Manual of the admin menu

On this page you will find complete instructions on how to enter and change your data for direct booking of caesar data using the self-management program.

Home

On the start page you will find a short overview of the most important key figures of the current month and a short statistic of the total turnover of the current year.

Here you can also see your created shortcuts at a glance.

Configuration – General

Master Data

Here you can enter all important hotel information. The link to the terms and conditions, booking conditions or similar will be imported in other settings, such as the booking confirmation. So you only have to enter the data once.

Address of the hotel

The hotel ID is always assigned by caesar data support and cannot be changed by you.

When entering the hotel name and address, please always enter the information that your guest is allowed to see. This data is printed on the booking confirmation.

The contact person is only of interest to caesar data support and will not be passed on to the guest. At this point, please enter the person who works with the caesar data online booking system on site.

We recommend that you always enter a second e-mail address so that you receive a copy of the booking confirmation at an alternative address.

Please enter the GPS data as decimal degrees. Please contact our support if you need help here (optional) – Example: 47.51821, 10.28262

The links to the terms and conditions /booking conditions etc. can be optionally set by you. These must be accepted by the guest when he/she makes a booking.

Images

Please feel free to upload your logo and a picture of your hotel here. The recommended image size is 600x400px (landscape format). We recommend that you provide the images with descriptive image titles (please do not use hotel1.jpg, rather exterior view-caesardatahotel.jpg). In any case, make sure that the format is definitely .jpg or .png so that it can be used.

Booking mask

General

These settings affect the Transaction Mask. Set “Show Quotations Button” and “Show Reversal Button” active if you want the “Quotations” and “Reversal” buttons to be shown on the entry form. Guests also have the option to subscribe to the hotel newsletter during the ordering process. You can also set the function “The hotel can only be booked on request”.

Languages in which the booking mask is available

Here you can choose in which languages you want to provide the booking mask as well as descriptions (e.g. categories, additional options, offers, discounts etc.) to the guest. Please note that the respective descriptions, by yourself, must be entered in the selected languages. An automatic translation by a translation program does not take place. The language entry is obligatory for all further entries. German and English are mandatory fields and are always active.

What is the maximum number of rooms that can be booked in one booking process?

Here you can select the maximum number of rooms that can be booked in one booking process. Maximum 5 rooms can be booked at the same time.

From what number of available rooms should the note “There are only… rooms available” appear?

This function helps you to bring your guest faster to the end of the booking process, if only a few rooms are still available. You can also deactivate this function at this point.

Which fields should be visible or mandatory for the customer address?

Activate the address fields to be displayed on the Transaction Mask and mark the desired ones as mandatory. The e-mail address is mandatory for the booking process. The remaining fields are optional. Please note: If you mark a field as mandatory, it must also be activated as a display field. A mandatory field that is not displayed cannot be processed by the system.

Booking Process

In the setting “Booking process” you can make settings that influence the active booking process for the guest.

Advance Booking Period

This period regulates the time until when online bookings can be made. We recommend that you set this deadline as far back as possible, so that you can still book online spontaneously.

Type of Reservation

You decide between guaranteed and not guaranteed bookings. All bookings made by the guest are binding and will be processed with your valid cancellation fees. With guaranteed bookings you – as host – have the possibility to prevent a no-show in time.

If you allow guaranteed and non-guaranteed bookings, you can decide by what time your guest must arrive. If he or she does not arrive at the specified time, you can sublet the room with a non-guaranteed booking and do not have to keep it free. In the case of a no-show without subletting, your cancellation conditions still apply. In case of a guaranteed booking you will also have your credit card details or a deposit as security. Therefore, rooms with booking guarantee are always kept free, even after the arrival deadline has passed.

In this section, please specify which credit cards are accepted in your hotel.

Please note: If you accept credit card data as security here, they must be processed and encrypted according to PCI standard. Please contact our caesar data support team (vertrieb@caesar-data.de) for this chargeable function. As soon as a booking guarantee is activated by you, it must also be maintained by you. Therefore, please specify an amount for the down payment or have the PCI tool activated by caesar data support.

Which message should appear as a cancellation on a booking request for days on which all categories are fully booked?

Select what information you want your guest to receive when they request a non-bookable period.

Sorting the output in the availability list if the search query provides several posting options

Select in which order you want to display the offers. The following options are available: The cheapest first, the most expensive first, no listing – first daily price, then offers)

Dispatch of booking confirmations

Select whether a booking confirmation should be sent to the guest and/or to you (the hotel). We recommend that both you and the guest receive the booking confirmation.

You can also have the confirmation sent to the guest sent to you (the hotel).

-> Category

Children’s Price Levels

Add your child price levels by clicking on “+ Add new child price level”. You can then enter and activate the desired age and set whether children can be accommodated in the room in addition to the maximum occupancy. Then confirm your entries by clicking on “Save”.

Please note: Children’s price levels apply equally to room prices and meal allowances and cannot be set differently.

The corresponding children’s prices can be set under Prices & Availability (point 3).

-> Layout

Layout

General Settings for the layout of the booking mask

If you change the font, this setting applies to all parts of the Transaction Mask. Please note that this does not change the font size or thickness.

Only in the following step you can set the font size. However, this only applies to certain parts of the Transaction Template.

Firstly, on the first input page: (See fields framed in red)

Illustration 1: Font – Home

And in the next step to the selection of the rooms: (All labels that are in the red framed area)

Illustration 2: Font – Availabilites

If you now change the font color, the following labels will be adapted:

(See red caption in the screenshots)

Illustration 3: Font color – Starting page

Illustration 4: Font Color – Availability

Illustration 5: Font color – extra services

Illustration 6: Font Color – Data Input

Illustration 7: Font Color – Check

If you change the background color, this refers to the light blue marked area:

Illustration 8: Background color

Different colors

Wird die Schriftfarbe für Überschriften geändert, passen sich hier die roten Beschriftungen an

Abbildung 9: Schriftfarbe für Überschriften

Das Beispiel für die „Schriftfarbe Erfolgsmeldung“ folgt in Kürze.

Schriftfarbe bei Warnung: (Siehe rote Schrift unterhalb des Bildes)

Illustration 10: Font color on warning

Font color of buttons and active tabs: (See yellow caption)

Illustration 11: Font color of buttons & active tabs

Different background colors

Background color of buttons and active tabs: (See red marked fields)

Illustration 12: Background color of buttons & active tabs

Background color of the inactive tabs & days in the calendar at full capacity: (see blue marked fields)

Illustration 13: Background color of inactive tabs & days in the calendar at full capacity

Attention: This change also affects the display in the overview for the selection of the travel period and the number of persons: (see blue marked fields)

Illustration 14: Background color starting page

Background color in the calendar for the reason at full load: (See blue marked field)

Illustration 15: Background color in the calendar for the reason at full capacity

Background color for the current position: (See red marked field)

Illustration 16: Background color for the current position

Please note that the colors on the input page for the travel period will then also change slightly: (See red marked field)

Illustration 17: Background color on the starting page

Border colours

Frame color of the input fields: (See red marked fields)

Illustration 18: Frame color of input fields – start page

Frame color of the boxes for the additional services: (See red marked fields)

Illustration 19: Frame color of the boxes for additional services

Different font sizes

Here you can define different font sizes for legends, notes, your normal texts, your calendar at full capacity and headlines & buttons.

Color of icons

You have the possibility to change the color of the icons that appear on the booking screen for the guest to dark blue, gray, black or white.

-> Equipment

Equipment

General equipment

The information about the equipment is optional and refers to your hotel equipment. They serve to achieve results in a portal solution even faster and easier. This function has no direct effect on the booking mask. This is a higher-level function, as we at caesar data think in future-oriented terms and are already working on an exclusive portal solution for our customers.

Drive Possibilities

Please indicate here by which means of transport the guest can reach your hotel.

Locally accepted Means of Payment

Please indicate here which means of payment (cash, credit card, etc.) the guest can use at the hotel.

Language

Please indicate here in which languages you can communicate with the guest.

Location

Please indicate here in what kind of environment your hotel is located.

Parking

Please indicate here which parking possibilities the guest has.

Gastronomy

Please indicate here which gastronomic equipment your hotel has and which catering options are available to the guest.

Service

Please indicate here which additional services your hotel offers.

Recreational activities

Please indicate here which leisure/sports activities your hotel offers.

Wellness Offers

Please indicate here which wellness offers your hotel offers.

-> Confirmation of Booking

Confirmation of Booking

Here you edit your booking confirmation, which will be sent to the guest by e-mail. You can design the booking confirmation individually according to your wishes. Just use the different mail merge fields. Click on “Preview” to see the final result with sample data.

Please note that the respective mail merge fields can be assigned a text area defined with start and end. The valid text ranges are shown in brackets () after the respective information. Start and end can be selected in the last item “the content between these fields repeated depending on the number”. The example (see below) shows that text areas must not be filled with mail merge fields that cannot be assigned to a text area.

To write your confirmation in different languages, first save a version (e.g. German), then switch to the language “English” and write the confirmation in English. Then save your entries and optionally enter other languages in the same way.

In any case it is necessary to check the booking book confirmation with a test booking on your part with real data.

Example:

{=Logo}

Booking confirmation

{=Briefanrede},

thank you for your booking.

We have made the following binding booking for you:

{=TextBereichZimmer}

Booking number: {=Reservierungsnummer}

Booking code: {=Reservierungscode}

Arrival: {=Anreise} – Departure: {=Abreise}

{=AnzahlErwachsene} adults, {=AnzahlKinder} children

{=Bezeichnung}:

{=Beschreibung}

Boarding: {=Verpflegung}

Total price for {=AnzahlNaechte} nights: {=Gesamtpreis} €

Discount: {=Rabatt}

Additional Options: {=TextBereichLeistungen}

{=ZusatzleistungAnzahl} x {=ZusatzleistungBezeichnung}: {=ZusatzleistungPreis} €

{=TextBereichLeistungenEnde}

Cancellation policy: {=Stornobedingung}

Names oft he guests: {=TextBereichGastnamen}{=AnredeGast} {=VornameGast} {=NachnameGast} {=GeburtsdatumGast}{=TextBereichGastnamenEnde}

Your request: {=Sonderwuensche}

{=TextBereichZimmerEnde}

Data of the customer:

{=Vorname} {=Nachname}

{=StrasseHausnummer}

{=PlzOrt}

Phone: {=Telefon}

E-Mail: {=Emailadresse}

Hotel:

{=Hotelname}

{=StrasseHausnummerHotel}, {=PlzOrtHotel}

{=WebseiteHotel}, {=EmailadresseHotel}

{=TelefonHotel}

* Price includes all taxes and fees

Prices & Availability

Here you will find an overview of prices and availability for the current year and the next two years. Click on the year you want to change prices and availability.

After you have selected the year, a calendar will be displayed. Click on the name of the month to display the respective month.

In the upper left corner you can see the room categories you have created before. You always automatically edit the category whose name is displayed in the upper left corner. In the dropdown you will see all categories you have already created.

The fill out help is for you to quickly create and edit the prices and availabilities. Simply enter the desired period, the number of availability, the price for the persons and the price for the different child price levels and click on “Apply”. Repeat the process for the different periods.

Before you change a month, don’t forget to confirm your entry with the “Save” button in the bottom right corner. When changing months, please always check carefully in which category you are currently in.

If the availability is set to 0, the room will not be displayed in your booking mask.

Next to the selection for the category you will find an overview of the availabilities. This overview serves as an aid to quickly make availability adjustments based on occupancy.

Please note that prices must be created for all persons. The prices for adults are total prices. Please enter the surcharges for your child prices accordingly.

Example: A double room can be booked by one person or a full-paying person and a child that is only booked with a surcharge. The same applies to a four-bed room, of course. It is also possible that one person would like to book an extra large room or two adults and two children.

If caesar data is linked to a hotel program such as the hotline hotel software or a channel manager, then prices and availability cannot be changed at this point. Caesar data then has no access to the price calculation.

Offers

Data

Prices

Allow offers only

-> Data

Offers – Data

Add a new offer (flat rate) by clicking on “+ Add new offer”. Existing created offers can be adjusted by clicking on “Edit” or removed by clicking on “Delete”. Please note that only the next five validity periods are shown to the guest in the booking mask.

General

Visibility

In the submenu item “Visibility” you set whether the offer is active and bookable. If you hide the offer from the public, only people who have a link to the offer can book this offer (suitable for birthdays, weddings, group bookings).

Name of the offer

Insert a name for the offer, this name must always be given for all languages (see point 3.1.2.2). This information will be displayed during the booking process.

Description of the offer

Include a description for the offer, other languages are optional.

As with the room descriptions, you can use HTML codes to define bullets, paragraphs or bold text areas.

If caesar data is linked to the hotline hotel software, the offer texts come directly from hotline and do not need to be maintained by you (they are always overwritten!).

Final product	HTML command	Example
Bold	<b> … </b>	<b>written in bold</b>
Italic	<i> … </i>	<i> written in italics</i>
Underlined	<u> … </u>	<u> underlined text </u>
Paragraph/Line break	<br>	Here is your sentence. <br> Here is your second sentence.
List of enumerations · Bullet point 1 · Bullet point 2 · Bullet point 3 · Bullet point 4	<ul> <li> … </li> <li> … </li> <li> … </li> </ul>	<ul> <li> Bullet point 1</li> <li> Bullet point 2</li> <li> Bullet point 3</li> <li> Bullet point 4</li> </ul>

Characteristics

The mapping code is automatically assigned by caesar data. While you yourself, the occupancy of the rooms, a pre-booking deadline, possibility of children in the offer, offer as HotDeal and the allowed arrival days can be defined.

If caesar data is linked to the hotline hotel software, these settings must match the settings in hotline.

Nights

Here you define for how many nights the offer is bookable and whether or to how many nights it can be extended.

Extra Services

Here you determine which extra services can be booked additionally in your house.

Period of Validity

Enter the valid period in which the offer is bookable. Simply click on the desired date to activate the day (green=active). A help for filling out the form is also available here again. Select the desired period and click on the status to select it as bookable. Then click on “Save”. Please note that the validity date always refers to the arrival day of your guests.

Images

You can upload pictures of the different offers in the tab “Pictures”. The recommended image size is 600x400px (landscape) or 300x400px (portrait). We recommend that you provide the images with descriptive image titles (please do not use offer1.jpg, rather wellnessangebot.jpg). Please note that the pictures are sorted alphabetically. Therefore please pay attention to the naming of the pictures. In any case, make sure that the format is definitely .jpg or .png so that it can be used.

Save your settings by clicking on “Save” in the lower right corner.

-> Prices

Prices

Select the desired offer with one click and edit the total price depending on the occupancy by replacing the amount of 999,- € with the desired amount in the calendar.

The filling out help serves you for fast creation and processing of the offer prices. Simply enter the desired period and price for the persons as well as for the different children’s price levels, select the category and click on Save. Repeat the process for the different periods and then click on the Save button again.

-> Allow offers only

Allow offers only

Enter the valid period of time in which only offers can be booked in your house. This means that normal room bookings at the daily rate are not possible, but only offers/packages can be booked.

Simply click on the desired date to activate the day. A filling out assistance is to you also here again at the disposal. Select the desired period and click on the status to select it as bookable. Then click on “Save”.

Discounts

Early Booking & Last-Minute

Hot-Deal

Company Codes

Bonus Program

-> Early Booking & Last-Minute

Early booking discount & Last Minute

The early bird discount is a discount that the guest receives when booking well in advance. Last Minute Discount is a discount that the guest receives when booking at short notice.

Add a new discount by clicking on “+ Add new early bird discount & last minute”. Existing discounts can be adjusted by clicking on “Edit” or removed by clicking on “Delete”.

Gerneral

Activate the desired offer by clicking on “Offer is active”. This way guests can see the discount in the booking process. Select the desired room categories and set the different features of the offer.

Then enter the desired discount in percent or euros per category in the corresponding field and save your entries.

Early bird or last minute discounts must always be assigned to individual categories and always require a validity period.

You determine from how many nights a discount can be booked and control whether the discount can be booked together with other discounts. An individual discount can be stored for each category.

Visibility

In the sub-item “Visibility” you set whether the discount is active or not.

Designation

Insert a name for the discount so that this information can be understood and displayed by the guest during the booking process.

Applicable Room Categories

Please activate all room categories in which the selected discount system should apply.

Characteristics

Create the desired conditions when the discount should take effect (minimum stay, €/% calculation of the discount, etc.)

Validity in connection with other offers

Here you can set whether this discount is also to be used in conjunction with other offers or a

Hot-Deal may apply or should only apply to bookings at the current price.

Estate

Here you have the possibility to deposit an individual discount per category.

Period of Validity

-> Hot-Deal

Hot-Deal

The Hot-Deal is a special rate which can be displayed to the guest in addition to the daily rate. As a security the guest has to give his credit card details to the hotel, because this offer cannot be cancelled free of charge.

With a Hot-Deal all credit card companies are allowed, but the card is only checked for validity (this information is if you do not charge certain credit cards e.g. Amex, Diner’s Club, …).

Please note that this function is only available in conjunction with the PCI interface. For further information on how to activate the PCI interface, please contact our sales colleagues (vertrieb@softtec.de).

Add a new Hot-Deal by clicking on “+ Add new Hot-Deal”. Existing Hot-Deals can be adjusted by clicking on “Edit” or removed by clicking on “Delete”.

General

Activate the desired offer by clicking on “Offer is active”. This allows guests to see the special rate in the booking process. Select the desired room categories and set the different features of the offer.

Then enter the desired discount in percent or Euro per category in the corresponding field and save your entries.

The hot deal must always be assigned to individual categories and always requires a validity period.

You determine when a Hot-Deal is bookable. An individual discount can be stored for each category.

Visibility

In the sub-item “Visibility” you set whether the Hot-Deal is activated.

Designation

Insert a name for the hot deal so that this information can be tracked and displayed to the guest during the booking process.

Applicable Room Categories

Please activate all room categories in which the selected discount system should apply.

Characteristics

Create the desired conditions, how the hot deal should be calculated etc. (amount of the advance payment, €/% calculation of the discount, etc.)

Period of Validity

Set here whether the hot deal is valid continuously or from a certain time before arrival.

Estate

Here you have the possibility to deposit an individual discount per category.

Period of Validity

Set the valid period of time in which the Hot-Deal is bookable. Just click on the desired date to activate the day (green=active). A help for filling out the form is also available here again. Select the desired period and click on the status to select it as bookable. Then click on “Save”. Please note that the validity date always refers to the arrival day of your guests.

-> Company Codes

Company Codes

Here you can store special company codes. Company codes are discounts for companies that often book with you and therefore receive a special room rate. These rooms are based on real availability.

Add a new offer by clicking on “+ Add new company code”. Existing offers can be adjusted by clicking on “Edit” or removed by clicking on “Delete”.

General

Activate the desired offer by clicking on “Offer is active”. In this way, employees of the respective companies can enter the previously discussed booking code during the booking process and will then receive a special room rate. Select the desired room categories and set the different features of the offer. Then enter the corresponding person price in the field and save your entries.

Visibility

In the sub-item “Visibility” you set whether the offer company price is activated.

Designation

Enter a booking code and the name of the company here so that the company code can be entered by the company employee during the booking process and is displayed and calculated accordingly. If the employee does not enter a booking code in the booking process, the booking screen will not be able to access the conditions and the guest will be shown the regular price.

Applicable Room Categories

Please activate all room categories in which the selected company code is to apply. (Note that you have to create several identical company codes if you do not want, for example, a shared room to be bookable by one person for the single person price!)

Characteristics

Define here when and with which conditions the company code is calculated.

Prices

Here you have the possibility to deposit an individual price per number of persons.

Period of Validity

Enter the valid period in which the company price is bookable. Simply click on the desired date to activate the day (green=active). A help for filling out the form is also available here. Select the desired period and click on the status to select it as bookable. Then click on “Save”. Please note that the validity date always refers to the arrival day of your guests.

-> Bonus program

Bonus program

The bonus program is a discount that you can set for certain groups of people or as a general booking bonus for each booking. The bonus program can be combined with other discounts if desired.

Example: You send a newsletter to your guests, in which newsletter subscribers with the discount code “NewsletterDanke10” receive a 10% discount on their next booking.

Add a new offer by clicking on “+ Add new bonus program”. Existing offers can be adjusted by clicking on “Edit” or removed by clicking on “Delete”.

If the bonus program is to be used as a stagger, the minimum stays must be staggered so that the 1st bonus program has the highest minimum stay.

Example:

bonus program 7 nights – 15% discount
bonus program 5 nights – 10% discount

3rd bonus program 3 nights – 5% discount

General

Activate the desired offer by clicking on “Offer is active”. In this way the guests can enter the previously selected booking code during the booking process and will then receive a discount. If you do not assign a booking code to the bonus program and activate it for a certain period of time, it will be automatically displayed and calculated according to the settings. Select the desired room categories and set the different features of the offer.

Then enter the desired discount in percent, Euro or number of nights per category in the corresponding field and save your entries.

Example for number of nights: stay 7 nights and pay 6 nights

Visibility

In the sub-item “Visibility” you set whether the offer is active or not.

Designation

Store a name for the bonus program so that this information is comprehensible for the guest during the booking process and that it is displayed what discount is calculated (e.g. NewsletterThanks10 – 10%).

Applicable Room Categories

Please activate all room categories in which the selected bonus program should apply.

Characteristics

Enter the desired conditions there when the discount should be calculated (booking code, minimum stay, €/% calculation of the discount, etc.) If you assign a booking code, only guests who explicitly enter the code in the booking form will receive this bonus. If you enter a bonus program without a booking code, all guests will automatically receive this discount.

Validity in connection with other offers

Here you can set whether this discount may also be used in conjunction with other offers or only applies to bookings at the current price.

Estate

Here you have the possibility to deposit an individual discount per category. Whether the discount is calculated in € / % can be set in “5.4.1.4 Properties”.

Period of Validity

Additional Options

Blocked departure days

Cancellation deadline

Booking guarantee

Short-term booking

-> Extra Services

Extra Services

Extra services are all articles and services that you offer in addition to the overnight stay.

For example: champagne to the room, massages, bicycle rental, baby bed, etc…

Add a new extra service by clicking on “+ Add new extra service”. Existing extra services can be adjusted by clicking on “Edit” or removed by clicking on “Delete”.

General

Enter the name of the extra service in the languages you have previously set.

You can also decide how the pricing should look like.

Designation of the Extra Service

Here you can store the name of the respective extra service in the languages you have previously set. This name will be displayed to your guest in the booking engine. Please also always maintain the different languages (see point 2.1.1.4.) Make sure that no special characters (such as $§&/>< …) appear in these texts.

Description of the Extra Service

Here you can store the description of the respective extra service in the languages you have previously set. This description will be displayed to your guest in the booking engine as soon as he or she selects the appropriate language. Please also always maintain the different languages you have set (see point 2.1.1.4.)

Final product	HTML command	Example
Bold	<b> … </b>	<b>written in bold</b>
Italic	<i> … </i>	<i> written in italics</i>
Underlined	<u> … </u>	<u> underlined text </u>
Paragraph/Line break	<br>	Here is your sentence. <br> Here is your second sentence.
List of enumerations · Bullet point 1 · Bullet point 2 · Bullet point 3 · Bullet point 4	<ul> <li> … </li> <li> … </li> <li> … </li> </ul>	<ul> <li> Bullet point 1</li> <li> Bullet point 2</li> <li> Bullet point 3</li> <li> Bullet point 4</li> </ul>

Characteristics

The mapping code is automatically assigned by caesar data and is important information for interfaces of other systems that can be connected. Furthermore, we ask you to specify the maximum number of times the respective extra service may be booked per booking process (e.g. only 2 dogs may be brought along). Here you determine whether an extra service has to be booked obligatorily in addition or whether it is a compulsory service which is added to the room price.

Pricing

When setting the price, you decide whether the respective extra service should be charged per person/piece, per person/piece per day or only per piece (e.g. in the case of an all-inclusive price for a baby bed).

Applicable Room Categories

Please activate all room categories in which the selected extra service should apply.

Period of Validity

Enter the valid period in which the respective extra service can be booked. Simply click on the desired date to activate the day (green=active). A help for filling out the form is also available here. Select the desired period and click on the status to select it as bookable. Then click on “Save”. Please note that the validity date always refers to the arrival day of your guests.

Images

You can upload pictures of the different offers in the tab “Pictures”. The recommended image size is 600x400px (landscape) or 300x400px (portrait). We recommend that you provide the pictures with descriptive picture titles (please do not use extraleistung1.jpg, rather Fahrradverleih.jpg). Please note that the pictures are sorted in alphabetical order and that the picture size must not exceed 1MB. Please pay attention to the naming of the pictures. In any case, make sure that the format is definitely .jpg or .png so that it can be used.

Save your settings by clicking on “Save” at the bottom right.

-> Board Additions

Board Additions – Data

Guests can select and book desired types of catering, such as half board or full board, directly in the booking process. You can create them here.

Add a new food supplement by clicking on “+ Add new food supplement”. Existing meals allowances can be adjusted by clicking on “Edit” or removed by clicking on “Delete”.

General

Enter the name of the meals surcharge in the previously set languages. You can also decide how the pricing should look like.

Designation of the Board Addition

Here you can store the name of the respective meal surcharge in the previously set languages. This name will be displayed to your guest in the booking engine. Please also always maintain the different languages (see point 2.1.1.4.) Make sure that no special characters (such as $§&/>< …) appear in these texts.

Characteristics

The mapping code is automatically assigned by caesar data and is important information for interfaces of other systems that can be connected. In addition, we ask you to specify the type of catering for the supplement (breakfast/HP/VP etc.) and whether it is mandatory to book it.

Applicable Room Categories

Please activate all room categories in which the selected food supplement should apply.

Period of Validity

Enter the valid period in which the meals surcharge can be booked. Just click on the desired date to activate the day (green=active). A help for filling out the form is also available here again. Select the desired period and click on the status to select it as bookable. Then click on “Save”. Please note that the validity date always refers to the arrival day of your guests.

Board Additions – Prices

Select the desired year with one click and edit the prices by replacing the amount “999” in the calendar with the desired amount.

The fill out help is for you to quickly create and edit the prices. Enter the desired period and fill in the price for one person and the price per child price level. Repeat the process for the different periods and meal allowances. Before you change a month, do not forget to confirm your entry with the “Save” button in the bottom right corner. When changing the month, please always check carefully in which meal surcharge you are currently in.

-> Contingents

Contingents – Data

You can set up call-off contingents for events (conferences, congresses, etc.) that can only be booked with a specific booking code. Interesting for groups/conventions/congresses/fairs, which often book with you and therefore receive a discount.

Add a new contingent by clicking on “+ Add new contingent”. Existing contingents can be adjusted by clicking on “Edit” or removed by clicking on “Delete”.

Visibility

In the sub-item “Visibility” you set whether the offer is active or not.

Designation

Define a name for the contingent so that this information can be understood and displayed by the guest during the booking process.

Characteristics

Create the desired conditions when the quota should be calculated (booking code, minimum stay, expiration date).

Prices

Here you have the possibility to store individual prices per category.

Availabilities of the Contingents

Select the desired contingent with one click and edit the availabilities by replacing the number “0” in the calendar with the availability. This will block real availabilities for individual travelers.

The fill out help is used to quickly create and edit the availabilities of the contingents. Simply enter the desired period and fill out the availability for the respective category. Repeat the process for the different periods. Before you change a month, do not forget to confirm your entry with the “Save” button in the bottom right corner.

-> Minimum stay

Minimum stay

In this menu item you can enter minimum stays. Minimum stays are certain pre-defined nights that the guest must stay, so that a booking is possible.

Minimum stay – Settings

First option: Minimum stay on arrival day

The minimum stay only applies from the day of arrival. Example: on 24.12. a minimum stay of 5 nights is entered. A booking from 23.12.-26.12 is possible, but a booking from 24.12-27.12 is not (those arriving on 24.12 must stay at least 5 nights).

Second option: highest minimum stay in the requested periodWenn am 24.12 eine Mindestaufenthalt von 5 Nächten eingestellt ist und es wird vom 23.12 auf den 24.12 angefragt, dann muss das Reisedatum vom Gast auf den Mindestaufenthalt vom 24.12 angepasst werden.

Minimum stay

Geben Sie den gewünschten Mindestaufenthalt pro Kategorie in den Kalender ein. Der Ausfüllassistent hilft Ihnen, die gesperrten Abreisedaten schnell zu erstellen und zu bearbeiten. Geben Sie den gewünschten Zeitraum ein. Wiederholen Sie den Vorgang für die verschiedenen Perioden. Bevor Sie einen Monat ändern, vergessen Sie nicht, Ihre Eingabe mit der Schaltfläche “Speichern” unten rechts zu bestätigen. Wenn Sie einen Monat ändern, überprüfen Sie bitte immer sorgfältig, in welcher Kategorie Sie sich gerade befinden.

-> Blocked Arrival Days

Blocked Arrival Days

Restricted arrival days are days on which no guests are allowed to arrive.

Select the desired year with a click and activate the blocked arrival day by clicking on the desired date.

The fill out help serves you to quickly create and edit the blocked arrival days. Simply enter the desired period. Repeat the process for the different periods. Before you change a month, don’t forget to confirm your entry with the “Save” button in the lower right corner. When changing months, please always check carefully in which category you are currently in.

-> Blocked Departure Days

Blocked Departure Days

Blocked departure days are days on which no guests are allowed to leave.

Select the desired year with a click and activate the blocked departure day by clicking on the desired date.

The completion assistant helps you to quickly create and edit the blocked departure dates. Simply enter the desired period. Repeat the process for the different periods. Before you change a month, don’t forget to confirm your entry with the “Save” button in the lower right corner. When changing months, please always check carefully in which category you are currently in.

-> Cancellation Deadline

Cancellation Deadline

Here you can enter different cancellation periods. You can set how long a free cancellation is possible and from when on certain percentages of the stay are calculated.

Add a new cancellation period by clicking on “+ Add new cancellation period”. Existing cancellation periods can be removed by clicking on “Edit” or “Delete”.

General

Activate the desired cancellation period by clicking on “Cancellation period is active”. Enter the different deadlines.

Visibility

In the sub-item “Visibility” you set whether the offer is active or not.

Designation

Enter a name for the cancellation period so that this information is displayed to the guest during the booking process.

Deadlines

Create the desired conditions there when the cancellation period applies.

Validity in connection with other offers

Here you can set whether the cancellation period may also apply in conjunction with other offers or only applies to bookings at the current price.

Applicable Room Categories

Here you can specify the categories to which the cancellation period applies. This is especially necessary if you offer vacation apartments in addition to rooms!

Period of Validity

Enter the valid period in which the cancellation period can be booked. Simply click on the desired date to activate the day (green=active). A help for filling out the form is also available here again. Select the desired period and click on the status to select it as bookable. Then click on “Save”. Please note that the validity date always refers to the arrival day of your guests.

-> Booking guarantee

Booking guarantee

Here you can define the validity period of your booking guarantee for your existing room categories.

All credit card companies are accepted for a booking guarantee, but the card is only checked for validity (this information is important if you cannot charge certain credit cards, e.g. Amex, Diner’s Club, …).

-> Short-Term Booking

Short-Term Booking

Should the guest stay less nights, you can add a surcharge per category here.

Add a new surcharge by clicking on “+ Add new short-term booking”. Existing surcharges can be adjusted by clicking on “Edit” or removed by clicking on “Delete”.

Please note that the minimum stay that may be entered will override the settings from the short-term bookings.

General

Activate the desired surcharge by clicking on “Surcharge is active”. Select the desired room categories and set the different properties of the surcharge.

Then enter the desired surcharge in percent or Euro per category in the corresponding field and save your entries.

Visibility

In the submenu item “Visibility” you set whether the markup of the short-term booking is activated.

Designation

Insert a name for the short-term booking markup. This is for internal use only. Your guest will not see the markup in the booking screen.

Applicable Room Categories

Please activate all room categories in which the selected surcharge program should apply.

Characteristics

Create the desired conditions when the surcharge should be calculated (€/% calculation of the discount, etc.)

Surcharge

Here you have the possibility to deposit an individual surcharge per category. Whether the discount is calculated in € / % can be set in “6.11.1.4 Properties”.

Period of Validity

Set the valid period in which the surcharge for short-term bookings must be calculated. Simply click on the desired date to activate the day (green=active). A help for filling out the form is also available here. Select the desired period and click on the status to select it as bookable. Then click on “Save”. Please note that the validity date always refers to the arrival day of your guests.

Interfaces

Mappingcode

Transmitting systems

Receiving systems

Cancellation insurance

Other systems

-> Mappingcode

Mappingcode

Here you will find an overview of all necessary mapping codes you need to connect to a channel manager or hotel software.

-> Transmitting systems

Transmitting systems

Here all interfaces to the different channel managers and hotel software providers are listed. As soon as your license is active, your channel manager/hotel software will turn black and clickable.

Select your desired channel manager(s)/hotel software with one click. Then you can set the interface active or inactive and enter all required data. Then save your entries by clicking on “Save”.

-> Receiving Systems

Receiving systems

All interfaces to the different portals are listed here. As soon as your license is active, your portal becomes black and clickable.

Select your desired portal with one click. Then you can set the interface active or inactive and enter all required data. Then save your entries by clicking on “Save”.

-> Cancellation insurance

Cancellation insurance

Here you will see the interface to our cancellation insurance partner of Allianz.

Once your license is active, your system will turn black and clickable.

Click on the Allianz logo and you can now set the interface active or inactive. Then save your entries by clicking on “Save”.

-> Other systems

Other systems

This section lists interfaces to all other systems that can be connected to caesar data & software. Once your license is active, your system will turn black and clickable.

Select your desired system with one click. You can then set the interface active or inactive and enter all mapping codes. Then save your entries by clicking on “Save”.

Administration

Reservations

Statistics

Change Password

-> Reservations

Reservations

In this menu item you will find all reservations received so far. These can be filtered by booking number, arrival day, departure day, name and booking date.

For example, fill in the booking number field with the number you are looking for and click on “Search”. All reservations with the number you are looking for will then be listed.

To search for all reservations with a specific date, simply select the desired date and click on “Search”. Afterwards all reservations with the searched date will be listed.

Click on the corresponding reservation to view all information.

If you have included the PCI interface in your license scope, you can view your guest’s credit card data in this area. This is done by means of two-way authentication.

-> Statistics

Statistics

In this menu item you will find a variety of statistics. You can see statistics on room bookings, offer bookings, cancellations and a general overview.

You can change the displayed period by selecting another desired period above. You can also display a reference period. Select the reference period and click on “Search”.

The statistics will then show you both selected periods for comparison.

You will then see statistics on room bookings, offer bookings, cancellations and total statistics.

-> Change password

Change Password

If you want to change your password, you can create a new password in this menu item. The password must consist of at least 6 characters.

First enter your current password and then your desired new password. Repeat the new password in the third line and then click on “Change password”. You will then receive a confirmation e-mail.

-> Patch-History

Patch-History

By clicking on the patch history you will be directed to the website of caesar data & software. There you will find all changes and updates of version 4, so you will always be up to date.

-> Help

Help

By clicking on “Help” you will automatically be directed to this site on an external page.

-> TeamViewer

Teamviewer

Click on “Teamviewer” to open remote maintenance. Our support staff can easily connect to your computer with the help of remote maintenance and help you with any questions you may have.

-> Integration

Integration

By clicking on Integration you will find all relevant links and information for the installation of the booking mask on your homepage. Please send these links with all information to your website administrator.

Booking form

You can integrate the booking mask either as iFrame or popup on your homepage. Just click on the corresponding links for detailed instructions. You will then be directed to the caesar data & software website.

Quick-Check

The “Quick-Check” booking mask represents a simplified booking. We provide you with three different variants. Select the appropriate version and integrate the Quick Check via iFrame.

Cancellation Screen

Your guests can independently cancel the already booked rooms on the booking mask. You can reach the cancellation mask either directly on the start page of the booking mask by clicking on “Cancellation” (see field framed in red) or you can link directly to the cancellation mask on your homepage. The corresponding link is displayed here.

Illustration 20: Cancellation on the start page of the booking mask

List of Offers

You have the possibility to display your offers as a list on your homepage. To do so, simply use the link shown. A new window will then open with the list of your offers.

Booking Mask for a Specific Offer

You are welcome to link only a specific offer on your website. For example, you can describe the offer in detail with pictures on your website and then link only to this specific offer. Use the ID of the desired offer for this purpose. You will find this ID in the menu “Offer data”. For example, if your offer has the ID “00000000-0000-0000-000000-0000000000”, the corresponding link to the offer will look like this afterwards:

https://ibe.hotels-online-buchen.de/VerfuegbareArrangement/Index/de-DE/IhreHotelID?sArrangementId=00000000-0000-0000-0000-000000000000

-> Logout

Logout

Click on “Logout” to log out of the admin area. You can log in again at any time afterwards.