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Defining Property Policies

Defining property policies helps sales representatives to provide details, such as check-in and check-out information, cancellation information, oversold information, and so on to the customer. When policies are defined, the sales representative is able to handle situations as they arise with the information provided.

There are two policy lists that can be used to define policies as follows:

• Oversold Policies. Oversold policies define what a sales representative should do when a room or function space at the property has been oversold. It is important to define these policies so that the sales representative immediately knows what to do to avoid any inconvenience for the customers.
• General Policies. General policies allow you to enter policies other than oversold information. This includes cross-selling policies, cancellation information, and so on.

NOTE:  The policies detailed in the Policies view are for information purposes only and do not drive any other functionality in Siebel Hospitality.

This task is a step in Process of Setting Up Properties.

To define property policies

1. Navigate to the Property Administration screen > Properties list view.
2. In the Properties list, query for the required property record.
3. Drill down on the Property Name hyperlink.
4. Click the Policies view tab.
5. In the Policies form applet, complete the fields displayed.

   The following table describes some of the fields.

   Field	Comments
   Check In	The time that guests may check in at the front desk.
   Check Out	The time that guests must vacate their rooms on the day of departure so that housekeeping may clean the room for future arrivals.
   Incoming Fax Charges	The charges levied on incoming faxes to the hotel.
   Local Phone Charges	The charges levied for local phone calls from the hotel.
   Outgoing Fax Charges	The charges levied on outgoing faxes from the hotel.
   Parking Fee	The fee levied for parking at the hotel.
   Sales Parameter	Records the sales strategy for different types of bookings. These parameters act as guidelines for the types and sizes of rooms, and how these rooms are sold.
   Valet Parking Fee	The fee levied for valet parking at the hotel.

6. In the Oversold Check list, create a new record, and add a new oversold policy and its description for the property.

   There are five oversold policies as described in the following table.

   Policy	Comment
   Arrange Accommodation	This policy indicates that the property arranges accommodation for the guest whose room is oversold.
   Pay For One Night Room/Tax	This policy indicates that the property pays for a room and its tax for one night at an alternate location for the guest whose room is oversold.
   Provide Transportation	This policy indicates that the property provides transportation to an alternate property to the guest whose room is oversold.
   Provide One Phone Call	This policy indicates that the property provides one phone call to the guest whose room is oversold.
   Direct Billing Can Be Arranged	This policy indicates that the property can provide direct billing facilities to the guest whose room is oversold.

7. In the Policies list, create a new record, and add a new policy and its description.

   There are seven general policies as shown in the following table.

   Policy	Comment
   Business Mix	This policy details the historical mix of businesses for this property, for example, whether the property is generally driven by local business or group businesses.
   Opportunity Policies	This policy provides general details for managing opportunities at this property, for example, complimentary rooms provided, director's approval, and so on.
   Sleeping Room Policies	This policy details general rules on upgrade at the property.
   Special Property Policies	This policy provides information on rules that are out-of-the-ordinary, for example, smoking in meeting rooms, no pets allowed, and so on.
   Cancellation Policy	This policy details how room cancellations are handled.
   Cross Selling Policy	This policy provides information on how to cross sell other properties to customers if a function space is not available at this property.
   Future Year Booking Policy	This policy details the percentage increase in quotes for the year to come.