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How to Configure WuBook, in a Few Simple Steps


The extranet configuration (control panel) of WuBook can be used to:

1. Direct selling on the website of the rooms owned by the hotel, hostel, or accommodation facilities in general. This is possible through a widget or button to be installed in the webpages that opens a reservation process called Online Reception. Through the Online Reception the user visiting the Web Site can check at any time availability, assess special offers and complete the direct booking of a room.

2. Inventory distribution on the various booking portals through the channel manager. The inventory introduced in WuBook can be distributed into the many OTAs of the market, centralizing the management process by the use of WuBook extranet. The channel manager will continuously update the values ​​of availability, prices and restrictions, not only on the hotel booking engine, but also in the connected OTAs and is able to automatically download and integrate bookings from all Online sales channels. Therefore, room availability is always updated and refreshed on all booking portals and also on the website owned by the Hotel.

3. Inventory distribution in metasearch engines. WuBook provides the technology fount that allows to publish prices and availability of the Booking Engine also on the websites that are responsible for comparing hotels and offer comments of guests such as TripAdvisor.

Create a new room

On internet sales, room means a room type, that is, a category or a group of rooms, which share the same price and the same restrictions. In the case that two rooms have, even if it is only at certain times of the year, different prices or restrictions between them, they should be considered as two different categories. Room availability is the value that indicates the number of rooms of the same type that are for sale.

Here follow the parameters needed to insert a new room.

  • Name: The name must be unique and must describe the type of room. The name can be inserted into all languages ​​supported by the system.
  • Type: Indicates the type of accommodation offered (apartment, room, beds ecc.). This is displayed on the Online Reception.
  • WooDoo Only: once selected, the room will not be offered for sale in the booking engine. It will only be available to be connected to the portals on the channel manager. It is not highly suggested and should be only used in certain specific situations.
  • Beds: it is the value of occupancy (number of occupants) of the room and represents the number of persons accommodated by default in that room.
  • Prices: it represents the default price that is automatically inserted in the WuBook calendar. Price is a value that can be changed daily through the tools Tabla and Sytar. We suggest to intorduce in this field the price of the highest rate.
  • Board: the default board with which you are used to sell the room. It can be added: Breakfast, Half Board, Full Board, etc.
  • Room Availability: It is the number of rooms available for sale. Tabla and Sytar are used to daily modify this value of availability. We suggest inserting the maximum availability of each type.
  • Room Code: a code of up to 4 digits (alphanumeric) used to recognize the type of room fast and unequivocally. Examples of codes include: Dbl, Twin, Trip, Fami, etc. This code is not public and only those who have access to the control panel can see it.

You can access this section directly by clicking on the following link: Facility-Rooms

Prices, Restrictions & Availability

To manage prices, availability and restrictions there are 2 fundamental tools: Tabla and Sytar

Both tools can modify the values ​​of:

  • Price: it is the value indicating the selling price of the room for both, the booking engine and the Channel Manager (depending on where it is associated)
  • Availability: it is the value indicating the number of rooms for sale. When entering a direct booking from the website or any connected OTA, this value is automatically decreased. Likewise, when a cancellation is received, availability goes up.
  • Close to Sell: it allows to suspend online sales on all sales channels (Online Reception and channel manager) simultaneously without changing the value of availability.
  • Minimum Stay: minimum number of days for a stay. It will not be possible to make a reservation for a lower number of days indicated in the value of min-stay.
  • Minimum Stay on Arrival: number of days of minimum stay, starting from the check-in date. Only stays beginning the same day the restriction has been set as min-stay-arrival, will have to respect this limit.
  • Maximum stay: value that indicates the maximum length of stay, above which it will be neither allowed to stay, nor book the room in question
  • Close to arrival: it blocks the entry of new reservations that have as day of check-in the day marked as Close to arrival selected.
  • Close to departure: it blocks the entry of new reservations that have as day of check-out the day marked as Close to departure selected
  • No OTA: it allows to close selling only and exclusively in the portals (OTAs), maintaining sale in the WuBook booking engine open. It only makes sense to configure it if the channel manager is being used.

You can access this section directly by clicking on the following link: Facility-Plans

Credit Card Handling Password and Reservation Model

Credit Card handling: in it you decide to insert and confirm a password to be able to access the details of credit cards provided by customers as guarantee of reservations. In the details page of the booking it will be possible to check the credit card used by the customer at the time of the confirmation, only if the password is known. If the password is lost or forgotten, it is possible to configure a new one, although all the credit card details saved to the date will no longer be available and will be deleted. If the password for credit card handling is not set when the channel manager is active, it will be impossible to read credit card details for reservation coming through OTAs.

You can access this section directly by clicking on the following link: Administration-Credit Card handling

Reservation Model

With reservation model we mean the way in which the user can guarantee reservations and bookings inserting it into the booking engine of WuBook. The system, in fact, can offer different models of reservation:

  • Deferred Model: no credit card as guarantee the reservation required. The reservation is not guaranteed and will be confirmed later on. It is awaiting confirmation. Inside booking details, the hotel may accept or reject the reservation. The user who made the booking knows that it is not confirmed and the hotel is free to accept or reject. The hotel may request a cash deposit before accepting the booking.
  • Real-Time Model: credit card is required as reservation guarantee. THe credit card details are entered directly at the moment of the reservation and this is automatically confirmed. The user and the hotel are both notified of the booking via email.
  • Free Model: this model includes both of the two previous models: Real Time and deferred. In the booking confirmation phase the guest is free to choose between a direct confirmation (and leave Credit Card details) or to wait the hotel answer (deferred).
  • Payment Model: WuBook configuration requires a payment gateway like paypal. Payment is required during the booking confirmation.

At the beginning the only model available is the deferred. You need to set Credit Card handling in order to change the reservation model into Real Time and Free.

You can access this section directly by clicking on the following link: Facility-Facilities-Reservation Model

Cancellation Policy

The cancellation policy is a line of text that is published in the Booking Engine during the reservation process and in the confirmation voucher sent by email to the guest. This text sets out the consequences of any No Show and possible cancellations made without proper notice. The hotel can thus state in the cancellation policy the penalty that should be applied in these cases.

The master policy is the generic cancellation rule used by default for direct bookings through WuBook. Cancellation policy is not sent to various OTA with channel manager but affects only direct selling.

WuBook offers some rules which are pre-written phrases and also allows you to insert and use a fully customized text called clause. The configuration involves selecting and configuring the following parameters:

  • Penalty Type: it is the penalty type of a pre-written rule. (E.g.: first night, total amount, etc.)
  • Show Option: it allows you to decide whether to display only Wubook's rule with its pre-written sentence, only the clauses written by the hotel or show them both: the pre-written rule and the customized phrase.
  • Penalty Value: it is necessary to specify a value in this field only in case the Penalty type parameter requires a fixed amount or percentage value. In all other cases, the value entered here has no meaning.
  • Minimum Advance (days): it is the value that indicates the days of notice necessary to avoid penalty. Again, depending on the value selected in Penalty type, this field may lose meaning.

You can access this section directly by clicking on the following link: Facility-Policies

Online Booking Engine Process

The Online Reception WuBook is the WuBook booking system. It is the sequence of web pages that a guest has to go through to create and insert a new direct booking in the WuBook system. This will be accessible from the hotel website, but there is a simulator within the control panel (extranet) of WuBook (by clicking on the “gray balloon” section placed on the right, just under Fast Links).

The creation of rooms, virtual rooms, prices and restrictions, cancellation policy, etc., has effects on the Online Reception (booking engine). After setting all the data for these parameters it is possible to check that everything is correct through the simulator, directly from WuBook's control panel itself.

The online reception allows to create and insert a new reservation (proof) by following these steps:

  • Step 1: Select a period. An arrival date and a number of days / nights stay is required.
  • Step 2: a typology is selected and a number of rooms from the list of available rooms in that date range showing the booking engine The user selects with total autonomy between the present Extras, special offers and possible vacation packages.
  • Step 3: Booking confirmation. The user is required to insert their own personal data and possibly credit card information to confirm the booking.

Widget Installation on the website

With widget Reservation we mean the small form (button) installed in the Hotel Web Site. Usually this form requires guests who wants to check availability and prices, to introduce date of arrival and number of nights of stay. Usually, the webmaster who developed the web, is in charge of installing the widget. You may send the webmaster all the useful information to install the widget just by sending a simple link, without any sensible data or personal information.

In Facility/WebSite section it is possible to access technical documentation that redirects you to another section: WuBook Booking Engine in your website On this page you will find a link (with all the relevant information) to send an email to the webmaster so that he is able to install the booking form. You will not need to provide the WuBook credentials (username and password) for the installation.

There are many options for customization. You can use the standard widget, a simple link or a simple button. You can create a completely customized HTML form. The webmaster receives all the information available in that link.

You can access this section directly by clicking on the following link: Facility-Site

Adding an OTA to the Channel Manager

The activation of the channel manager requires different stages. First of all, you need to have an active profile on the OTA you want to connect. You can get for free the first 2 months of service of WooDoo channel manager for each available channel. Once the channel is added, it is inserted in your channels list “My Channels”. Clicking on the channel you can enter the channel configuration page. Usually, this page explains how to start connectivity and all the steps to follow. Each OTA requires a different procedure for the activation request in the XML interface and, in the end, for channel activation. Some of them requires filling out a document, others a request email. WuBook aids in the connectivity by providing visible indications on the control panel in the settings of each WooDoo channel.

For a complete listing: procedures connectivity channels

You can access this section directly by clicking on the following link: Administration-WooDoo

Get Support

WuBook assists its customers in several ways:

  • Support Ticket/Message The claims are queued until someone from the staff of WuBook have answered. The support team answers are recorded, and the users can access the response anytime, evaluating the solving time too. If a ticket is closed by WuBook support team, the hotel could, in case you have not cleared the doubt, reopen the ticket.
  • Online Chat: You may enter an online chat in real time and receive immediate answers. Upon entering the chat, it will be possible to contact all WuBook staff directly and immediately. Writing in the chat the name of a staff member, you may attract his attention.
  • Forum: If you aim to change something on WuBook system, or propose new tools and developments, then the right place to propose these changes is the forum. This tool allows ideas to be spoken, discussed and debated for a complete assessment of them. The interest triggered by each suggestion will also determine the priority to our developers.

You can access this section directly by clicking on the following link: Support

get-started.txt · Last modified: 2014/10/27 18:24 by white

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