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Contents
1. INTRODUCTION ................................................................................................... 3
2. DISTRIBUTION LANDSCAPE ........................................................................ 3
2.1 GDS (GLOBAL DISTRIBUTION SYSTEM) ..................................................... 3
2.1.1 DESCRIPTION ................................................................................................... 3
2.1.2 RULES ................................................................................................................... 4
2.2. SWISS-FLEX (Online Booking Engine) ....................................................... 4
2.2.1 DESCRIPTION .................................................................................................... 4
2.2.2 RULES .................................................................................................................. 5
2.3. DIRECT CONNECTION (CONNECT TO ONLINE TRAVEL AGENTS
AND ONLINE TOUR OPERATORS) .......................................................................... 5
2.3.1 DESCRIPTION .................................................................................................... 5
2.3.2 RULES ................................................................................................................... 5
3. POLICIES ................................................................................................................. 6
3.1 GENERAL .................................................................................................................. 6
3.2 HOTEL TAX POLICY .............................................................................................. 7
3.3 PAYMENT METHODS ............................................................................................ 7
3.4 CANCELLATION & DEPOSIT POLICY ............................................................. 8
3.5 COMMISSION POLICY ....................................................................................... 11
4. ROOM CATEGORIES & ROOM TYPES ..................................................... 11
4.1 RULES ..................................................................................................................... 13
5. RATE CATEGORIES/ CONFIGURATION ................................................ 13
5.1 RULES ..................................................................................................................... 15
6. CREATING SEASONS & PRICING ............................................................. 15
6.1 RULES ..................................................................................................................... 16
7. RATES/ ROOM ORDER ................................................................................... 17
7.1 RULES ..................................................................................................................... 17
8. PACKAGES ............................................................................................................. 18
8.1 RULES ..................................................................................................................... 18
9. STAY RESTRICTIONS ...................................................................................... 19
9.1 RULES ..................................................................................................................... 20
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10. MANAGE ROOM INVENTORY ................................................................... 21
10.1 RULES ................................................................................................................... 21
11. AVAILABILITY VIEW ................................................................................... 21
12. VIEW RESERVATIONS ................................................................................. 21
12.1 RULES ................................................................................................................... 22
13. SWISS-PMS INTERFACE ............................................................................ 23
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1. INTRODUCTION
The objective of the SWISS-REZ Distribution Manual is to enable the hotels to
effectively and efficiently make use of the Swiss International Central
Reservation System in order to maximize financial results.
In order to take full advantage of the system, the hotel is required to provide
last room availability to SWISS-REZ and to connect all electronic reservation
channels to the System.
2. DISTRIBUTION LANDSCAPE
SWISS-REZ
SWISS-PMS
HOTEL
2.1.1 DESCRIPTION
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Primary customers of GDS are travel agents & corporates, both online (IDS)
and office based, to make and manage reservations.
It is important to note that GDS holds no inventory, therefore all reservations
are real-time. For example, when a travel agency requests a reservation of a
particular hotel, the GDS system routes the request to the appropriate
hotel. This enables a travel agent to choose and book this hotel from any
worldwide location.
In order to reach GDS platforms, SWISS-REZ indicates the fields with a cross
(). All information updated in these fields has to be communicated to the
Distribution team to be mapped to the GDS platforms.
2.1.2 RULES
All Swiss International Hotels & Resorts have to be connected to the GDS
(Sabre, Amadeus, Galileo, Worldspan) through SWISS-REZ.
All amendments done on SWISS-REZ done for the GDS channels have to be
communicated to the International Service Center so that these can be
mapped to the GDS.
A minimum of 8% and no more than 20% commission is to be given to Travel
Agencies booking through the GDS.
All GDS bookings should be registered separately on the daily and monthly
revenue report to ensure efficient tracking and monitoring the trends.
Unless advised by the booker/ customer, all GDS bookings are to be charged
by the hotel directly from the credit card details specified on the booking
confirmations.
2.2.1 DESCRIPTION
SWISS-FLEX is our state of the art online booking engine which generates
and support reservations through the Internet.
It helps our customers to book and confirm their rooms, packages and
services online.
The availability of rooms and rates are real-time therefore allowing the
customers the flexibility to book and manage their stay.
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2.2.2 RULES
2.3.1 DESCRIPTION
Direct connections provide an interface between the hotel and the OTA
booking websites such as Hotels.com, Expedia, Booking.com, Agoda and
others.
The integration provides a simple streamlined process for all distribution
updates so that our hotels can minimize errors and labor costs for channel
management.
One of the true key benefits of a direct connect is speed to market. Real-time
rates reach the market and are up for sale in the fastest and most accurate
method possible.
2.3.2 RULES
All Swiss International Hotels & Resorts have to be connected to all available
Online Travel Agencies and Tour Operators through SWISS-REZ.
The hotel has to ensure that all descriptions, including the hotel description,
the room description, rate descriptions are up to date.
The hotel has to ensure that the best quality and up to date images of the
hotel are available to all Online Travel Agencies and Tour Operators.
All Online Travel Agencies and Tour Operators bookings should be registered
separately on the daily and monthly revenue report to ensure efficient
tracking and monitoring the trends.
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Unless advised by the booker/ customer, all bookings from the Online Travel
Agencies and Tour Operators are to be charged by the hotel directly from the
credit card details specified on the booking confirmations.
The hotel has to ensure that all room, rate, image parity is respected for all
Online Travel Agencies and Tour Operator.
3. POLICIES
Very, Very Important: Ensure that correct policies are implemented
and that full credit card details (including CVV codes) are registered
and safeguarded upon booking confirmation.
3.1 GENERAL
The hotel has to set up comprehensive default policies applicable to the hotel.
Default policies should be lenient so as not to lose bookings. Stricter policies
can be implemented on Rate Level, based on the requirements.
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3.2 HOTEL TAX POLICY
Tax added here will be automatically added to the rates loaded on SWISS-
REZ.
It is recommended to load all rates inclusive of taxes
The hotel can choose the payment methods accepted for reservations booked
via SWISS-REZ.
Note that for money transfer type payments, the hotel will have to follow up
on the payment.
We recommend using only credit cards and bank cards for payment.
Major Credit card codes are: AX, VI, DC & MC
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3.4 CANCELLATION & DEPOSIT POLICY
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of May.
If any other guarantee is implemented under this section, the hotel will have
to follow up with payment.
All Reservations channeled through SWISS-REZ are governed by the hotel's
Deposit & Rate policy and by the below:
C. The Hotel may advise Swiss International of the occurrence and the
reservation commission will apply to the first night only.
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Guarantee Policies (Set Up > Property >Policies > Guarantee Policies)
(ii)
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3.5 COMMISSION POLICY
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communicated to the Distribution team.
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4.1 RULES
1. Always ensure that the Description is also up to date. This can be found at the
top of the pages and reviewing descriptions for the different channels.
5. Once the Distribution team has loaded your room types on GDS, it is
recommended that you verify that the room type translates into GDS language.
This can be done on Set Up > Channels > GDS Room Translations
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Rate Categories (Set Up > Rates >Rate Categories)
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5.1 RULES
1. Always ensure that the descriptions to all the selling channels are also updated.
This can be found at the top of the pages under Description tab.
2. Set the Rate Attributes and ensure that the rates are Active.
4. All Public Rates are commissionable to entice non contracted agencies to book
via GDS.
6. Always Select the room types for which the rates are applicable.
7. Always Select the Channels for which the rates are applicable.
11. The hotel will never directly or indirectly undercut any rate made
available in SWISS-REZ to any other hotel referral system or through
any of its own channels.
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Once the Distribution team has loaded your rates on GDS, the hotel has to
verify that the rate translates into GDS algorithm. This can be done on Set Up
> Channels > GDS Rate Translations
6.1 RULES
1. Always ensure that seasons are created for the length of period that the rate is
available.
2. Ensure that the Season Name corresponds to the Start and End Date of the
season.
3. Ensure that the Single and additional rates are updated where applicable.
4. The seasons have to be always in parity with what is offered to other booker
sites.
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7. RATES/ ROOM ORDER
When your rooms and rates are created in SWISS-REZ you have to create the
order of display of these products. All channels have to display the rooms and
rates starting from low to high.
Always use sort method as Rate/ Room
Always verify that the order is correct (starting from low to high) by verifying
on SWISS-FLEX (online booking engine) or ask the Distribution team to
organize GDS print screens for you. Kindly note that on the Direct Connection
channels, room/ rate order is not required as the OTAs will always arrange
their room and rate order automatically from low to high.
7.1 RULES
1. The hotel has to verify the room/ rate order each time a new rate is
implemented.
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2. The room/ rate order is always from low to high. The Distribution team
reserves the right to make the changes should they find that there is a
discrepancy in the room/ rate order.
8. PACKAGES
The package section is where hotels will add the enhancements whereby the
guests can build a package for their stay based on their requirement.
All hotels will implement the enhancements; airport transfers, breakfast
and/or dinner (where applicable), welcoming gift, bottle of wine and/or
Champagne, and others where applicable.
Always verify that the description is correct. This can be viewed on the
Description tab at the top of the page.
Always select Display Original At Booking
Be sure to select the days on which this enhancement is applicable for (for
example if adding a special dinner as enhancement, then you have to select
only days that the restaurant is open)
A minimum of 2 days lead period has to be applied so that the hotel can
organize for the booked enhancements well in advance.
Ensure that the enhancements are Available On Arrival and Available On
Departure
Tax Included, Charge Type and the Frequency that the enhancement can be
booked have to be specified.
Always view that the enhancements are correctly loaded. You can view this on
your booking engine while making a test booking.
Always Sort the Packages with the welcome transfer and amenities first. This
can be done by selecting Sort Packages at the top of the page.
8.1 RULES
2. The hotel is responsible to verify correct pricing and that taxes are correctly
added.
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4. The enhancements have to monitored and reported in order to understand
their effectiveness and price strategy.
9. STAY RESTRICTIONS
Here you can set restrictions on the Hotel level, Room Category level, Room
Type level, Rate Category level, Rate Type level.
You can also set a stay restriction for several products by using the Product
Level Stay Controls.
The Stay Controls that can be applied are:
Ensure that the correct dates that the restriction should apply are selected.
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Always Select Channel specific and apply the restrictions to the relevant
channels.
Specific days of the week, product (room type, rate category, rate type, etc)
have to be selected to apply the restriction.
Assign the relevant Stay Controls (whether Closed, No Arrival, Sell Limit,
etc...)
9.1 RULES
2. The hotel is responsible to verify that restrictions set are. This can be done by
going to Manage > Availability >Availability View
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10. MANAGE ROOM INVENTORY
10.1 RULES
1. The hotel is responsible to verify that the inventory updates are implemented.
2. All room inventories set have to be in parity with what implemented on other
booking sites.
Here is where the rooms and rates displayed on the different channels can be
viewed. This is a basic display. When making availability checks each channel
has to be viewed individually.
On this tab you can select how you would like to view the reservations,
whether by New Reservations, Search Reservations or Credit Card Summary.
The CVV codes can be viewed only once. Ensure that new reservations are
printed on the first opening or that the credit card details are noted
immediately.
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12.1 RULES
1. All New reservations have to viewed immediately and ensure that it is printed
to safeguard credit card details including the CVV number.
2. Only the hotel reservations team is allowed to view the new reservations.
3. All details of the reservation should be kept confidential and remain property
of the hotel and Swiss International.
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13. SWISS-PMS INTERFACE
All Swiss International Hotels & Resorts must have SWISS-PMS interfaced
with SWISS-REZ.
SWISS REZ is fully integrated with SWISS-PMS (Property Management
System), allowing real-time propagation of rooms, rates and customer
profiles to SWISS-PMS.
The interface is always a 2 way interface which allows SWISS-REZ to push
rates/ reservations and customer profiles through to SWISS-PMS and also
amendments done on the rates/ reservations and customer profiles in the
SWISS-PMS to be pushed through to in SWISS-REZ.
The interface effectively reduces labour costs and time required to manually
insert bookings into the PMS.
Contact the Distribution team should you wish to have more information.
All Rate types codes, Room Type Codes have to the same on both SWISS-
REZ and the PMS for integration.
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