. Use this tag when sending out invoices to hotel.
    14. [start date]: represent the date when the reservation starts
    15. [end date]: represent the date when the reservation ends.
    16. [checkin_tim]: represent the time of your arrival.
    17. [checkout_time]: represent the time until the room will be held

Add Reservations

Admin users can add reservation by using the backend functionality. The Add Reservation Feature was designed to use as little data as possible in other to facilitate email or phone reservations.

On the add reservation you’ll presented with a one page checkout screen where you can enter all the needed data. Please see the screen below.

_images/reservation.png

You can also add remarks of client in the Remarks input. Should there be any remarks for the administrator you can use the Admin remarks input. Only admins will be able to see this column.

You are not required to enter all the personal fields as it is required in the frontend reservation process, only some of the fields are mandatory.

To create a new reservation you’ll have to assign a room to it. For the selected hotel you have to select one room from the available rooms. You can also select the number of adults to occupy the room. After making the desired selection click on the Add Room button to add a room. You can add multiple rooms to a reservation. To delete an already selected room press the red highlighted Delete link next to the room name.

_images/reservationAddRoom.png

Editing a reservation

To edit a reservation simply click on the reservation id while in the manage reservations screen or press the edit icon in the action column on the same reservation screen. You’ll be presented with the screen below where you can modify the existing reservation info.

_images/reservationDetails.png _images/reservationDeatils1.png

To change the reservation dates simply click on the Change Dates link located next to the Arrival date. The screen below will be displayed on the screen.

_images/changeDates.png

You can change the reservation dates and you also have a choice to apply current reservation price(Apply Current Prices) or retrieve the current price set in for the room(Retrieve Day prices), if different.

When you’re done with your selection, click on the Change dates button to apply your changes. Availability will be checked automatically against the hotel’s availability. You’ll be notified if the change has been made successfully or if theirs is no availability for the selected rooms.

Managing Reservations

This feature allows you to manage all the reservations made. Clicking the Manage Reservation option will display a list with all the available reservations.

You can search a reservation by hotel, room type, reservation status or payment status. You can also search a reservation by first name or last name when using the Filter input. Reservations made with a specific offer code can be searched by using the Offer code input.

_images/reservationList.png

Several statuses apply to the reservation:

  1. Reserved (Navy Blue): The client has made a reservation and he/she will be expected to checking in.
  2. Canceled (Red): The client reservation was canceled. The canceled status means that a reservation has been canceled. If the client cancels a reservation via email or telephone, or doesn’t show up you can cancel a reservation. The client can also cancel a reservation from his/hers profile. Upon cancellation an email will be sent out to the client.
  3. Checked in (Yellow): The client has checked-in.
  4. Checked out (Grey): The client has checked-out. When checking-out a client, you need to set his/hers status to Checked Out. This way you can track when a client has checked out.
  5. Late (Orange): The client hasn’t checked-in and his/hers reservation is already due.

Several payment statuses apply to the reservation:

  1. Pending(light blue): A payment attempt has been made and payment status is waiting to be updated. Reservation with pending as a payment status will be deleted after the timeout set for the processor used.
  2. Waiting(dark blue): this type of status usually occurs when the admin input is required. An example for this would be the wire transfer processor where the confirmation of payment is received elsewhere and the admin is required to provide an input.
  3. Paid (Grey): The reservation amount has been paid.
  4. Canceled (Red): Client canceled the transaction
  5. Failure (Orange): An unsuccessful attempt has been made

Reservation Actions

There are several actions available for a reservation

_images/preview.png preview a reservation by clicking the icon glass icon.
_images/editreservation.png edit a reservation by clicking the notebook icon.
_images/print.png print a reservation by clicking the printer icon.
_images/message.png resend the reservation confirmation to the client by clicking the mail icon.
_images/invoice.png send an invoice to the client for a reservation.

Note

Please note that a Client invoice email template need to be defined.

_images/about.png see the changes done when editing a reservation a list view with all the changes made

Changes will appear in the modal along with other details like name of the attribute changes ,name of the user , date and time of the change etc. please see below.

_images/changeLog.png

Export Reservations

You can export reservation by clicking on the Export CSV button located at the top. Selected reservations will be exported to a CSV file.

Besides the reservation details from the list of reservation the csv file includes all customer data and booking details like customer address and email , reservation items like room, offers , extra options, airport transfer , taxes , commissions, reservation cost and discounts.

Batch Cancel Reservations

You can cancel reservation in batch by providing a csv file with all the reservation ids.

_images/csv.png

Reservations Reports

Reservation reports will help you in getting an overall idea of what’s booked in your lodging facility. Currently there are three types of reports available:

Simple Reservations Report

The reservation report displays a report of what rooms types have been booked, on what days and how many rooms are still available. You can choose a period for which you can generate the report along with the room type. An example is generated below.

_images/simplereport.png

Advanced Reservations Report

Attention

Not available in standard versions

The detailed reservation report displays a report of what rooms types have been booked, on what days and how many rooms are still available. You can choose a period for which you can generate the report along with the room type. An example is generated below.

_images/43.png

All reservation statuses are displayed on this report. You can see the status of a reservation from the beginning until the checkout.

When clicking on a reservation you will be presented with the reservation details. Please see below:

_images/44.png

Offers Report

Attention

Not available in standard versions

This report is designed to provide a statistic on how many views and how many bookings where done through a special offer (voucher) and which media channel has been used. Please see below.

_images/45.png

Income Report

Attention

Not available in standard versions

This report is designed to provide a graphical statistic on the realized income. In generating the chart only paid reservation are considered, whether is the whole reservation amount or part of it. You have the option to generate a report by Day, Month or Year. You can also filter by room type and adjust the interval for which the report should be generated.

_images/46.png

Reservations by Country Report

Attention

Not available in standard versions

This report is designed to provide a graphical statistic on where the customers are coming from. In generating the chart all valid reservation are considered. You have the option to generate a report by room type and adjust the interval for which the report should be generated.

_images/47.png

Offers Report

Attention

Not available in standard versions

This report is designed to provide a statistic on how many bookings, persons , reservation amount and paid amount were done by booking an offer with or without a voucher code. Please see below.

_images/offersReports.png

Commission Income Report

Attention

Not available in standard versions

This report is designed to provide a statistic on the commission income earned or a certain period of time. The report shows monthly or yearly commission income. Please see below.

_images/commissionReport.png

Manage user access

Attention

Available for JHotelPortal or on demand

This section will help to manage the way hotel administrators are accessing the different functionalities available. You can allow or restrict access to certain functionality.

The Super User role has access to all the functionality without any restrictions.

We have a flexible 3 layered user access structure.

  1. First you define a role which includes the features a role has access to.
  2. Next you define a group which includes the roles a group has access to.
  3. As a last step you assign groups to a user.

Currently only users within the Hotel Manager group are considered. Other groups can be added.

Adding a Hotel Manager

To start off you have to create a new user group in Joomla called “Hotel Manager”. All hotel admins need to be created under this group. The following instructions work on both Joomla 2.5 and Joomla 3.x

To create this group, go to Users->Group Management->Add New Group.

_images/48.png

Enter Hotel Manager for the name and select the Public group as the parent group.

_images/49.png

Allow the Hotel Manager group to login in the backend

To enable backend login for the Hotel Manager group please follow these steps

  • Go to Users -> Access Levels
_images/50.png
  • Select the Special item from the list of available access levels
  • Check the Hotel Manager group to allow assign to access level.
_images/51.png
  • Don’t forget to save.

To create a new hotel admin you need first to create a new user in Joomla. In the main menu in the backend go to Users-> Users Management ->Add New User. You’ll be presented with the screen below.

Make sure you assign the Hotel Manager Group. See below.

_images/52.png

Restrict access to J-HotelReservation functionality only

If you want to restrict access so that hotel admins can access the reservation functionality only, please follow these steps:

  • In Global Configuration-> Permission Tab->Hotel Manager set permissions as follows
_images/53.png
  • In component->J-HotelReservation->Application Settings

    • Click the Options button located at the top
    • Select the Permission tab
    • Set the following permissions:
_images/54.png

After the hotel admin user has been created you proceed to the next step of assigning the hotel admin to hotels and groups.

All the users under Hotel Manager group will be displayed under the Users tab in the Manager Users Access section.

You’ll be presented with a list of all the hotel managers and their assignments.

_images/55.png

Assigning a Hotel

To assign the hotel(s) to the hotel manager who is in charge of simply click the Assign Hotels link in the Assigned Hotel(s) column (see below).

You’ll be presented with the screen below.

_images/56.png

To assign a hotel simply click on a value from the left panel to move it to the right panel. To remove a selected value from right panel click on the desired value and it will be moved to the left panel.

Don’t forget to save your changes by clicking the Save button.

Assigning a Group

To assign a group to the hotel manager simply click the Assign Groups link in the Assigned Hotel(s) column (see below). If a group is already assigned click the name of the group(s) to edit the Group assignment.

_images/57.png

You’ll be presented with the screen below.

_images/58.png

To assign a group simply click on a value from the left panel to move it to the right panel. To remove a selected value from right panel click on the desired value and it will be moved to the left panel.

Don’t forget to save your changes by clicking the Save button.

Roles

When accessing the roles you’ll be presented with a list of all the available roles. You can either add, edit or delete a role.

To add role click the New Role button located at the top right. To edit a Role simply click on the Role name.

_images/59.png

When adding or editing a role you’ll be presented with the screen below. You can define the following:

  • Role Name – the name of the Role
  • Role Description – the description of the Role. This is used to better describe what the role does.
  • Assign permissions – each main functionality in the application is associated with a permission. When defining a role you define the permissions available for that role. You are actually assigning permissions to a role. You can assign one or multiple permissions to a role.

To assign a permission simply click on a value from the left panel to move it to the right panel. To remove a selected value from right panel click on the desired value and it will be moved to the left panel.

Don’t forget to save your changes by clicking the Save button.

_images/60.png

Groups

Further you can assign roles to a group. A certain group can have one or multiple roles depending on the group level of access. This is something that you control.

When accessing the Groups you’ll be presented with a list of all the available groups. You can either add, edit or delete a group.

To add a group click the New Group button located at the top right. To edit a Group simply click on the Group name.

When adding or editing a role you’ll be presented with the screen below. You can define the following:
  • Role Name – the name of the Role
  • Role Description – the description of the Role. This is used to better describe what the role does.
  • Assign permissions –Each main functionality in the application is associated with a permission. When defining a role you define the permissions available for that role. You are actually assigning permissions to a role. You can assign one or multiple permissions to a role.

To assign a role simply click on a value from the left panel to move it to the right panel. To remove a selected value from right panel click on the desired value and it will be moved to the left panel.

Don’t forget to save your changes by clicking the Save button.

_images/62.png

Reviews Functionality

Attention

Not available in standard versions

Hotel Clients can review their stay at the hotel by using the review functionality. The reviews made will be displayed in the front end in the reservation process. Based on the reviews a total score is calculated and displayed. A summary with all the scores is also available

Reviews are being sent one day after the end date of the reservation. An automated process needs to be set in place to generate reviews automatically. The following URL needs to be set in a cron job or can be called manually.

http://yourdomain.com/index.php?option=com_jhotelreservation&task=hotelratings.sendReviews

Simply replace yourdomain.com with your domain.

An email will be sent to client asking to review the stay.

Link in this form :

_images/reviewConctat.png

Clients posting a review will have the possibility to select whether they would like to be contacted after the review is done by checking the check box at the end of the form before submitting it.

Existing reviews are shown in the reviews tab when accessing hotel overview from the front end. Clients and hotel portal administrators can add comments. Hotel portal administrators can add, delete or modify any comment done in the reviews whereas clients and only add or edit their comments. To leave a comment the client must be an existing user or must register and redirected back to the reviews comment section to leave a comment.

Review comments

Clients can also share a review through the share button along with comments on the review being shared.

_images/reviewComments.png

Manage Review Questions

You can manage the review question that your clients are answering to in the Manage Review Questions section.

You’ll be presented with a list of all the available questions. You can add, edit or delete a review question. You can also set the order of how questions by drag & droping an question in the desired place. Please see below

_images/63.png

When adding/editing a question you’ll be presented with the screen below

_images/64.png

You can enter/modify the desired question and click the Save button to save your changes.

Manage Hotel Reviews

As a hotel administrator you can see and manage all the reviews made for your hotel. You can publish/unpublish a review by clicking on the checkbox associated with each review in the Published column.

_images/65.png

To view a review click on the View option associated with each review. You’ll be presented with the review content.

_images/66.png

Rating Classifications

As a hotel administrator you can create, edit, delete and manage all the rating classifications made for all hotels rating.

_images/ratingClassificassions.png

You can add/edit a rating classification in this view , with a multilingual name and minimum and maximum rate score, please see below :

_images/ratingClassific.png

Manage invoices

Attention

Available for JHotelPortal or on demand

At the beginning of each month an invoice is sent to hotels (based on a cron job) considering the commission charged for each reservation on the previous month. The room reservations commission rates can be set in when editing a hotel, in the Extra Options tab. The offers commission rates can be set in the Manage Offer section.

The invoicing process is a three-step process:

  1. Generating the invoice

    An invoice is generated and a booking list is sent to each hotel for acknowledgement and approval. To automate the process of sending out invoices you can create a cronjob on the 1st of every month for the following

    URL: www.yourdomain.com/component/jhotelreservation/?task=manageinvoicesfront.createMontlyInvoices

    Simply replace yourdomain.com with your domain.

  2. Reservations sign off by hotel admins

    The hotel admin has now the possibility to login on to the hotel portal site and check or cancel bookings or modify the amount paid.

    In the Manage Invoice screen the hotel admin see a list of all the invoiced months along with a summary of the reservations costs total and Commission Costs total. Please see below

    _images/67.png

    The hotel admin will be able to see the invoices only for the hotel(s) he/she manages. The portal administrator (Super User) will have access to all invoices.

    The hotel admin can view an invoice details by click on the invoice number or by selecting an invoice and clicking the Edit button located at the top. The screen below will be displayed.

_images/68.png

Initially when the hotel admin receives the invoice he/she can modify the status of the existing bookings.

If any changes are made an notification email will be sent to the hotel admin listing all the changes he made to an invoice and to every invoice detail.

Some of the bookings have been canceled and the hotel admin can rectify their status. Currently there 3 statuses to choose from:

  • Agreed: the client respected his/her reservation
  • No-show, no charge: the client cancelled the reservation, no charges apply.
  • No-show, taxed according to cancellation policy: the reservation was canceled and a cancellation fee was charged. Commission is charged based on cancellation fee. The hotel admin will be able to enter the amount.
_images/69.png

The hotel admin modifying the invoice has to enter his/hers name to sign off the invoice and agree with the terms and conditions of the invoice.

  1. Final Invoice

    After 7 days the final invoice is generated and the hotel admin will no longer have the possibility to edit bookings. To automate the process of finalizing invoices you can create a cronjob on the 7th of every month for the following

    URL: www.yourdomain.com/component/jhotelreservation/?task=manageinvoicesfront.issueInvoices

    Simply replace yourdomain.com with your domain.

Update

The update section allows you to stay up to date with the latest improvements and bug fixes available.

To update your functionality please follow this steps.

  1. Complete your order information

    Enter your Order ID and Order email: upon order completion on CMSJunkie you will receive an email with your order. The order email contains an order id. Please copy that id and enter it in the Order Id input as presented below.

    Your Order Email is the email address you used when placing the order. Please input this in the Order email input.

    Click Save Order to save the order info.

Note

Notice: without the order email and id the update process won’t work

_images/70.png
  1. Find updates

    Once you’ve entered your order info click on the Find Updates button located at the top to see if there are any updates available.

  2. Update

    If an update is available select the update in the update table and click on the Update button located at the top.

    _images/71.png

Note

Please note that any custom modifications you made to the code or css might be overwritten. Please back up your modifications before updating. The update works for all versions including J-HotelReservation Starter.