Chain level guarantee policies
Chain level policy management allows hotel chains to create and distribute standardized cancellation and guarantee policies across multiple properties. This centralized approach ensures consistency while providing control over property-level customization permissions.
Policy creation reference: The general process for creating chain level policies is the same as property level with additional functionality to assign to property or rate codes prior to pushing to the property.
Strategic consideration: Carefully evaluate which elements properties should be able to customize versus those requiring chain-wide standardization.
Create chain level guarantee policies
Follow the steps below to create chain level guarantee policies.
Go to Chain Manager.
Go to Chain Level Default.
Go to Guarantee Policies.
Click the Create New tab.
Enter the policy name, 32 characters or fewer.
Check Hotel Default if this will be your default guarantee policy. Every hotel must have one.
Select from the four policy option as appropriate for the guarantee. Each option has different requirements to complete:
No guarantee required:
Choose the time from the dropdown to indicate the reservation is held until on the day of arrival, local hotel time.
After this time, if the guest has not arrived to pay, the room is released.
Guarantee required:
Select one of the three options when the guarantee is required by:
Guarantee required at the time of booking.
Guarantee required a set number of days or hours prior to arrival. Enter the number of days or hours.
Guarantee required a set number of days or hours after the booking is made. Enter the number of days or hours.
Define accepted payment methods check all applicable:
Credit card.
Travel agent IATA which is in reference to GDS.
Company address.
Customer address.
Frequent traveler number.
Corporate ID.
Travel agent address.
Deposit required:
Select one of the three options when the deposit is required to be given:
Deposit required at the time of booking.
Deposit required to be received a set number of days or hours prior to arrival.
Enter the number of days or hours.
Deposit required to be received a set number of days or hours after the booking is made.
Enter the number of days or hours.
Enter the deposit amount:
Enter the number of nights the guest will be charged.
Enter the percentage of the booking total the guest will be charged.
Enter the flat amount the guest will be charged.
Check if the deposit is refundable in the event of cancellation.
Define accepted payment methods check all applicable:
Credit card.
Travel agent IATA which is in reference to GDS.
Company address.
Customer address.
Frequent traveler number.
CorporateID.
Travel agent address.
Prepayment required by credit card at the time of booking.
Check if the deposit is refundable in the event of cancellation.
Enter the policy description by clicking Auto Load to pre-populate baseline policy descriptions and add in guest facing description to display in the booking path and in confirmation emails.
Enter GDS-specific descriptions in the designated field within 64 characters.
Set the priority (if enabled) to apply if more than one policy applies to a reservation.
Priority for policies is required for blended rates and stay date policies.
Check the boxes for Allow Hotel to Modify Those Attributes if the hotel level is allowed to make changes. Leave unchecked for these to be visible but greyed out to the property users.
Policy configuration.
Policy description.
Policy access control.
Policy assignment.
Click Create New.
Add language translations for chain level guarantee policies
Follow the steps below to add translations for guarantee policies:
Go to Chain Manager.
Go to Chain Level Default.
Go to Guarantee Policies.
Click on the Policy Name from the list that you want.
Go to the Multi-language tab.
Select the language from the dropdown menu.
Enter the translated guarantee policy name.
Enter the translated guarantee policy description.
Click Save.
Policy distribution workflow
Outlined below are the various options to distribute policy. You may push the policy to the property as:
Standalone to be assigned as needed at property level.
Pre-assigned to a channel.
Pre-assigned to the property level.
Pre-assigned to specific rate code or codes. When pushing policies assigned to rate codes, those rate codes must already exist at the target properties.
Policies may still be assigned or reassigned at property level as needed.
Assign to channel this is optional
If you want the guarantee policy pre-associated to a channel when pushed to the property follow the steps below:
Go to Chain Manager.
Go to Chain Level Default.
Go to Guarantee Policies.
Select channel control tab.
Choose the policy from the dropdown.
Check the boxes for the channel to enable for this policy.
Choices will be based on your contracted channels.
Click Save.
Assign to property this is optional
If you want the guarantee policy pre-associated at the property level to override the hotel default when pushed to the property follow the steps below:
Go to Chain Manager.
Go to Chain Level Default.
Go to Guarantee Policies.
Select Assign to Property tab.
Click Activate New Policy.
Choose the policy from the dropdown.
Enter the begin date.
Enter end date this is optional.
Check the boxes for the day of week this policy should be enforced.
Policies are enforced based on arrival or stay date depending on your chosen property level setting.
Click Create New.
Assign to rate code this is optional
If you want the policy pre-associated with specific chain level rate codes when pushed to the property follow the steps below:
Go to Chain Manager.
Go to Chain Level Default.
Go to Guarantee Policies.
Select Assign to Rate Code tab.
Click Activate New Policy.
Choose the policy from the dropdown.
Choose the rate category from the dropdown to filter rate code results.
Click in the rate code field to choose specific codes or click Select All checkbox.
Enter begin date.
Enter end date this is optional.
Click Create New.
Push to policy to the property
Whether pushing a standalone policy or one assigned to other elements follow the steps below.
Go to Chain Manager.
Go to Chain Level Default.
Go to Guarantee Policies.
Select push to property.
Choose the chain or hotel group to filter Property results.
Click in the property field to choose or remove properties.
Click Next.
Choose the elements to send to the property or properties:
Policy detail.
Multi language description.
Multi channel description.
Channel control.
Policy assignment.
Click Update.
When the policy has been pushed to the property the results are outlined below:
Standalone policy: Becomes available at property level for individual rate code assignment.
Pre-associated policy: Policy is already assigned to the specified channel, property or rate codes at property level.
Replace existing hotel level guarantee policy with chain
Follow the steps below to convert a previously created property-level guarantee policy to chain-level management for overall efficiency.
Go to Chain Manager.
Go to Chain Level Default.
Go to Guarantee Policies.
Go to the Replace Existing Hotel Level Access Code tab.
Choose the policy from the dropdown in the upper right.
Click in the Hotel box and select hotels from the menu or click Select All.
Click Next.
Check the boxes for each element of the policy to assign to the hotel:
Policy detail.
Multi language description.
Multi channel description.
Channel control.
Policy assignment.
Click Update.