Maintenance of allocations is ongoing and includes things like reporting on allocations, deleting allocations and often includes resolving overbookings due to allocations.
Allocations are set up and maintained from the agent contact screen.
Navigate through Contact Menu > Find contact. Search for and select the relevant agent and bring up their general contact details.
Click on the blue ‘Agent’ link button to open the agent details pop-up.
Navigate to the ‘Allocations’ tab, which lists existing allocations. On this screen you can make changes to existing allocations, delete allocations and add new ones. See the Allocations setup tutorial for adding new allocations.
By default, the allocation items displayed excludes any allocations with an item end date earlier than today (not to be confused with expiry date).
Select the delete icon on the right to delete an allocation.
When deleting an Allocation header, the record is not physically deleted, it is just hidden on all screens. You can view deleted allocations and those with an end date in the past by setting the ‘Show past/deleted allocations’.
When deleting an Allocation Item, it is physically deleted and cannot be subsequently viewed. The system will not permit deletion of a single remaining item on an allocation but will prompt you to delete the allocation at the header level.
Once you have your allocations in place, set up an operating procedure to check the utilization of the allocation so that you can plan ahead for future allocations for your agent. An easy way to do this is through using reports.
Allocations List Report Access the report by going to Reservations > Reports > Allocations List. Enter the Date Range and various filters to report on a specific allocation. By clicking on the report output results, you are able to drill down to the allocation setup.
Allocation Summary Report Access the report by going to Reservations > Reports > Allocations Summary.
By refining the filters, you can get a report on the materialisation of the active allocation.
Enter required information and select Allocated rooms – Materialisation.
This report can be refined to only reflect what is allocated, used and the balance of the allocation if required.
If you have set up an allocation time frame that interferes with current reservations, here are some quick and simple steps to resolve your overbooking crisis. By using the occupancy calendar (navigate to Reservations > Occupancy calendar), you can easily see overbookings highlighted in red. Using the example below, see how to resolve overbookings.
There is an overbooking between the 5 – 6 April.
Click on the red block in the calendar and this will open a pop-up reflecting all reservations holding space on this date. 1 room for this WB685 booking is required and there are two rooms reserved for the allocation. In a situation where the allocation has not been used, one of the rooms will have to be removed from the allocation so it can be allocated to the WB685 booking and the overbooking issue will be resolved.
Click on the ‘Allocations & Block Bookings’ tab and then on ‘Allocation’ link under the Type column. If you have the correct access, you may see the details of the overbooking that is caused by your allocation. This will open the Allocation setup screen where you can make an adjustment to avoid the overbooking.
Click on the ‘Add Item’ button at the bottom of the screen.
Enter the details of the original allocation but set the start date to the date of the overbooking and set the Rooms to be a negative, e.g. -1. (see example below)
Select the ✓ and the ‘Save’ button in the toolbar.
Return to your Occupancy Calendar and refresh your page (Ctrl+F5). The red highlighted block and overbooking is no longer there.
By clicking on the same date, 24 January 2019, you will see that the allocation is still there for Boutique Travellers but only one room is available instead of the requested 2, thus leaving space for the other reservation.
The overbooking is resolved!
As long as this form of overbooking resolution is in line with your business agreement with the agent, you can make as many adjustments as necessary to accommodate overbookings.