A flexible online booking system and availability calendar for your holiday rental property or agency or your B&B

Booking Rates and Calculations

Click to open tabGetting Started with Rates and Seasons

You set up your rental prices from the ‘Change Rental Rates & Seasons’ option of the Admin Menu > Properties Options.

What is a Rate Season?
A Season Rate is a rate that will apply to one or more times of the year. You can have up to five different season rates per property and this can be increased up to 10 for a small additional fee. For each Season you can set a daily rate, a weekly rate, a weekend (or short break) rate or any combination of the three.
(Please see below for further details of how the system applies daily, weekend and weekly rates).

Preparation
To prepare for adding your rates you will need the following information for each rate season:-

  • Your normal weekly rates
  • Your daily rates if this not simply 1/7th of the weekly rate
  • Your rate for weekend stays if you allow them and if they differ from daily rate

In the ‘Change Rental Rates & Seasons’ option in the Properties Options part of your Admin Menu you set each rate season up with a combination of these three. You can have up to 7 rate seasons per property on your plan though the system maximum is 10 per property

Once you’ve created all your rate seasons for a property you can start to apply the particular rate season to the times of year they are charged. You do this in the same ‘Change Rental Rates & Seasons’ option in the Properties Options part of your Admin Menu.

  1. So Rate Season 1 may apply 1st Jan to 25th Mar
  2. Rate Season 2 from 26th Mar to 20th June
  3. Rate season 3 from 21st June to 20th Aug
  4. And so on until you’ve done the full year

Most customers use the same high/medium/low/etc season dates for all their properties so, once you’ve done a full year for one property it’s simply a case of using the ‘Copy/Paste Rate Seasons’ (see Admin/Properties menu) to get them from one year to another or even one property to another. Although it looks a big job, using Cut/paste whole years and even all your properties can be quickly completed.

If you wish, you can then go and fine-tune by deciding which days constitute a weekend (some say Fri/Sat some prefer Fri/Sat/Sun but you can have any days you wish) and minimum rental charges and deposit amounts. You do all this on ‘Change Property Options’ from the Admin/Properties menu.

Recommendation: Once at the Rental Rates page, choose your Rate Season from the drop down box before completing any other options.

Click to open tabChanging Rental Rates

To update your rental rates for future bookings, choose the ‘Amend Rental Rates/Seasons’ from the Admin Menu > Properties Options. You can change the ‘Season Rate’ and/or change the dates that a ‘Season’ applies to.

A Season Rate is a rate that will apply to one or more times of the year. You can have up to five different season rates per property and this can be increased up to 10 for a small additional fee. For each Season you can set a daily rate, a weekly rate, a weekend (or short break) rate or any combination of the three.
(Please see below for further details of how the system applies daily, weekend and weekly rates).

You then apply a Season Rate to a date or range of dates. The same Season Rate can be used multiple times/dates throughout the year. You do not need to use all five season rates. Simply leave unused ones with a 0.00 rental rate. If you wish to remove a rental rate that you no longer need, update the weekly rate to minus 1 (ie -1).

Recommendation: Once at the Rental Rates page, choose your Rate Season from the drop down box before completing any other options.

Click to open tabDaily or Weekly Rental Rates

These are adminstered from Change Options on Admin Menu > Properties Options.

For each Season, you can set either a daily rate only, a weekly rate only or you can set both the daily and weekly rate.

In all cases you can also set an optional 'Weekend' rate which will apply a different rate for certain days of the week when the stay is less than the number of days you specify. You can select which days of the week these are so, although called a 'Weekend' rate, it could be used for any short-break rate on any days of the week if you wish. See the table below for more details.

You have the option to display your rates on your calendar/availability page as daily or weekly figures.

If you have set Rental & Deposit calcualations to 'on' (see Change Options on Admin > Systems Options) the system will calculate rental and deposit figures as follows:

Daily and Weekly Rentals Rate calculation
Rates input Booking Up to the Weekend/Short Break days
limit you have set
6 days or less 7 days Over 7 days
Daily only Daily rate per day Daily rate per day Daily rate x 7 Daily rate per day
Weekly only Weekly rate divided by 7, per day Weekly rate divided by 7, per day Weekly rate Weekly rate divided by 7, per day
Both daily and weekly Daily rate per day
(but total not exceeding weekly rate)
Daily rate per day
(but total not exceeding weekly rate)
Weekly rate Weekly rate divided by 7, per day
Daily with Weekend Weekend rate for each day you have set as applying + daily rate for any others Daily rate per day
Daily rate x 7 Daily rate per day
Weekly with Weekend Weekend rate for each day you have set as applying + weekly rate divided by 7 for each other day Weekly rate divided by 7, per day Weekly rate Weekly rate divided by 7, per day
Daily, Weekend and Weekly Weekend rate for each day you have set as applying + daily rate for any others Daily rate per day
(but total not exceeding weekly rate)
Weekly rate Weekly rate divided by 7, per day

Where a booking spans two different Rate Seasons, the calculation will apply the correct rate season individually to each day of the booking.

Click to open tabRounding of rates, deposits and balances

When the system calculates rates, deposits or balances you can apply a rounding to the resulting figure so that it meets the level of accuracy you require. This is set from the Change Options within Admin Menu > System Options. The default is Normal Rounding 0.01.

You have the choice of rounding to the nearest whole number (1.00), the nearest 0.10 or the nearest 0.01. You can also choose to always round up to the next 1.00, 0.10 or 0.01 or always round down to the last 1.00, 0.10 or .01
(Please see the table below for some worked examples)

Effects of Rounding on calculated amounts
Normal Rounding

 

Rounding to 123.445 123.455 123.464 99.99 100.99 121.25 121.75 121.76
1.00 123.00 123.00 123.00 100.00 101.00 121.00 122.00 122.00
0.10 123.40 123.50 123.50 100.00 101.00 121.30 121.80 121.80
0.01 123.45 123.46 123.46 99.99 100.99 121.25 121.75 121.76
 
Always Round Up

 

Rounding to 123.445 123.455 123.464 99.99 100.99 121.25 121.75 121.76
1.00 124.00 124.00 124.00 100.00 101.00 122.00 122.00 122.00
0.10 123.50 123.50 123.50 100.00 101.00 121.30 121.80 121.80
0.01 123.45 123.46 123.47 99.99 100.99 121.25 121.75 121.76
 
Always Round Down

 

Rounding to 123.445 123.455 123.464 99.99 100.99 121.25 121.75 121.76
1.00 123.00 123.00 123.00 99.00 100.00 121.00 121.00 121.00
0.10 123.40 123.40 123.40 99.90 100.90 121.20 121.70 121.70
0.01 123.44 123.45 123.46 99.99 100.99 121.25 121.75 121.76
Click to open tabChanging the display currency

You can show amounts in GBP (£), euro (€) or dollar ($). It is one of your System Options, click on 'Change Options' on the Systems Options.

Click to open tabDeposits

The Bookingcheck system charges a deposit according to the setting in your Property Options (Admin Menu > Properties Options > Change Options). It is set individually per property and can expressed be a flat figure, or as a percentage of the total amount due. When set to a % of the total, you can also set a minimum deposit figure and it will collect the % of the total or the minimum deposit figure, whichever is the greater.

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