Sub units

If you need to add a new unit type (parent unit) before adding a new sub-unit then follow this guide on Units.

A sub-unit is a way of creating multiple copies of the same kind of rentable thing (a unit). Subunits are typically used in camping or touring parks for individual pitches – but can be used for fixed lodges, caravans and other properties wherever the rules for each sub-unit remain broadly the same as the parent unit.

Please note: a sub-unit will always look at the settings and rates on the PARENT UNIT, unless you override them on the sub-unit level. So, if you want all your subunits to inherit the settings you’ve put on the parent unit, just keep all the subunit settings set at zero.

In particular, the available date range of all subunits under a unit need to be the same. 

However, maximum / minimum occupancy and pricing can differ from subunit to subunit.

If you put pricing in at the sub unit level to override that of the parent unit, the parent unit still needs to hold some price value, so that availability on that unit remains active.

Your customer’s booking process

There are 5 stages to the customer booking process

  1. Booking:* Choosing the category, unit, date, number of nights and number of people.
  2. Add-Ons: * Your ‘upselling’ opportunity – sell your customers welcome packs, extra linen, beach towels, logs, fire pits, you name it!   Also useful for finding out more information. This is all controlled in the ‘Add-On’ section.
  3. Your Party: * This contains the information collected about the people coming.  Referral option and Terms and Conditions are mandatory fields in this section.
  4. Checkout & Payment:  Telephone bookings have a variety of payment options, online customers will choose to pay or reserve depending on your configuration.
  5. Complete:  A ‘thank you’ and complete message for you and the customer, allocating their booking reference number.

*These stages can be renamed to your liking by navigating to Setup > Configuration > Booking Process Headings/Messages for more information please see our Booking Process Headings article. 

Allowing multiple online bookings with one checkout payment

The system can be configured to allow your online customer to make one deposit payment at the checkout for several bookings, for example, additional bookings for themselves later in the year or for a different person.

Separate bookings (with different reference numbers) are created and flagged with a link symbol in the bookings list.

If you would like this enabled on your account, just let us know by emailing support@anytimebooking.co.uk

Read more on multiple bookings in the back office here. 

Categories

‘Category’ is the top level booking configuration.

Here you need to define the type of accommodation you are selling – for example, self-catering cottages, apartments, camping & touring, glamping and/or bunkhouse.

Applying a booking alias

If you want to add a Booking Alias to a booking, for example ‘Helston Scouts’ or ‘Gumball Rally’ (instead of a leader’s name), you can do so once the booking has been made.

Find the booking you want to amend under ‘Bookings’.

Click on the ‘Make Changes’ button at the top right of the screen.

Underneath the ‘Booking Ref’, you will see ‘Alias’. Click on N/A and the field will become a white free field for you to edit as you like.

Click on ‘Save Changes’ at the the top right of the screen and your new alias will be applied to the booking.

 

Booking reference numbers

The standard booking reference number sequence used by anytime booking is 001, 002, 003 etc.

However, you are able to tell the system to use a different format for your booking references if you want to.

NB. You must set the reference format before you make any bookings (even test bookings) as the system will not be able to change the reference format once you have bookings recorded in the database.

Booking agents

booking agent can be someone that advertises your business for you and makes bookings on your behalf. A typical booking agent will charge a percentage of the total booking cost as a fee.

When you enter a new booking, you can record it against a booking agent and add in the booking reference number given to you by your agent. This helps you to search for the booking in the bookings list.

Party details

You can define what information you want to obtain from your guests when they make their booking. This is the information collected at stage two of the booking process.  Go to Setup > Configuration > Party Details.

 

 

Select your Category and Unit.

By default, the system will not collect all of the details of all the party members. ‘Main Party Member Only’ will be pre-ticked as will the title, first name, last name and phone number tick boxes. Adjust the settings as you wish.

If you un-tick ‘Main Party Member Only’ at the top of the page, this will mean the party details will be asked for each party member you’ve set up under ‘Party Members’.

Car registrations: this is the field you should use to log your guests’ car registration numbers. You do not need to create a free-field add-on to collect this data! If you have an integrated barrier system with IDS, this is the data that the ANPR camera (automatic number plate recognition) reads to allow your guests access to your site.

You also have the option here to collect medical requirements, emergency contact numbers, nationality and so on. If you enable any of these fields your customer will be presented with a free-field in which to give their answer in the booking process. You can make these mandatory fields if you like.

Party members

Set up your Party Members (optional) if you want to collect more information about who is in the party when they make a booking. By introducing party members to the booking process you can see how many adults, children and infants are coming to stay. You are also able to charge per person using this feature.

Unit settings

A unit is a rentable unit – e.g. a type of pitch e.g ‘grass’ or ‘hardstanding’, alternatively a cottage, an apartment, a static caravan, a glamping pod, a beach hut, a yurt etc.

‘Sub units’ are used more in camping parks and are typically the individual pitches which are placed under the type of pitch.

Once you have created your categories, you can set up your units and any ‘sub-units’ below them and dictate the rules that apply to them both ‘online’ – i.e. what the customer can see –  and in the ‘admin area’ – i.e. in the back office, which only you can see.