NOTE
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.
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.
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.
Reporting
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.
Example
There is an overbooking between the 5 – 6 April.
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.
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