Defining Property Policies

Defining property policies helps sales representatives to provide details to customers, such as check-in and check-out information, cancellation information, oversold information, and so on.

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

• Oversold policies. Define what a sales representative must do when a room or function space has been oversold.

• General policies. Define policies other than oversold information. This includes cross-selling policies, cancellation information, and so on.

Note: Property policy records are for information only and do not control any other functionality in Siebel Hospitality.

This task is a step in Roadmap for Setting Up Hospitality Properties.

To define property policies

1. Navigate to the Property Administration screen, then the Properties 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, complete the fields.

   Some of the fields are described in the following table.

   Field	Comments
   Check In	The time that guests can check in at the front desk.
   Check Out	The time that guests must vacate their rooms on the day of departure so that housekeeping can 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 a description for the property.

   Oversold policies are described in the following table.

   Policy	Comment
   Arrange Accommodation	The property arranges accommodation for the guest whose room is oversold.
   Pay For One Night Room/Tax	The property pays for a room and pays the room tax for one night at an alternate location for the guest whose room is oversold.
   Provide Transportation	The property provides transportation to an alternate property for the guest whose room is oversold.
   Provide One Phone Call	The property provides one phone call to the guest whose room is oversold.
   Direct Billing Can Be Arranged	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 general policy and a description for the policy.

   The general policies are shown in the following table.

   Policy	Comment
   Business Mix	Details the historical mix of businesses for this property, for example, whether the property is generally used by local businesses or group businesses.
   Opportunity Policies	Provides general details for managing opportunities at this property, for example, complimentary rooms provided, director’s approval, and so on.
   Sleeping Room Policies	Details general rules for upgrades at the property.
   Special Property Policies	Provides information on rules that are out-of-the-ordinary, for example, smoking in meeting rooms, no pets allowed, and so on.
   Cancellation Policy	Details how room cancellations are handled.
   Cross Selling 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	Details the percentage increase in quotes for the year to come.