Easy WebRez 4.0 Booking Engine Setup

asy WebRez 2.0 Booking Engine Setup

GraceSoft’s Easy WebRez 4.0 Online Booking Engine is provided to all clients with the Basic package. It can be linked to an existing website or used as a stand-alone website.

Make your business successful with our online booking engine

• Customize the booking engine with your images and photos.
• Direct connection to online travel agencies (OTAs) for seamless integration and booking.
• Create online promotion codes.
• Collect payment at the time of booking.
• Package and shopping cart options.
• Content management for your website.

How to add Images

Go to Setup>>WebBooking>>Basic Easy WebRez>>Image Settings to load photos that will create an inviting display to your guests booking online.

• Background Image
• Logo Image (will display in the header)
• Direction Image (map)
• Slider Images (Scrolling images from the main page)

Room Slider image

Images added on the Setup -> Room type/Unitsetup will get displayed on the Room slider.

How to add or modify content

A content management system (CMS) is an editor that allows you to build all the pieces of your website – from text to photos to widgets – via an easy-to-use interface.

These systems make web design accessible for people with little to no web design experience.

Go to setup>>Web booking>>Basic EasyWebrez>>CMS editor

• Now, the CMS editor window opens.
• To add a new content, click on “+” icon, which is visible on the green bar.
• Click the “Pencil” icon, the text box, changed into editing mode.

There are 2 ways to display the content in the online booking page:

1. Property Header will display the content at the top of the page.
2. Property Description will be displayed at the bottom of the reservation form.

Select the drop down on the CMS editor and choose the section to add or edit.

• Click the edit icon to write the content and format the text using editing tool, which pops up in the text box.
• Once done, click on “Save” button.

• Again, click on the another “Save” icon, which is in the top left of the window.
• Now, the saved content will be reflected in the online booking page.

Prerequisite Settings Required for Online Bookings

Before activating your Online Booking Engine link, please review the following items and settings.

Property Info

Go to Setup>>Basic>>Property Info and click on “Modify Property”

Enter the email address that will receive notification of all online bookings.

Unit Setup

Go to Setup>>Basic>>Unit Setup and click on the Unit Name.

Each Unit that is available for online reservations, select “Yes” next to Online Room.

Under “Upload Picture”, click on the Browse button and find the first Image to upload. The images will display in the order they are uploaded. Upload them one at a time, Saving Changes each time.
a. The image size should be less than 2 MB
b. Image Resolution – 660px Width and 430px Height
c. Image Format – Gif, Png, Jpg

1. Unit Description and Amenities will automatically display (Amenities List is found under Advanced Settings).
2. Make sure that the  Occupancy is correct.  Click Save Changes

Multiple Rates

Version 4 Booking Engine have the ability to utilize the Multiple Rates feature.  This allows each Unit to present more rates for the guest to select from than the Default Rate.

To activate this feature:

• Go to Setup>>Front Office>>Basic>>Unit Setup.

• Select the Unit to be modified. Click on Advanced Settings near the bottom of the screen and locate “Multiple Rates”. Click the bullet on “Yes” and check the boxes for all of the rates that apply to that room. Click Save Changes.

• Repeat this process for all of the Units that need the feature.

Terms and Conditions (Policies)

Go to Setup>>Advanced>>Policies.  And click on Add Policy.

The Policy Number determines the order in which the Policies display.

The Policy Name will show as the Title when the policies are displayed. Policy Type can be the same text as Policy Name.

Policy Description is where the verbiage of the Policy is entered.

Under “Display On”, check Easy WebRez to display the Policy in the Terms and Conditions for online bookings. Check Invoice to display the Policy when printing the Invoice. Check Online Standalone Shopping Cart to display the Policy there.

Click Save.

• Once the setup is done in the Front Office, it will reflect in the Policy screen as shown below:

Credit Card Payments

• Go to Set Up>>Accounts>>Credit Card. Select all Credit Card Types that are accepted for Online Bookings.
• In the Credit Card Validation section: Easy InnKeeping PMS is for choosing how (or not) to process Credit Cards from the manually created reservations.

Easy WebRez Online Bookings is for choosing how (or not) to process Credit Cards from the online Booking Engine.  The choices are:

• net (for connecting to an Authorize.net account to process Credit Cards)
• Stripe (for connecting to a Stripe account to process Credit Cards)
• PayPal (for connecting to a PayPal Payments Pro account to process Credit Cards)
• CC Avenue (for connecting to a CC Avenue account to process Credit Cards)
• Validation (Credit card number required, but not processed)
• No Validation (no credit card required to book online)

Deposits & Discounts:

• To define deposit required, and special discounts or promotions, Go to Setup >> Web Booking >> Booking Engine Settings.
• Select Discount Requirements if you want to offer a special for guests booking online
• Define the dates the discount will be made available
• Discount is used for a percentage or Flat Discount (for a flat amount).
• Online promo or Advanced Promo can be applied by requiring the guest to enter a code to receive a discount made available to a certain group of guests only.

Define Deposit Payment Requirements. The selected deposit amount will be processed from the guest when they complete the booking. (It will be charged only when a payment gateway is connected to the property). The available Deposit Types are:

• Number of Nights
• Number of Nights with Tax
• Percent of Stay
• Fixed (or Flat) deposit amount
• No Deposit required
• Full Amount of Stay
• Percentage on Reservation Total

About US

To set up the Property’s Description for the “About Us” page, go to Setup>>Web Booking>>Information Direction.

click on the “Property Description” tab. Enter the details under the Description section, and click Save Changes.

• Once these Setup items are done, they will appear in the About Usscreen as seen here:

To update the Property Location:

• Go to setup>> web booking>>Advanced Easywebrez>>Information Direction>>Direction Info.
• Choose the Input Type “Latt & Long”.
• Enter the co-ordinates and click Save Changes.

Photo Gallery

Photo Gallery Images can be uploaded under Setup>>Web Booking>>Photo Gallery. It can hold nine images.

Search for Rooms Widget:

The fields and parameters of the Search for Rooms Widget are controlled by settings in the Booking Engine Settings (Setup>>Web Booking tab>>Booking Engine Settings).  The following fields in Booking Engine Settings are pertinent:

• Default No of Nights– The No of Night(s) specified here will be the Number of Nights shown in the Search for Rooms Widget by default.
• Lead Time:
  1. Same Day Booking – Lead Time is set to zero (0).
  2. For the reservation to be booked after X number days then specify the day(s) in the Lead Time field. If, for example, Lead Time is set to “2”, then the booking is only allowed two days after the current date.

The Do not allow Online Reservations after feature will not allow any reservation to be made Online after the defined period of day(s) or Date.

Individual Room Booking

1. If an individual room needs to be Booked from the parent website, then the individual room booking option is available. In the parent website, the link to the individual room will be placed as a button, which is shown below,

1. When the Book Now or Reserve button is clicked it will navigate to the particular room’s Online Booking Engine which is show below.
2. Choose the dates, click on Book
3. Enter the Guest Details and complete the booking.
4. At the bottom of the page, the Calendar shows the blocked or already reserved dates in black color and available dates are shown in white.
5. Room Description and Amenities can be added to the respective room under Setup >> Front Office >> Unit Setupin Easy InnKeeping.
6. Policies can be created in the Front Office under Setup >> Policies. Create the policy and make sure in Display On “Easy WebRez” is checked, to make the policy to display in the Online Booking Engine.

Individual Room Booking Page:

Shopping Cart

The cart items under Setup>>Front Office>>Inventory Items (Main Group – Charges & Sub Group – Lodging), those items that have “Apply to Booking Engine” checked will show up under “Optional Items & Services” in the Online Booking Engine.