Allocations setup

Once you have gained a clear understanding of allocations, set up an allocation by following these quick and easy steps.

• Navigate through to Contact menu > Find contact.   
• Search and find the relevant Agent.
• Click on the agent name in your search results. This will open the agent Contact profile.
• Click on the blue Agent button in the top right of the agent profile.
• Ensure that the agent commission and allocation settings are correct.
• Allocation settings on the Details tab:
  Select ‘Internal users permitted to select allocations’ if required internally.
  Select ‘Agents permitted to select allocations’ if required by the agent with booking access.
• Click on the Allocation Tab at the top of the screen.

Now that you are in the allocations module, let’s get started with loading an allocation.

Example

Take a look at this example to understand the setup:

Allocation details

Allocation Name: BT 2019

Agent: Boutique Travellers

Agent Contact: Jeff Amble

Agent Reference: Mara Lux 2019

Expiry Lead Time: 10 days

Property: Jax Camp Botswana,

Accommodation: Tented Camps

Number of rooms: 2

Allocation dates: 03/04/2018 to 03/05/2018

To create an allocation,

• Click on the New icon. This will open the ‘Allocation details’ popup.

• Click on Save.
• A pop up will appear to define at least one allocation item for this allocation summary. Click on Ok.
• This returns you to the allocation tab with an active ‘Allocations add’ area.
• When filling out the allocations details, remember to use the ‘tab’ button on your computer to easily move through the fields.

• Select the allocation property and accommodation from the dropdown list.
• Enter the allocation start and end date.
• Specify how many rooms and pax will be allocated.
• Click on the ✓ to continue or the X to cancel (this does not save your changes but merely takes you out of editing mode).
• Click on the Save icon in the menu bar to save.

The allocation has been added!

If you have the correct access, you may see the details of the overbooking that is caused by your allocation.

Identifying allocations on the Availability calendar

Once you have created an allocation it will show up on your availability calendar, identifiable by the grey corner tag on days to which it applies.

Example

For the allocation, BT2019, start date = 3 April, end date = 3 May, the allocation is marked on the availability calendar with the grey corner tags for the duration of the allocation (while it’s active).

View from the availability calendar:

To work with the allocations dropdown and change allocation display settings on the availability calendar, see the Allocations tutorial in the Central Reservations module.

Adding an Allocation item to an existing allocation

To add an Allocation item to an Allocation header, follow these simple steps:

• On the Allocations tab which displays the Allocations list, hover over the allocation you would like to edit till it highlights in green and click on it.

• Select the ‘Add item’ button.
• Set the new Allocation item details.

• Select the tick icon and click ‘Save’.
• The new Allocation Item will be listed in the Allocations list popup.

The Allocation item has been added!